10 great benefits of approval workflow software

By Jodie Byass


Approval workflow software has become an indispensable asset for brands and ad agencies seeking to efficiently manage marketing approvals. The advantages it brings to the table are numerous and can make a significant impact on operational effectiveness. By incorporating approval workflow software into their processes, organizations can streamline their approval workflows, foster collaboration among stakeholders, and enhance overall efficiency. In the following sections, we will explore ten proven and reliable benefits that organizations can reap from the adoption of this software:

Approval Workflow Benefits

Streamlined process

With approval workflow software, the days of cumbersome and time-consuming email approvals are long gone. This software provides a centralized hub where users can easily brief work, exchange artwork, and collate feedback. All these functions can be seamlessly managed in one place, eliminating the need for back-and-forth email threads. Furthermore, approval pathways can be established to ensure that no stakeholders are overlooked and that approvals are obtained within specified deadlines. This not only improves efficiency but also reduces compliance risks, as all the necessary stakeholders are involved in the process.

Summary: Centralized hub for briefing, artwork exchange, and feedback, with improved approval management and reduced compliance risks.

Well-planned project

One of the key advantages of approval workflow software is its ability to facilitate well-organized projects. Users can create their own projects within the software, outlining teams and stakeholders involved. This allows for better coordination and collaboration among team members. Moreover, dedicated milestones and deadlines can be established to suit the specific requirements of each project. By clearly defining these milestones, everyone involved can track the progress and ensure that the project stays on schedule. In addition, customized approval pathways can be created to fit the unique approval process of the organization. This flexibility ensures that the software adapts to the existing workflow rather than forcing the organization to conform to a rigid structure. To keep stakeholders informed and ensure timely completion of tasks, notifications can be set up to remind them of important milestones and deadlines.

Summary: Customizable projects with milestones, deadlines, and approval pathways, along with notifications for stakeholders.

Efficient tracking

Keeping track of the approval workflow is made effortless with approval workflow software. The software provides a comprehensive project overview, giving users a bird's-eye view of the progress of approvals at any given time and from anywhere. This real-time tracking capability allows for better project management, as bottlenecks and delays can be quickly identified and addressed. Additionally, the software enables the generation of reports that can be used in meetings to showcase the work in progress. These reports provide a visual representation of the project status, making it easier to communicate and make informed decisions.

Summary: Real-time tracking of approval workflows and convenient report generation for meetings.

Easy administration

Approval workflow software simplifies the administrative tasks associated with managing marketing approvals. Users can create their own templates, which can be easily reused for each new project. This eliminates the need to start from scratch every time and ensures consistency in the approval process. Additionally, the software eliminates the reliance on tedious spreadsheets, as all files, artwork, and feedback are securely saved in one central location. This centralization not only makes it convenient for users to access the required information at any time and from anywhere but also reduces the chances of important files getting misplaced or lost. Furthermore, the software provides a quick view of the approval status, allowing users to easily identify where each approval stands in the process.

Summary: Templates for streamlined project setup, centralized storage of files and feedback, and instant approval status view.

Enhanced transparency

Transparency is a crucial aspect of effective approval management, and approval workflow software excels in this regard. The software provides clear visibility into the approval process, enabling users to see who has approved the deliverables and who is yet to do so. This transparency promotes accountability and ensures that all stakeholders are actively participating in the process. Moreover, the software allows users to monitor the project's status and track its progress against established deadlines. This real-time visibility enables proactive decision-making and timely interventions to keep the project on track. Additionally, the software offers the option to grant access to other stakeholders, both within and outside the organization. This means that stakeholders from different departments or external parties can log in and see how the work is progressing, fostering collaboration and alignment across teams.

Summary: Clear visibility of approval status, project progress, and accessibility for stakeholders.

Improved efficiency with online proofing tools

Online proofing tools integrated into approval workflow software significantly enhance efficiency in the artwork approval process. Designers no longer have to decipher handwritten markups, which often led to misinterpretations and delays. Instead, stakeholders can easily provide feedback and comments directly on the artwork using the online proofing tools. This streamlines the review process and ensures that feedback is clear and actionable. Furthermore, stakeholders can compare different versions of the artwork side by side, making it easier to identify the changes and ensure that they have been accurately implemented. This eliminates any confusion regarding artwork versions and reduces the back-and-forth iterations that typically occur during the approval process.

Summary: Faster artwork turnaround, efficient feedback process, and accurate version comparison.

Reduced artwork revisions

The combination of online proofing tools and approval workflow software leads to a significant reduction in artwork revisions. Clear and understandable markups provided by stakeholders through the online proofing tools eliminate the ambiguity that often resulted from handwritten markups. As a result, fewer mistakes are made, reducing the need for additional revisions and subsequent versions of the artwork. This not only saves time but also minimizes the frustration and confusion that arise from multiple iterations. Moreover, approval workflow software ensures that stakeholders always know which version they are reviewing, marking up, and amending, thereby eliminating any uncertainties and reducing the pressure on all involved parties.

Summary: Fewer revisions due to clearer markups and less pressure on stakeholders.

Digital Asset Management

Managing and organizing digital assets effectively is a critical aspect of marketing approvals. Approval workflow software offers a solution by providing a digital library where final assets can be stored securely. This prevents marketing assets from getting lost or misplaced, ensuring easy access when needed. Additionally, the software allows for the sharing of approved assets with selected stakeholders, providing both convenience and security. By granting controlled access to the approved assets, the software facilitates seamless collaboration and distribution of assets to the relevant parties.

Summary: Secure storage and easy sharing of final assets.

Elimination of manual reports

The reporting feature in approval workflow software eliminates the need for manual compilation of reports. Users can quickly and easily generate various reports, including work in progress reports, directly from the software. This saves valuable time and effort that would otherwise be spent on collecting and consolidating data from multiple sources. By providing instant access to essential project information, the software empowers users to make informed decisions and communicate project status effectively.

Summary: Effortless generation of various reports, eliminating manual compilation of spreadsheets.

Better quality and faster turnaround

The overall impact of approval workflow software is an improvement in the quality and efficiency of the marketing approval process. By reducing the number of artwork revisions, the approval workflow remains streamlined and focused on delivering high-quality outputs. This allows more time to be dedicated to generating creative concepts and designs, resulting in better quality deliverables. Furthermore, the software reduces the time spent on administrative tasks associated with the approval process, freeing up resources to concentrate on the creative aspects of the work. By streamlining the approval workflow, projects can meet deadlines and stay on budget, leading to faster time to market and ultimately a quicker return on investment.

Summary: Improved quality, timely delivery, and quicker ROI due to efficient workflow.

In conclusion, approval workflow software revolutionizes the way marketing approvals are managed, offering streamlined processes, enhanced transparency, and improved efficiency. The benefits range from centralizing approvals, facilitating collaboration, and tracking progress to reducing revisions, automating reports, and optimizing project outcomes.

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