Overcoming Approval Bottlenecks: A Guide for Issues Managers
If you’ve ever felt like navigating an approval process is akin to running a marathon through a maze, you’re not alone. Two common challenges tend to crop up: managing excessive approvers, and waiting endlessly for feedback. These bottlenecks can derail timelines, drain team morale, and leave you scrambling to meet deadlines. Addressing these challenges effectively is essential for your success as an issues manager.
The Challenges of Approval Processes
When it comes to approvals, you’ve probably faced one—or both—of these scenarios:
Complex Sign-Off Processes
The larger or more complex your project or issue, the more people tend to weigh in. Without clear roles or boundaries, you end up with contradictory input, drawn-out discussions, and frustrating delays.
Delayed Responses
Then there’s the waiting game. You send an email for sign-off and watch the clock as the deadline inches closer. Senior leaders, understandably busy, may not even open your email in time, leaving you in a tough spot.
Both challenges can feel overwhelming, but you can take steps to regain control and keep your projects on track.
Practical Strategies for Streamlining Approvals
Here’s how you can tackle these bottlenecks head-on:
Clearly Define Roles and Responsibilities
Assign specific roles to each stakeholder to avoid redundant feedback or conflicting input.
Set clear deadlines for every stage of review, and communicate these expectations upfront.
Implement Centralized Approval Tracking Systems
Use project management or approval-specific software to provide visibility into the status of each approval.
Tools like Broadsight Tracker offer centralized dashboards that consolidate feedback and help you monitor progress.
Leverage Collaboration Tools
Adopt platforms that enable real-time communication and editing. Features like tracked changes and simultaneous editing can reduce back-and-forth and eliminate confusion.
Build Strong Stakeholder Relationships
Take time to understand the priorities and concerns of key stakeholders. Strong relationships allow you to anticipate roadblocks and resolve them before they escalate.
Schedule regular check-ins to ensure alignment before formal approvals are due.
Use Automated Reminders
Let technology handle follow-ups. Automated reminders can gently nudge lagging approvers without adding to your workload.
Navigating Complex Feedback
Conflicting feedback can be one of the trickiest parts of your job. To handle it effectively:
- Prioritize Key Feedback: Focus on the comments that truly impact the project. Don’t let minor details bog you down.
- Facilitate Consensus: Sometimes, it’s best to bring stakeholders together on a call to resolve contradictions quickly.
- Keep the Big Picture in Mind: Address the spirit of the feedback without getting lost in the weeds.
Developing the Right Skills
Mastering the approval process requires more than tools and tactics—it’s about honing your skills over time. Key areas to focus on include:
- Proactive Planning: Anticipate potential bottlenecks and have a plan to address them.
- Relationship Building: Trust and rapport with stakeholders make a huge difference in smoothing the process.
- Political Acumen: Learn when to push for decisions and when to allow more time, even if it means letting a deadline slip occasionally.
These skills don’t develop overnight, but with time, practice, and a commitment to improvement, you’ll become more confident in managing these challenges.
The approval process doesn’t have to feel like a constant uphill battle. By streamlining workflows, using the right tools and building strong relationships with your stakeholders, you can reduce stress and keep your projects moving forward.
What’s worked for you in navigating approval bottlenecks? If you’ve found strategies that have helped, we’d love to hear them.
