Approval workflows in internal communication
Streamlining the review and approval process for key organisational messages.
In the fast-paced world of internal communication, ensuring the accuracy, consistency, and tone of organisational messages is crucial. Miscommunication can lead to confusion, disengagement, or even damage to trust among employees. This is where approval workflows step in as a structured solution to streamline the review process, maintain quality, and foster accountability.
Whether you're managing a small team or a large enterprise, an efficient approval workflow ensures that key messages align with organisational goals and resonate with your workforce. This guide explores approval workflows in-depth, from their importance to actionable tips for optimisation.
What are approval workflows in internal communication?
Approval workflows in internal communication are structured processes that define how messages are reviewed, revised, and approved before distribution. They typically involve multiple stakeholders, such as content creators, managers, legal teams, and leadership, to ensure that messages meet organisational standards and comply with policies.
Key elements of an approval workflow include:
Clear stages: Defining steps for drafting, reviewing, and approving content.
Assigned roles: Clarifying who is responsible for each stage of the process.
Timelines: Setting deadlines to avoid bottlenecks and delays.
Feedback loops: Providing opportunities for revisions and clarifications.
Why approval workflows matter in internal communication
Ensures consistency and quality
Approval workflows ensure that all internal messages align with the organisation’s tone, branding, and values. This consistency fosters trust and strengthens organisational culture.
Reduces errors
Reviewing messages through multiple checkpoints minimises the risk of errors, whether they are factual inaccuracies, grammatical mistakes, or inappropriate tone.
Maintains compliance
In regulated industries, approval workflows ensure that communication complies with legal and industry standards, reducing the risk of penalties.
Promotes accountability
With clearly assigned roles, approval workflows hold individuals responsible for their contributions, improving collaboration and transparency.
Enhances employee trust
When internal messages are clear, accurate, and well-considered, employees feel more valued and informed, boosting engagement and morale.
Common challenges in approval workflows
Bottlenecks and delays
Overcomplicated workflows or unclear roles can cause delays, especially when multiple approvers are involved.
Lack of transparency
Without clear communication about the process, team members may feel left out or unsure of expectations.
Feedback overload
Excessive feedback from multiple reviewers can lead to confusion and slow down the process.
Resistance to change
Introducing a new approval workflow may face pushback, particularly from teams accustomed to informal review processes.
Designing an effective approval workflow
Step 1: Identify key stakeholders
Determine who needs to be involved in the approval process based on their expertise and decision-making authority. Common stakeholders include:
Content creators: Responsible for drafting the message.
Managers: Ensure alignment with team goals and organisational values.
Legal or compliance teams: Review for regulatory compliance.
Leadership: Approve high-level or strategic messages.
Step 2: Define the stages
Create a clear roadmap for your workflow. For example:
Drafting
Initial review (team or department level)
Compliance check (if applicable)
Final approval (leadership or communication head)
Step 3: Assign roles and responsibilities
Clarify who is responsible for each stage and their specific tasks, such as providing feedback, approving changes, or finalising content.
Step 4: Use technology to streamline the process
Leverage tools like Slack, Asana, Microsoft Teams, or dedicated communication platforms like tchop™ to automate and manage approval workflows. These tools can help:
Track progress in real-time.
Send notifications for pending approvals.
Centralise feedback to avoid scattered communication.
Step 5: Establish timelines
Set clear deadlines for each stage to avoid bottlenecks. For example:
Draft completion: 2 days
First review: 1 day
Compliance check: 2 days
Final approval: 1 day
Step 6: Encourage collaboration and feedback
Facilitate constructive discussions among reviewers to ensure that all perspectives are considered while avoiding conflicting feedback.
Best practices for managing approval workflows
Simplify where possible Avoid involving too many reviewers or unnecessary steps that slow down the process.
Standardise templates Use consistent templates for emails, newsletters, or memos to reduce the need for extensive revisions.
Set expectations Communicate the purpose and structure of the workflow to all team members, ensuring alignment and understanding.
Monitor performance Track the time spent on each stage and identify areas for improvement. Regularly update the workflow to reflect organisational needs.
Train your team Provide training on tools and processes to ensure all stakeholders are equipped to participate effectively.
Examples of approval workflows in action
Scenario 1: Launching a new employee benefits programme
A company is introducing a new benefits programme. The approval workflow might look like this:
HR drafts the initial message.
Team managers review the content for clarity and relevance.
Legal ensures compliance with labour laws.
Leadership gives final approval.
The message is distributed via email and the employee app.
Scenario 2: Crisis communication
During a PR crisis, a rapid approval workflow might include:
Drafting a response by the internal communication team.
Immediate legal review for risk mitigation.
Leadership approval to align with the organisation’s stance.
Prompt distribution through email and intranet.
Measuring the success of approval workflows
To assess the effectiveness of your approval workflow, track the following metrics:
Turnaround time: Average time taken to approve messages.
Error rates: Number of revisions needed post-distribution.
Employee engagement: Feedback on clarity and relevance of messages.
Compliance adherence: Percentage of messages passing compliance checks.
Final thoughts
Approval workflows are essential for maintaining the integrity and effectiveness of internal communication. They provide a structured approach to ensure that every message is accurate, consistent, and aligned with organisational goals. While implementing these workflows requires effort and collaboration, the payoff is a more streamlined process, fewer errors, and higher employee trust.
By refining your approval workflows, you can create a communication environment that is not only efficient but also empowers your organisation to navigate challenges and achieve its goals with confidence.
FAQs: Approval workflows in internal communication
What are the benefits of automating approval workflows?
Automating approval workflows reduces manual effort, minimises delays, and enhances transparency. It ensures consistency, prevents miscommunication, and allows for real-time tracking of message progress. Automation tools also help centralise feedback and streamline revisions, making the process more efficient.
How can small teams implement approval workflows effectively?
Small teams can simplify approval workflows by clearly defining roles and responsibilities. Limiting the number of reviewers and using collaborative tools like Slack or Google Workspace can make the process manageable without causing delays.
What tools are best for managing approval workflows in internal communication?
The best tools depend on your organisation’s needs, but popular options include:
Project management tools: Asana, Trello, Monday.com
Communication platforms: Microsoft Teams, Slack
Dedicated platforms: tchop™ or similar software with built-in content approval workflow features
These tools can help track tasks, send reminders, and manage approvals in real time.
How do approval workflows handle urgent communications?
For urgent communications, workflows should include predefined escalation paths and prioritisation mechanisms. For example, messages related to crises or emergencies might bypass certain review stages and go directly to senior leadership for rapid approval.
How do you balance thorough reviews with quick turnaround times?
To balance thorough reviews with efficiency, define clear timelines and prioritise feedback stages. Use templates and standardised messaging formats to reduce revision time. For critical messages, identify key decision-makers and limit the number of approvers.
How can approval workflows adapt to remote or hybrid teams?
Remote and hybrid teams can leverage cloud-based tools that support asynchronous reviews. Platforms that allow team members to comment, suggest edits, and approve content remotely help maintain workflow efficiency despite physical distances.
What are common mistakes to avoid in approval workflows?
Common mistakes include:
Overcomplicating the process: Too many reviewers or steps can cause delays.
Lack of clarity: Undefined roles and responsibilities can lead to confusion.
Ignoring feedback loops: Failure to act on feedback diminishes the workflow’s value.
Inconsistent tools: Using multiple tools without integration can create inefficiencies.
How do you ensure compliance in approval workflows?
To ensure compliance, involve legal or compliance teams in the review process. Use workflow tools that include compliance checkpoints and maintain records of approved messages for accountability and audits.
Can approval workflows be customised for different types of communication?
Yes, workflows can be customised based on the type of communication. For example:
Routine updates: Simplified workflows with fewer stages.
Strategic messages: Comprehensive workflows with multiple reviewers, including leadership.
Crisis communication: Streamlined workflows with priority escalation paths.
How do you measure the effectiveness of an approval workflow?
Effectiveness can be measured through:
Turnaround time: Time taken from drafting to distribution.
Error reduction: Frequency of post-approval corrections.
Engagement metrics: Employee feedback on message clarity and relevance.
Compliance adherence: Rate of compliance issues avoided.
