The Approval Problem Nobody Talks About

The Approval Problem Nobody Talks About

In-house teams and agency partners often find themselves in a frustrating cycle of waiting for approvals. Whether it’s a marketing campaign, a new design, or a simple social media post, the approval process can feel like a bottleneck that slows everything down. Understanding why this happens and how to navigate the approval maze can help teams regain control and improve their workflows.

Bottlenecks

Approvals can create significant bottlenecks in any project. Here are a few common reasons why:

• Undefined Processes: Many teams lack a clear approval process. Without defined steps, requests can get lost or ignored.
• Too Many Approvers: When too many people need to sign off, it can lead to conflicting feedback and delays.
• Communication Gaps: Miscommunication about expectations or timelines can stall progress.
• Perfectionism: Some stakeholders may continuously request changes, leading to endless revisions.

Solutions

To overcome the approval problem, teams can implement several practical solutions:

1. Define Clear Roles: Establish who needs to approve what. Limit the number of approvers to those directly affected by the project.
2. Create a Standardized Process: Develop a clear approval workflow that outlines each step, from submission to approval.
3. Set Timelines: Assign specific timeframes for each stage of the approval process. This helps keep everyone accountable.
4. Utilize Technology: Leverage project management tools that provide visibility into the approval process. Tools like Asana or Trello can help track progress and reminders.

Framework

To create a more efficient approval process, consider the following framework:

• Step 1: Map out the current approval process. Identify all stakeholders and their roles.
• Step 2: Analyze where delays typically occur. Look for patterns in feedback and timing.
• Step 3: Redesign the process based on your findings. Streamline steps and reduce the number of approvers where possible.
• Step 4: Test the new process with a small project. Gather feedback and make adjustments as needed.
• Step 5: Roll out the revised process across the team. Ensure everyone understands their responsibilities.

Takeaway

Approvals don’t have to be a roadblock. By understanding the common pitfalls and implementing a structured approach, teams can streamline their workflows and enhance productivity. Clear roles, a standardized process, and the right tools can transform approvals from a frustrating bottleneck into a smooth, efficient part of project management. Addressing the approval problem is not just about speeding things up; it’s about fostering a culture of collaboration and accountability. With the right strategies in place, teams can focus on what truly matters – delivering exceptional work.