{"id":2812,"date":"2020-10-03T13:22:01","date_gmt":"2020-10-03T07:52:01","guid":{"rendered":"https:\/\/orgzit.com\/blog\/?p=2812"},"modified":"2020-10-03T13:30:59","modified_gmt":"2020-10-03T08:00:59","slug":"how-to-handle-workflow-approvals","status":"publish","type":"post","link":"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/","title":{"rendered":"How to Handle Workflow Approvals"},"content":{"rendered":"<p>\u201cOh My God! The deadline is approaching and the project has not been finished yet!\u201d<\/p>\n<p>\u201cAll because approvals took time and were a bottleneck throughout.\u201d<\/p>\n<p>\u201cDon\u2019t even have anyone, in particular, to hold accountable for this delay too?\u201d<\/p>\n<p>\u201cWhat to do?\u201d<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-2815 size-full\" src=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/How-to-Handle-Workflow-Approvals-.png\" alt=\"How to Handle Workflow Approvals\" width=\"390\" height=\"280\" srcset=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/How-to-Handle-Workflow-Approvals-.png 390w, https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/How-to-Handle-Workflow-Approvals--300x215.png 300w\" sizes=\"(max-width: 390px) 100vw, 390px\" \/><\/p>\n<p>Does that sound like you? Do you feel trapped because you are responsible for delivering the project but you don\u2019t seem to be getting any closer to closing it?<\/p>\n<p><b><i>Yes &#8211; These are signs that you need to handle your workflow approvals better! <\/i><\/b><\/p>\n<p>Whether you own a small or a medium-sized business &#8211; If your employees are taking more time to locate the old paperwork or to find a shared excel file by another colleague or are burdened with making calls and writing emails rather than doing the real work that matters, then this article is for you.<\/p>\n<p>You need to know that it is high time that you handle your workflow better.<\/p>\n<p>Workflow approvals are the roadblocks of the worst kind! Blocks that are invisible but capable of slowing down businesses and sometimes derailing them completely.<\/p>\n<p>In this article, you are going to be introduced to ways in which you no longer would have to worry about meeting your deadlines and getting a hard time from your reporting manager.<\/p>\n<p>But first, let us understand what Workflow Approval is.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_55 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\" role=\"button\"><label for=\"item-69e11d2d5abd3\" ><span class=\"\"><span style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/label><input aria-label=\"Toggle\" aria-label=\"item-69e11d2d5abd3\"  type=\"checkbox\" id=\"item-69e11d2d5abd3\"><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#What_is_Workflow_Approval\" title=\"What is Workflow Approval?\">What is Workflow Approval?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#What_are_the_benefits_of_Workflow_Approval\" title=\"What are the benefits of Workflow Approval?\">What are the benefits of Workflow Approval?<\/a><ul class='ez-toc-list-level-3'><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#1_It_Keeps_Transparency_in_check\" title=\"1. It Keeps Transparency in check\">1. It Keeps Transparency in check<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#2_It_helps_in_enforcing_accountability\" title=\"2. It helps in enforcing accountability\">2. It helps in enforcing accountability<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#3_It_encourages_communication_and_better_collaboration_within_the_teams\" title=\"3. It encourages communication and better collaboration within the teams\">3. It encourages communication and better collaboration within the teams<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#4_It_makes_room_for_adapting_to_changes\" title=\"4. It makes room for adapting to changes\">4. It makes room for adapting to changes<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#What_is_going_wrong_currently\" title=\"What is going wrong currently?\">What is going wrong currently?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#How_to_Handle_Workflow_Approval\" title=\"How to Handle Workflow Approval? \">How to Handle Workflow Approval? <\/a><ul class='ez-toc-list-level-3'><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#1_Plan_out_your_Approval_Processes\" title=\"1. Plan out your Approval Processes \">1. Plan out your Approval Processes <\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#2_Have_a_Centralized_Online_system_for_your_data\" title=\"2. Have a Centralized Online system for your data \">2. Have a Centralized Online system for your data <\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#3_Look_out_for_different_Workflow_Approval_Management_Softwares\" title=\"3. Look out for different Workflow Approval Management Softwares\">3. Look out for different Workflow Approval Management Softwares<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/orgzit.com\/blog\/how-to-handle-workflow-approvals\/#Conclusion\" title=\"Conclusion\">Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_is_Workflow_Approval\"><\/span><b>What is Workflow Approval?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-2817\" src=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/What-is-Workflow-Approval-.png\" alt=\"What is Workflow Approval?\" width=\"700\" height=\"300\" srcset=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/What-is-Workflow-Approval-.png 700w, https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/What-is-Workflow-Approval--300x129.png 300w\" sizes=\"(max-width: 700px) 100vw, 700px\" \/><\/p>\n<p>What do you think really constitutes a smart team?<\/p>\n<p>There can be several answers to this but one of the answers would be the adoption of a stronger Workflow Approval strategy.<\/p>\n<p>According to a <a href=\"https:\/\/www.sciencedirect.com\/science\/article\/abs\/pii\/S0268401215000808\">study<\/a>, more than 50% of the companies are of the view that strong Workflow Management provides substantial results!<\/p>\n<p>Workflow Approval is the business process that is required to be reviewed at different stages and thereby signed off by someone later at a certain point in time.<\/p>\n<p>Yes, the process goes through multiple checks until it is signed off. This approval process could be for anything starting from invoices, budgets, documents, etc.<\/p>\n<p>Let\u2019s take an example, a project requires your manager to be outsourcing a web agency worth $50,000, he needs to involve certain decision-makers and relevant departments such as finance, the digital team, etc. to get an approval on the same considering the budget size and end objectives.<\/p>\n<p>This is just one example of a workflow approval.<\/p>\n<p>Such approvals are essential and can not be ignored.<\/p>\n<p>Workflow Approval is taken up with the intention of keeping it all in check, and delivering upon the desired project!<\/p>\n<p>Workflow Approvals in different organizations bring different things to the table but let us understand some of the common reasons why organizations so keenly adopt this strategy.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_are_the_benefits_of_Workflow_Approval\"><\/span><b>What are the benefits of Workflow Approval?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>It\u2019s incredible that the teams that happen to follow a workflow approval strategy are able to perform daunting tasks.<\/p>\n<p>Some of the benefits of a Workflow Approval process in place are:<\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_It_Keeps_Transparency_in_check\"><\/span><b>1. It Keeps Transparency in check<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-2818\" src=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Workflow-Transparency.png\" alt=\"Workflow Transparency\" width=\"512\" height=\"288\" srcset=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Workflow-Transparency.png 512w, https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Workflow-Transparency-300x169.png 300w\" sizes=\"(max-width: 512px) 100vw, 512px\" \/><\/p>\n<p>A workflow approval ensures that managers and the other members of the team know the progress of the team as they need to review different stages of the process to proceed further.<\/p>\n<p>Transparency can play a major role to <a href=\"https:\/\/orgzit.com\/blog\/how-to-boost-team-productivity\/\">boost team productivity<\/a> as everyone knows where they stand in the pipeline.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_It_helps_in_enforcing_accountability\"><\/span><b>2. It helps in enforcing accountability<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-2819\" src=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Accountability.png\" alt=\"Accountability\" width=\"486\" height=\"200\" srcset=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Accountability.png 486w, https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Accountability-300x123.png 300w\" sizes=\"(max-width: 486px) 100vw, 486px\" \/><\/p>\n<p>If you are working in a team, you would know this very well &#8211; No team has all dedicated hardworking people in it.<\/p>\n<p>Every team has a procrastinator who may excel at his work but does not get himself to plow through and only works under deadlines or when there\u2019s some pressure created.<\/p>\n<p>A workflow approval process ensures that there are small goals the team needs to achieve to be able to sign off later and hence has deadlines in place which makes the whole process really effective by finding out who messed up and who is to be held accountable for not being at par.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_It_encourages_communication_and_better_collaboration_within_the_teams\"><\/span><b>3. It encourages communication and better collaboration within the teams<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-2820\" src=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Collaboration-with-Teams.png\" alt=\"Collaboration with Teams\" width=\"512\" height=\"227\" srcset=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Collaboration-with-Teams.png 512w, https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Collaboration-with-Teams-300x133.png 300w\" sizes=\"(max-width: 512px) 100vw, 512px\" \/><\/p>\n<p>Would you like to be working in an environment where nobody wants to talk?<\/p>\n<p>Such an environment is toxic and often demotivates the employees and the work approval process aims to eliminate that.<\/p>\n<p>Since the very aim of the work approval process is to have a team of dedicated individuals working through a collaborative effort, it brings in an atmosphere that encourages individuals to communicate better to collaborate effectively.<\/p>\n<p>No team can make it big unless the team members understand the essence of a good communicating environment and such an environment only leads to creative out-of-the-box progressive ideas and plans.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_It_makes_room_for_adapting_to_changes\"><\/span><b>4. It makes room for adapting to changes<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-2821\" src=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Adapting-to-changes-.png\" alt=\"Adapting to changes\" width=\"450\" height=\"300\" srcset=\"https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Adapting-to-changes-.png 450w, https:\/\/orgzit.com\/blog\/wp-content\/uploads\/2020\/10\/Adapting-to-changes--300x200.png 300w\" sizes=\"(max-width: 450px) 100vw, 450px\" \/><\/p>\n<p>It\u2019s a nightmare to bring about any kind of a change in the routine processes of the employees. You know exactly where I\u2019m getting at!<\/p>\n<p>With the work approval process in place, there are always improvised versions of how a task should be done to get approved by the supervisors and the whole team is always on a lookout for efficient ways of getting the work approved quickly and progress in the pipeline.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_is_going_wrong_currently\"><\/span><b>What is going wrong currently?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Despite all the benefits we just talked about, most businesses still don\u2019t reap the benefits of this process because they don\u2019t know the ways to manage it well.<\/p>\n<p>Here\u2019s an example of how the workflow approval pipeline works currently in some businesses:<\/p>\n<p>Imagine a workflow pipeline wherein a particular document is needed to be reviewed by 4 people in the team and is thereby emailed on a thread to these 4 people.<\/p>\n<p>The doc is reviewed by all these people separately and is given suggestions for improvisation by all these 4 people.<\/p>\n<p>You may be feeling that it\u2019s a great way to make your doc flawless, but believe me, this is exactly the reason why your workflow needs to be managed better.<\/p>\n<p>Let\u2019s understand what happened in this process:<\/p>\n<ol>\n<li>Exchange of a minimum of 10 to 12 emails<\/li>\n<li>Confusion for the 4 people to find out what suggestions have already been made and what\u2019s left to be suggested by sifting through everything that has been said<\/li>\n<li>Confusion for the one preparing the doc to not miss out on key information<\/li>\n<li>Delay in the process if any of the 4 people haven\u2019t yet approved or made suggestions<\/li>\n<\/ol>\n<p>Such a process only means a troublesome and lengthy journey for your project.<\/p>\n<p>To escape such a journey, you can take a few steps to make a substantial change in your workflow approval journey and make a positive difference.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_to_Handle_Workflow_Approval\"><\/span><b>How to Handle Workflow Approval? <\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"1_Plan_out_your_Approval_Processes\"><\/span><b>1. Plan out your Approval Processes <\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>No one pays much attention to the journey but all everyone focuses on is &#8211; the destination they want to reach. Little do they understand the value of the journey they go through to achieve their goals.<\/p>\n<p>Your first step towards managing your workflow approval better should be to better analyze your business process. While you sip on your coffee, try to analyze the way you\u2019re going to map out the process and find out what really works and what hinders the process.<\/p>\n<p>Draft how the work is going to pass through different stages and what would be required to be approved. Once you have planned the journey, focus on streamlining your routes and making it more efficient. Start by eliminating unnecessary added stages in your pipeline and move towards an approach that focuses on creating a wiggle room for complex situations that may arise too.<\/p>\n<p>Having such a realistic and practical approach would help you juggle complexity instead of taking your project off track. A well-detailed plan would help you be on track at all times and would help you work with tricky compliance too.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_Have_a_Centralized_Online_system_for_your_data\"><\/span><b>2. Have a Centralized Online system for your data <\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The most important yet neglected aspect of a workflow approval process is how you are managing to share your files with your teammates. You may not believe it but something so small can really act as the biggest stumbling block for your project!<\/p>\n<p>Sending large files back and forth often corrupts the file or changes its original format which often creates differences in the way your data has been shared for the approval.<\/p>\n<p>Not just that, it delays the whole process if it hasn\u2019t been perceived the way it was intended to.<\/p>\n<p>Therefore, it is essential to adopt a Centralized Online system for your data wherein everyone views the same document. It not only makes the process save up on time but also helps make changes to data easier by holding up all the comments, views, feedbacks, markups in one place, and making it accessible by all.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Look_out_for_different_Workflow_Approval_Management_Softwares\"><\/span><b>3. Look out for different Workflow Approval Management Softwares<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Everyone today is giving up on manual tedious tasks and moving towards an automated technology-driven means to get things done.<\/p>\n<p>Without a doubt, that\u2019s a smarter move as it leaves you and your team with more time to focus on real things that matter and bring about a substantial difference.<\/p>\n<p>A workflow approval process is no cakewalk and can really be overwhelming for managers and employees to take care of on their own. Due to this complexity, the market for Workflow management Software is booming and you have a pool of options available.<\/p>\n<p>However, choosing just any workflow approval <a href=\"https:\/\/orgzit.com\/project-management\/\">project management software <\/a>can make matters more complex if it does not suit your style of working by enforcing your team to adopt some ineffective and troublesome workflow management strategies.<\/p>\n<p>But if you choose the right software that fits your needs, you can be working more efficiently within no time by saving on unnecessary costs and time.<\/p>\n<p>While choosing the right fit for your organization, you should be aware of a few key features that set the software apart from the rest:<\/p>\n<h4><b>1. Should be a Cloud-Based platform<\/b>:<\/h4>\n<p>It is essential that the quality of the files that are shared should remain intact whether the files are small or big. A good software would be the one wherein this is kept in mind that the teams share huge files and that such files require a server that does not mess up with the quality of the doc.<\/p>\n<ol>\n<li>This would not delay the approval process<\/li>\n<li>This will maintain the quality of work<\/li>\n<\/ol>\n<h4><b>2. Makes room for working in Real-time:<\/b><\/h4>\n<p>Remote working has become a thing now due to the COVID 19 pandemic. Whether you are a small business or a large business, all teams seem to be working remotely in a digital space. A great software would be the one that would allow for a digital space for meetings and encourage collaboration for speedier approvals.<\/p>\n<h4><b>3. Provides you with tools to customize your workflows:<\/b><\/h4>\n<p>Make sure that while you pick the software that fits your needs, you check on the ability of the software to provide you the option to custom the approval routes as per your organizational needs. This will help your teams to adapt to the process effectively and would not hinder the process.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span><b>Conclusion<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A speedier workflow approval process paves way for higher productivity and unlocks higher revenue for your company.<\/p>\n<p>But productivity is not an overnight game. It requires you to put in the blood and sweat, but smartly.<\/p>\n<p>Carefully managed and detailed workflows help your teams to really power through what they do the best.<\/p>\n<p>It\u2019s time you focus on skyrocketing your revenues by taking measures that help you move on to a smarter and faster approval workflow.<\/p>\n<p>I hope this article got you thinking about the workflows you are part of in your business and you are already thinking about how to optimize your workflows for greater efficiency and growth of your business.<\/p>\n<p>Shoot your thoughts in the comment section below and I would be happy to hear from you \ud83d\ude42<\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cOh My God! The deadline is approaching and the project has not been finished yet!\u201d \u201cAll because approvals took time and were a bottleneck throughout.\u201d&#8230;<\/p>\n","protected":false},"author":29,"featured_media":2823,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1321],"tags":[1322,1323],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v16.7 (Yoast SEO v21.2) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Handle Workflow Approvals<\/title>\n<meta name=\"description\" content=\"Facing some roadblocks in your business journey? 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