You\u2019re drowning in reviews and things don\u2019t seem like they\u2019ll ever improve. That is until you find our guide on how to create an effective approval workflow<\/strong>. <\/p>\n\n\n\n Today, we\u2019ll show you how to\u00a0avoid unproductive feedback sessions, contradictory reviews, and missed deadlines that result from an inefficient approval process.<\/p>\n\n\n\n Let\u2019s start from the top with some basics!<\/p>\n\n\n\n <\/p>\n\n\n\n How many rounds of revision do your projects typically undergo? If you don\u2019t have an answer, that\u2019s okay. It just means that your approval process could be more efficient.<\/p>\n\n\n\n An approval workflow is a series\u00a0of processes that projects go through before going live. Simply put, approval workflows define all the rounds of revision requests and iterations<\/strong> a deliverable must pass before sign-off and publishing<\/strong>.<\/p>\n\n\n\n Ideally, each creative team should have a standardized approval workflow so all their projects get reviewed and signed off smoothly. <\/p>\n\n\n\n To be more specific, creative agencies, marketers, advertisers, copywriters, designers, and other creative professionals should establish a standard approval workflow<\/strong> they can follow working on any project. <\/p>\n\n\n\n For instance, a writer\u2019s approval workflow template could follow a structure like this one:<\/p>\n\n\n\n In this case, the writer knows exactly what business processes they need to follow before their work is approved. Plus, they have a pretty transparent overview of who does what (and at what point in the process).<\/p>\n\n\n\n Creatives are not the only ones that benefit from having an approval workflow in place. For example, any team may need to configure an approval process for document management, invoice approval, purchase order approvals, and so on. <\/p>\n\n\n\n Basically, any activity that needs to be approved by management can follow a standardized workflow.<\/p>\n\n\n\n However, approval workflows are a must<\/strong> for creative professionals (rather than a nice-to-have). <\/p>\n\n\n\n But how is this workflow helpful and why is it important?<\/p>\n\n\n\n Establishing an approval workflow is important, mainly because it helps teams get projects signed off faster.<\/p>\n\n\n\n Additionally, an efficient approval workflow<\/strong> helps teams:<\/p>\n\n\n\n <\/p>\n\n\n\n The key word here is efficient <\/em>(which we\u2019ll get to what those kinds of approval workflows look like in a second). What you need to know now is that the following benefits can only be harvested when you\u2019re ready to ditch email approval requests for good. \ud83d\ude0f<\/p>\n\n\n\n Email feedback is like a huge boulder that blocks the traffic on a highway. A boulder can have many uses. For example, you can place it in a park or garden for aesthetic reasons. But putting it in the middle of the road doesn\u2019t make any sense, does it?<\/p>\n\n\n\n The same goes for email. Use it to sum up meetings or communicate sensitive information. Don\u2019t make it part of a time-sensitive dynamic process like an approval workflow.<\/p>\n\n\n\n Pro Tip<\/strong>: Read our <\/em>blog post on asynchronous communication<\/em><\/a> to learn more about the benefits, downsides, and use cases of asynchronous communication tools like email.<\/em><\/p>\n\n\n\n Now that you\u2019ve promised to stop using email in your approval workflow, let\u2019s go back to the benefits of having a streamlined approval process.<\/p>\n\n\n\n We know how frustrating it is to make a requested change to a project, only to be asked to undo it in a later round of revision. Sometimes, that\u2019s just part of the creative process. But when it happens over and over, it\u2019s time to reevaluate your feedback process.<\/p>\n\n\n\n An efficient approval workflow helps creatives avoid the pitfalls of conflicting reviews and feedback silos. <\/p>\n\n\n\n When approvers\u2019 revision requests are collected and organized in one place, employees can ask for clarifications when they see contradicting reviews. This way, they\u2019ll avoid wasting time undoing implemented changes because the next approver didn\u2019t agree with the first. <\/p>\n\n\n\n Approval workflows bring everyone on the same page and prompt them to speak the same language.<\/p>\n\n\n\n Let\u2019s say you\u2019re a video editor using MarkUp.io<\/a> as part of your approval process. Your process could look like this:<\/p>\n\n\n\n Without the need for a creative middleman, the ability to settle contradicting points of view quickly leads to time savings.<\/p>\n\n\n\n With all the time saved, creatives and stakeholders alike can focus on value-added tasks that further contribute to the company\u2019s bottom line.<\/p>\n\n\n\n Perfectionism and multitasking are productivity killers<\/a>.<\/p>\n\n\n\n Luckily, having multiple reviews following what a creative would name a final draft can be a reassuring safety net.<\/p>\n\n\n\n Let\u2019s go back to the writer\u2019s example we discussed earlier. Their approval workflow included three reviews before the official client review. Two reviews were made by the editor and the final review was done by the proofreader.<\/p>\n\n\n\n In this case, a writer can use the first two rounds of revision to focus wholly on being creative rather than obsessing over grammar and punctuation.<\/p>\n\n\n\n The same logic applies to designers, marketers, and other creative professionals. Knowing that it\u2019s standard procedure to have multiple reviews before getting a project in front of a client reduces any undue pressure creators feel to deliver perfect work.<\/p>\n\n\n\n In turn, professionals become more productive and focus on what they do best.<\/p>\n\n\n\n How many times have you been forced to work a late night because you were stuck waiting for an asset from someone else who can\u2019t seem to manage their time effectively? <\/p>\n\n\n\n Before you assume that the person you’re working with is being lazy or irresponsible, consider the possibility that they simply don’t know how much time is needed to do your part of the project.<\/p>\n\n\n\n When a creative team has a step-by-step approval workflow in place, every team member is aware of who does what and, most importantly, how their work affects others.<\/p>\n\n\n\n When employees know the process their work undergoes, they become more mindful of where and when to deliver it.<\/p>\n\n\n\n As a result, time management improves, and accountability increases.<\/p>\n\n\n\n After all, nobody wants<\/em> to be the bottleneck (… we hope \ud83d\ude33).<\/p>\n\n\n\n Approval workflows are the last stage in a project’s creative process\u2014from initial ideation to final approval.<\/p>\n\n\n\n By using a feedback tool like MarkUp.io to make the approval process more transparent, projects will be delivered on time and the whole creative process will become much more efficient.<\/p>\n\n\n\n Now let\u2019s take a look at how you can benefit from a standardized approval process by following five easy steps.<\/p>\n\n\n\n Now for the good part: making a great approval workflow process.<\/p>\n\n\n\n Below, we\u2019ll walk you through the five steps you should follow to avoid missing any more due dates because of lengthy and disorganized feedback sessions.<\/p>\n\n\n\n Without further ado, here\u2019s the first step:<\/p>\n\n\n\n We’re kicking off our list with choosing the right tool for speeding up your feedback loops. This step may not necessarily be part of the approval workflow itself but it has a significant impact on the overall efficiency of the process.<\/p>\n\n\n\n The painful alternative to using approval workflow software is sending feedback through email. <\/p>\n\n\n\n Email reviews are super time-consuming! According to a consumer email survey, employees spend around three hours daily checking their emails<\/a>. If you add reviews to that, it doesn\u2019t look pretty: spending half a workday reading emails is just not productive.<\/p>\n\n\n <\/p>\n\n\n\n Plus, there\u2019s a high chance that reviewers will have contradicting opinions that are hard to keep track of amid all the walls of text and disparate email chains.<\/p>\n\n\n\n On the other hand, a specialized tool for reviewing, proofing, and approving creative work speeds up reviews, improves creative collaboration<\/a>, eliminates bottlenecks, and banishes feedback silos.<\/p>\n\n\n\n For instance, MarkUp.io users can:<\/p>\n\n\n\n In short, MarkUp.io makes approval workflow management faster and easier.<\/p>\n\n\n\n Tools with similar functionality include:<\/p>\n\n\n\n Pro Tip<\/strong>: Explore <\/em>18 other software solutions<\/em><\/a> in our blog post about design and artwork approval software for creatives.<\/em><\/p>\n\n\n\n Once the creative deliverables have passed all the internal reviews, it\u2019s time to share the files with the stakeholders.<\/p>\n\n\n\n With MarkUp.io, you can share your projects via link or email. To do so, click on the \u201cShare<\/strong>\u201d button in the bottom-right corner of the MarkUp or Folder.<\/p>\n\n\n\n Next, you can copy the MarkUp link and share it directly over Slack or another communication channel or send an invite to reviewers without leaving the platform. For the latter, simply type in the email address of the stakeholder\/team member in the \u201cAdd emails<\/strong>\u201d field and click \u201cSend<\/strong>.\u201d<\/p>\n\n\n <\/p>\n\n\n\n Once the reviewers gain access to your files, they can pin contextual comments to specific elements with their remarks.<\/p>\n\n\n\n As comments are added to the MarkUps, you\u2019ll get notified over email. Or, you can watch the whole review process unfold in real time \u2014 it\u2019s your choice.<\/p>\n\n\n\n Once all collaborators have finished leaving their comments, continue to step number four. <\/p>\n\n\n\n Next, implement the feedback you\u2019ve received.<\/p>\n\n\n\n If you\u2019re using MarkUp.io, you can resolve implemented comments so you can keep track of what needs to be changed more easily.<\/p>\n\n\n\n To do so, simply hover over the comments and click on the \u201cResolve<\/strong>\u201d button.<\/p>\n\n\n <\/p>\n\n\n\n It\u2019s important to note here that the resolved comments are not deleted. Instead, you can view them any time you want in the \u201cResolved<\/strong>\u201d tab.<\/p>\n\n\n\n Once you have implemented all the feedback you received, go through your work for one last check If everything looks good, submit the final drafts, and mark the project as done.<\/p>\n\n\n\n Simple, right?<\/p>\n\n\n\n Don\u2019t ride off into the sunset yet!<\/p>\n\n\n\n We\u2019ve got three more tips that will help you simplify approval management even further.<\/p>\n\n\n\n Before establishing the steps you think your approval workflow should have, there are a few things to keep in mind to ensure your approval system is bulletproof.<\/p>\n\n\n\n It’s essential that reviewers know the goals and objectives of each project under review. <\/p>\n\n\n\n Set up a meeting, write an email, or record a Loom to explain your creative brief: what your project is about, what you\u2019re trying to accomplish with it, and the review and approval process you\u2019ll need stakeholders to follow for the project to be delivered on time.<\/p>\n\n\n\n This is also a good opportunity to make sure your approvers are up-to-speed on the tool your team uses for content approvals.<\/p>\n\n\n\n Since it\u2019s important to offer reviewers instructions on how to use your approval workflow platform, choose one that has a close to zero learning curve and doesn\u2019t require downloading extra software or making an account to use (like Markup.io).<\/p>\n\n\n\n When breaking down a project into multiple sub-tasks, follow the S.M.A.R.T. goals<\/a> model. S.M.A.R.T. stands for:<\/p>\n\n\n\n Using this project management technique will help you boost employee productivity and get things done faster.<\/p>\n\n\n\n Before sharing a doc with stakeholders, you should have a clear idea of who is reviewing it first.<\/p>\n\n\n\n For example, you may want your internal team to give feedback before sharing a doc with external stakeholders.<\/p>\n\n\n\n So, establish a \u201cchain of command<\/em>\u201d and make sure that everyone on the team is aware of it.<\/p>\n\n\n\n Before we say our goodbyes, we want to help you create a hassle-free approval workflow.<\/p>\n\n\n\n To simplify document approval and content reviews, give MarkUp.io a try.<\/p>\n\n\n\n Our platform features all the tools you need to keep stakeholders and creatives on the same wavelength for faster approvals.<\/p>\n\n\n\nTable of Contents<\/h2>\n\n\n\n
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What\u2019s an approval workflow?<\/h2>\n\n\n\n
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Why is establishing an approval workflow important?<\/h2>\n\n\n\n
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![\"Benefits](\"https:\/\/assets.markup.io\/app\/uploads\/2022\/09\/Approval-Workflow-benefits-2-1.png\")
<\/figure><\/div>\n\n\n1. Saves time and money<\/strong><\/h4>\n\n\n\n
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2. Allows team members to focus on their responsibilities <\/strong><\/h4>\n\n\n\n
3. Helps build transparent and effective workflow processes<\/strong><\/h4>\n\n\n\n
4. Streamlines and automates workflow<\/strong><\/h4>\n\n\n\n
5 steps for the approval workflow process<\/h2>\n\n\n\n
Step #1: Choose the right approval tool<\/strong><\/h4>\n\n\n\n
![\"\"](\"https:\/\/assets.markup.io\/app\/uploads\/2022\/09\/pizza-phd.gif\")
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Step #2: Share your files and docs with stakeholders<\/strong><\/h4>\n\n\n\n
![\"How](\"https:\/\/assets.markup.io\/app\/uploads\/2022\/09\/Markup-io-share.jpg\")
Step #3: Get feedback <\/strong><\/h4>\n\n\n\n
Step #4: Apply necessary changes<\/strong><\/h4>\n\n\n\n
![\"Resolve](\"https:\/\/assets.markup.io\/app\/uploads\/2022\/09\/approval-workflow-resolve.jpg\")
<\/figure><\/div>\n\n\nStep #5: Finalize files and docs<\/strong><\/h4>\n\n\n\n
3 tips for an effective approval workflow<\/h2>\n\n\n\n
Tip #1: Brief reviewers and stakeholders <\/strong><\/h4>\n\n\n\n
Tip #2: Use the SMART goals model<\/strong><\/h4>\n\n\n\n
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Tip #3: Consider the order of reviews<\/strong><\/h4>\n\n\n\n
Now over to you<\/h2>\n\n\n\n