The Problem
Work Is Ready—Approvals Aren't
Deliverables sit in review queues while deadlines slip. The team scrambles at the last minute, rework spikes, and the client wonders why things feel "slow." Meanwhile, approval ownership is unclear, feedback loops stretch, and the cost of waiting compounds silently. The bottleneck isn't production—it's the handoff.
The Framework
Risk Conditions (Early Warning)
Signals that approval cycles are becoming a drag:
- Average approval turnaround > 48 hours (target: < 24h)
- Approval queue depth growing (items waiting > producing)
- Multiple rounds of feedback on > 30% of deliverables
- Unclear approval ownership: "who's supposed to sign off?"
- Client-side delays blamed but not documented
Action: Clarify ownership, shorten feedback windows, and track turnaround metrics.
Issue Conditions (Already Blocked)
When approvals are actively causing harm:
- Deadlines missed due to pending approvals (documented)
- Team idle time or context-switching spikes while waiting
- Rework loops > 3 rounds on a single deliverable
- Client complaints about delivery timing or "lack of urgency"
Action: Escalate, reset expectations, and implement fast-track approval paths.
Common Diagnostics
Questions to find where the bottleneck lives:
- Ownership: Is there a single named approver per deliverable type?
- Escalation path: What happens if approval is overdue?
- Feedback clarity: Are comments actionable or vague?
- Client availability: Are approval windows aligned with client schedules?
- Tooling: Is approval status visible to both sides in real time?
Step-by-Step Guide
Make Approval Cycle Visible
Actions:
- Track approval turnaround: submitted → approved (per deliverable type)
- Queue dashboard: items awaiting approval, time in queue, owner
- Aging alerts: flag items > 24h in review with escalation prompt
- Client-side visibility: share approval queue status so they see the backlog
Expected Impact: Everyone sees where the wait is—no more blame ambiguity.
Tighten the Loop
Actions:
- Name a single approver per deliverable type (no committee drift)
- Set SLA: 24h default, 48h max for complex items
- Structured feedback: template with required fields (approve, change, reason)
- Batch reviews: schedule approval windows (e.g., daily 10am review slot)
Expected Impact: Faster, clearer decisions; fewer revision rounds.
Unblock the Queue
Actions:
- Escalation path: if approval overdue, auto-notify backup approver or exec sponsor
- Fast-track tier: pre-approved templates or low-risk items skip full review
- Client call: review backlog together, agree on priority order
- Grace period rule: if no response in 48h, assume approval (with documented notice)
Expected Impact: Stalled items move; team regains momentum.
Build Approval Discipline
Actions:
- Approval turnaround in retros: celebrate fast cycles, address slow ones
- Contract language: include approval SLAs and consequences for delay
- Onboarding: set expectations with new clients about review cadence
- Recognition: reward clients and internal approvers who hit SLAs consistently
Expected Impact: Approval speed becomes a shared value, not a friction point.
KPIs to Track
| Metric | Target |
|---|---|
| Approval turnaround | < 24h (default), < 48h (complex) |
| Queue depth | Flat or declining (not accumulating) |
| Revision rounds | ≤ 2 per deliverable (average) |
| Escalations triggered | Declining over time (system working) |
| On-time delivery | ≥ 90% (not blocked by approvals) |
Warning Signals
Real Scenarios
Deliverables Stuck in Review
Context
5 campaign assets waiting 4+ days for client approval. Launch date at risk.
Steps
- 1.Pull approval queue report with timestamps
- 2.Identify named approver for each asset
- 3.Send escalation notice with deadline impact
- 4.Offer a 30-minute call to batch-review all 5
- 5.Document outcome and update SLA expectations
Feedback Loops Dragging
Context
Video deliverable on revision 5. Client keeps adding new notes each round.
Steps
- 1.Review all feedback rounds for scope drift
- 2.Summarize cumulative changes vs. original brief
- 3.Schedule alignment call to confirm final requirements
- 4.Implement structured feedback template for next round
- 5.Set expectation: 2 rounds max, then CR for additional changes
Quick Wins
Start with these immediate actions:
- Add approval turnaround tracking to your project dashboard this week
- Name a single approver for your top 3 deliverable types
- Set up an aging alert for items > 24h in review
- Create a feedback template with required fields (approve/change/reason)
Related Playbooks
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