How Do You Write an Approval Process?

An approval process is a series of steps that a creative or business asset must go through before finalization. Before you jump into writing an approval process for your next project, let’s look at the steps involved in a typical approval process.

Steps of the Approval Process

An effective approval process keeps projects in marketing and creative industries running smoothly by ensuring consistency, alignment, and high-quality output. It all starts with submission, where writers or designers introduce a document, concept, or idea for review. 

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From there, the first-level approver evaluates it against brand standards and guidelines, ensuring quality before moving forward. If needed, the project enters a feedback and revision loop, where reviewers provide input and creatives refine the work until it meets expectations. Once that happens, the work moves to final approval, where key stakeholders either sign off or request further adjustments. After approval, the project is ready for implementation, and all decisions are documented for future reference. 

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Platforms like StreamWork simplify this entire flow by automating submissions, routing approvals, tracking revisions, and keeping everything organized—all while helping teams deliver their best creative work.

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How to Write an Approval Process?

With an understanding of the steps behind the approval process, you’re ready to write one of your own. To craft an efficient approval workflow, it’s necessary to consider the specific goals of your team and the project at hand.

Define the scope and purpose of the approval process

The first step in writing an approval process is to define clearly what it aims to achieve. Are you looking to enhance the efficiency of document reviews, facilitate creative project approvals, or manage client deliverables? Establishing the scope ensures that all participants in the approval process are aligned on the outcome, reducing the likelihood of miscommunication.

Identify the stakeholders involved and their roles

Knowing who will participate in each stage of the approval process workflow is key to its success. This includes identifying decision-makers, reviewers and any other roles that support the process. With StreamWork, you can easily add and define roles for both internal and external stakeholders, providing clarity on who is responsible for what at each step.

Outline the steps and stages of the approval process

Next, document each step and stage within your approval process. Begin from the initial creation or submission of the asset to its final approval. Each stage should have a clearly defined entry and exit criteria, detailing what each phase aims to accomplish. This could include feedback loops, revision requirements and necessary approvals at each level.

Document the criteria for each step 

For each stage of your approval workflow, clearly define the approval criteria. This helps stakeholders understand their responsibilities and deliverables, ensuring that each step progresses smoothly and efficiently. Using tools like StreamWork, you can automate notifications for stakeholders to give feedback, ensuring accountability and timeliness.

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By defining criteria, you create a comprehensive blueprint for your organization's approval process steps so that everyone is on the same page. This kind of framework allows marketing teams to confidently manage projects and meet deadlines, ultimately enhancing overall productivity and outcomes.

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What Is an Example of Approval?

Let’s dive into a few common scenarios where approval processes play a vital role.

Approval of a marketing campaign draft

Before a marketing campaign is ready to launch, it needs to pass through the approval process. Initially, the draft is crafted by the marketing team and submitted to the project manager. The manager reviews the content to ensure it aligns with the campaign’s goals and corporate guidelines. The manager gives feedback if needed, and the marketing team then makes revisions. Once revised, this draft moves up the chain to the marketing director or CMO for a final green light. Here, these executives might request strategic adjustments to better meet marketing objectives before giving it the final nod.

Creative content review and sign-off

Creative content, such as videos or graphics, often undergoes rigorous review. Initially, the design team presents their work to internal stakeholders for feedback. Once they receive feedback, the design team incorporates any changes to align with brand guidelines. After revisions, the final content receives sign-off from department heads who ensure it meets all quality and strategic standards. This step is crucial in guaranteeing that the creative outputs reflect the brand’s image.

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Implementing structured approval processes like these can dramatically improve business operations. With platforms like StreamWork, marketing teams and agencies can streamline these processes, ensuring smooth and effective approval workflows that boost productivity and reduce turnaround times.

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Continuously Improving the Approval Process

In the modern marketing industry, a structured approval process is more important than ever. A well-defined approval process not only ensures consistency and accountability across your projects but also enhances team collaboration. By clearly delineating the steps, stakeholders and criteria for each approval stage, you can avoid miscommunication and delays, ultimately improving your team's productivity and output.

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Continuous improvement should be a core focus for any business process, and the approval workflow is no exception. Be sure to regularly reflect on your current practices and look for ways to improve. Encouraging feedback from stakeholders and reviewing your performance data can provide valuable insights into potential improvements. Remember, what works today might need adjustments tomorrow as your team and business needs evolve.

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Ready to revolutionize your approval process? StreamWork offers tools that transform project collaborations, ensuring seamless, productive and stress-free approval management. Experience integrated feedback, task management and active collaboration with unlimited reviewers—all in one place with StreamWork. Simplify your workflows, boost your team's efficiency and manage approvals effectively. Reach out today to learn more!