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Make sure reviewers understand that lateness impacts business outcomes. You may be able to institute a rule that if feedback isn’t received on time, the reviewer loses the opportunity to provide feedback at all.
You sent out the review in an email and even included a date for when you need it back. But almost a week later, you’re still waiting to hear from several reviewers.
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If a good old pen and paper is your team’s preferred review method, try keeping all versions in a single folder and attaching a sheet on top where you can track who has reviewed the material and on what day.
You can either create a set timeline for all assets, or set timelines for different types of assets. The important thing is to make it consistent and clear.
Create a central location to store all your assets and a file naming system that clearly names each asset. Make sure all reviewers have access to where documents are stored.
Ways to Improve Your Review and Approval Process
What makes this stage in a project’s workflow so difficult? Keep reading and we’ll tackle the three biggest reasons reviews and approvals are frequently delayed and show you what you can do to speed up the process and keep your deadlines on track.
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As an asset winds its way through the review process, there are numerous stakeholders who need to review and approve it. The fact is, the more people who are involved in reviews and approvals, the more difficult and complicated the process will be.
If you’re finding yourself on eight to twelve or more versions, reexamine who you have reviewing assets and whether all those reviews are necessary. A best practice is to keep reviews to three rounds.
Too much variation can make the review and approval process a challenge. You can’t track changes in Word on a video or a dynamic html asset. In these cases, feedback is delivered manually, by sticky notes, or through email.
If a reviewer doesn’t respond to your emails or calls, it can be hard to know whether the reviewer even saw your request to approve the document. And when they’re done, there’s often no clear way for you to see they’ve responded—maybe they dropped it on your desk a week ago, but you didn’t notice it amid the pile of papers.
If your team is making digital and rich media, an online proofing solution could be a huge help in your review process by allowing you to review and comment on rich media in one, central location.
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To help you better track feedback, have everyone proof in the same tool. Make sure you also have a consistent method to receive feedback.
If these tips and tricks haven’t solved all of your reviewing and approval challenges, check out ProofHQ. It’s an easy way to manage content review and approval, and automate many of the manual processes that slow down creative projects. ProofHQ keeps your content factory humming!
Unfortunately, all this variation can make the review and approval process a challenge—you can’t track changes in Word on a video or a dynamic html asset. In these cases, sometimes feedback is delivered manually, by sticky notes, or through email.
With no clear way to review and approve interactive content, it’s hard to keep track of the feedback and make sure it’s applied consistently throughout the review process.
To make it clear which is the most current version, create a clear labeling system for each version. Don’t label a version final until it truly is final. If you do have to go back and make changes to a final version, rename the previous final as the next chronological version.
Marketers always have too much to do and too little time to do it. But the biggest barrier to meeting deadlines for most marketers is managing the review and approval process.