Identifying and Fixing Bottlenecks in your Approval Workflow Process

Imagine your marketing department as a content factory. Ideas spark and ignite, feeding into the creative process. But instead of a smooth flow of polished marketing materials emerging from the other side, your content gets stuck. It's jammed, tangled, and frustratingly slow. The culprit? A sluggish and inefficient marketing approval workflow.

Just like a rusty conveyor belt can grind a factory to a halt, a clunky approval process can stall your marketing efforts. Missed deadlines, frustrated creators, and a constant feeling of being behind schedule become the norm. But fear not, marketing maestros! By identifying and eliminating bottlenecks in your approval workflow, you can transform your content conveyor belt into a well-oiled machine, churning out high-quality content consistently and efficiently.

Understanding the Approval Workflow: The Journey of Your Marketing Materials

Before we delve into the world of bottlenecks and solutions, let's establish a clear understanding of what a marketing approval workflow actually is. It's the meticulously (or sometimes not-so-meticulously) planned path your marketing materials take before they're unleashed on the world. This journey typically involves a cast of characters, each with a role to play:

• The Visionaries: These are your marketing strategists and creative minds who dream up the initial concepts and ideas.
• The Craftspeople: The designers, copywriters, and videographers who translate those ideas into tangible marketing materials.
• The Gatekeepers: Stakeholders like legal and compliance teams who ensure everything aligns with brand guidelines and regulations.
• The Final Say: The ultimate decision-makers who give the green light for launch.

A well-defined approval workflow ensures everyone involved is on the same page, fostering brand consistency and maintaining quality control. However, when this process gets bogged down, it can become a major roadblock to your marketing success.

Identifying the Bottlenecks: The Grit in Your Content Machine

Several common culprits can create bottlenecks in your approval workflow. Here, we'll shine a light on the five most frequent offenders, along with solutions to help you get your content conveyor belt moving smoothly again:

1. The Black Hole of Briefing: Lost in Translation

Solutions:

• Standardise Briefing with Templates: Develop clear and comprehensive briefing templates for different marketing materials (e.g., social media posts, website copy, email campaigns). These templates should act as roadmaps, prompting teams to include essential information like:
  - Target Audience: Who are you creating this content for?
  -  Campaign Goals: What do you want to achieve with this piece?
  -  Brand Guidelines: Ensure consistency with brand voice, tone, and visual identity.
  -  Key Messaging: What are the core messages you want to communicate?
  -  Desired Format: Specify the content format (e.g., infographic, video script, blog post).
  - Call to Action (CTA): What do you want viewers to do after consuming the content?
  -  Examples (Optional): Include examples of similar content that aligns with the desired style or tone.

• Set Clear Expectations: Clearly communicate that incomplete briefs will delay project timelines. This incentivizes stakeholders to provide all necessary information upfront.
• Collaboration is Key: Encourage open communication between content requesters and creative teams. If a brief is unclear, don't hesitate to clarify details before getting started.
• Pro Tip: Involve your creative team in the development of briefing templates. Their input will ensure the templates capture all the information they need to deliver exceptional content.

2. The Labyrinth of Approvals: A Never-Ending Maze

3. The Feedback Fiasco: Deciphering the Cryptic

Symptoms: Feedback arrives in a chaotic mess – illegible handwritten markups, cryptic email threads, and conflicting comments from various stakeholders. This makes it difficult for creative teams to understand and implement changes efficiently, leading to frustration and rework.

Solutions:

• Establish Clear Guidelines: Develop clear guidelines for how feedback should be provided.
  - Specify the preferred format (e.g., online proofing tools with annotations, comment sections within drafts).
  - Encourage concise and specific feedback that highlights issues and suggests solutions.
• Embrace Online Proofing Tools: Invest in online proofing software that allows for clear annotations, version control, and centralised communication. This eliminates the need for confusing email threads and illegible markups.
• Batch Feedback: Consider batching feedback instead of providing it piecemeal. This allows the creative team to address all comments in one go, minimising back-and-forth communication and rework.
• Pro Tip: Hold kickoff meetings to discuss initial feedback and ensure everyone is aligned on the direction of the content. This can help prevent conflicting feedback later in the process.

4. The Compliance Conundrum: Legal Purgatory Awaits

Symptoms: Marketing materials get stuck in a seemingly endless loop of legal revisions and approvals. Legal teams are overloaded with requests, creating delays that can significantly impact campaign launches. Creative teams become frustrated with the back-and-forth communication and uncertainty surrounding legal sign-off.

Solutions:

• Early Collaboration is Key: Proactive involvement of legal and compliance teams early in the content creation process is crucial. This allows them to identify potential issues upfront and provide guidance throughout the development stage.
• Define Legal Review Triggers: Develop clear guidelines outlining which types of content require legal review. For instance, content with claims, disclaimers, or specific regulations might require legal oversight, while simple social media posts might not.
• Leverage Online Proofing Tools: Utilise online proofing software that allows for clear delegation of approval tasks to legal and compliance teams. This streamlines the process and provides a centralised platform for communication and revisions.
• Standardise Legal Approvals: Develop standardised legal templates for common marketing materials. This can expedite the review process for content that follows established formats.
  
  

5. The Resource Rollercoaster: Burnout on the Creative Highway

Solutions:

• Embrace Project Management Tools: Implement a marketing project management solution to track resource allocation and workload. This allows you to:
  - Visualise project timelines and identify potential bottlenecks before they arise.
  - Distribute tasks fairly based on team member skillsets and capacity.
  - Prioritise projects to ensure deadlines are met and resources are used efficiently.
• Utilise Shared Calendars: Maintain a shared calendar that provides stakeholders with real-time visibility into team capacity. This helps to avoid overloading team members and setting unrealistic deadlines.
• Invest in Your Team: Continuously invest in your creative team's professional development and well-being. Offer training opportunities and encourage open communication to address workload concerns.