It doesn't have to be this way. By implementing the right strategies and tools, you can build an efficient design approval process that keeps projects moving forward smoothly, enhances collaboration, and ensures everyone is on the same page.
Let's explore the key steps to building an approval process that empowers your creative team and delights clients.
Start by clearly defining who is involved in the approval process and what their roles are. Identify the key stakeholders, decision-makers, and reviewers at each stage (including clients). This clarity ensures accountability and prevents confusion about who has the final say, which is crucial when dealing with multiple client contacts.
A centralized design approval system is crucial for managing feedback and approvals effectively, especially with external clients. Instead of relying on scattered emails and messages, use a platform that allows everyone (internal team and clients) to collaborate in one place. Online proofing software like GoProof provides a centralized hub where team members and clients can view the latest versions, provide feedback directly on the designs, and track progress effortlessly.
A well-crafted creative brief is the foundation of any successful design project. It outlines the project's objectives, target audience, key messages, brand guidelines, and any other essential information. Sharing and agreeing on this brief upfront ensures everyone, including the client, is aligned from the start and reduces the likelihood of misinterpretations and revisions later on.
Establish realistic deadlines for each stage of the approval process and communicate them clearly to all stakeholders, particularly clients. This helps manage expectations and keeps projects on track. Utilize project management tools or online proofing software with built-in deadline features to visualize timelines and send automated reminders to everyone involved.
Feedback should be clear, concise, and actionable. Encourage all reviewers, including clients, to use visual annotation tools available in online proofing platforms. These tools allow reviewers to pinpoint specific areas of concern, comment directly on the design, highlight areas, and provide specific suggestions, leading to fewer revision cycles and clearer direction.
Version control is crucial for preventing confusion and rework. Utilize online proofing software that automatically tracks every revision and allows for easy comparison between versions. This ensures that everyone, including the client reviewing the latest round, is always working on the most up-to-date file.
Encourage open and honest communication throughout the approval process. Create a safe space (often within your chosen platform) for team members and clients to express their opinions, ask questions, and raise concerns. This transparency can help prevent misunderstandings and lead to better outcomes and stronger client relationships.
Automation can significantly speed up your approval process. Use online proofing software to automate reminders, notifications, and even the routing of proofs to different stakeholders (like clients after internal review). This frees up your team's time and ensures that projects move forward smoothly without constant manual chasing.
Regularly evaluate your design approval process to identify any bottlenecks or areas for improvement. Gather feedback from your team and clients to understand their challenges and make adjustments as needed to keep the process efficient.
