{"id":5960,"date":"2026-01-09T13:12:41","date_gmt":"2026-01-09T11:12:41","guid":{"rendered":"https:\/\/blog.claritee.io\/?p=5960"},"modified":"2026-01-09T13:12:42","modified_gmt":"2026-01-09T11:12:42","slug":"why-design-approvals-fall-apart-and-how-to-fix-your-review-process","status":"publish","type":"post","link":"https:\/\/claritee.io\/blog\/why-design-approvals-fall-apart-and-how-to-fix-your-review-process\/","title":{"rendered":"Why Design Approvals Fall Apart (And How to Fix Your Review Process)"},"content":{"rendered":"\n

The gap between “almost done” and “approved” is where projects go to die.<\/em><\/p>\n\n\n\n

\n\n\n\n

Every designer knows the feeling. You’ve nailed the wireframes, the stakeholders seemed happy in the last meeting, and you’re ready to move forward. Then the emails start.<\/p>\n\n\n\n

“Can we make the logo bigger?” “I shared this with finance and they have some thoughts.” “Quick question\u2014did we ever resolve that thing from three weeks ago?”<\/p>\n\n\n\n

Suddenly your “almost approved” design is floating in limbo, collecting contradictory feedback from people who may or may not have decision-making authority. The project timeline stretches. Momentum dies. And somewhere, a developer is waiting for assets that were supposed to arrive yesterday.<\/p>\n\n\n\n

This isn’t a design problem. It’s a process problem.<\/p>\n\n\n\n

The Hidden Cost of Undefined Approval Workflows<\/h2>\n\n\n\n

Most teams don’t think about their approval process until it breaks. And by then, the damage is done:<\/p>\n\n\n\n

Timeline inflation.<\/strong> What should take days takes weeks. A study by Workfront found that creative teams spend nearly 30% of their time on administrative work\u2014much of it chasing approvals and consolidating feedback.<\/p>\n\n\n\n

Decision fatigue.<\/strong> When everyone can weigh in at any time, no one knows whose opinion matters most. Designers end up trying to please everyone, which usually means pleasing no one.<\/p>\n\n\n\n

Version chaos.<\/strong> “Wait, which version are we looking at?” is the unofficial motto of broken approval processes. Without a clear sequence, feedback gets applied to outdated files, changes get lost, and teams waste hours reconciling conflicting edits.<\/p>\n\n\n\n

Relationship strain.<\/strong> Nothing erodes trust faster than a stakeholder feeling blindsided by a “final” design they never approved, or a designer feeling undermined by last-minute changes from someone outside the process.<\/p>\n\n\n\n

What a Healthy Approval Process Actually Looks Like<\/h2>\n\n\n\n

The best approval workflows share a few key characteristics:<\/p>\n\n\n\n

1. Defined Stages with Clear Gates<\/h3>\n\n\n\n

Approval shouldn’t be a single yes\/no moment at the end. Break your design process into logical phases\u2014concept, wireframe, visual design, final review\u2014with explicit approval gates between them.<\/p>\n\n\n\n

Each gate answers a specific question:<\/p>\n\n\n\n

    \n
  • Concept approval:<\/strong> “Does this direction solve the right problem?”<\/li>\n\n\n\n
  • Wireframe approval:<\/strong> “Does the structure and flow make sense?”<\/li>\n\n\n\n
  • Visual approval:<\/strong> “Does this look and feel right?”<\/li>\n\n\n\n
  • Final approval:<\/strong> “Are we ready to build this?”<\/li>\n<\/ul>\n\n\n\n

    When you separate these decisions, you prevent the dreaded “I don’t like the color” comment on a wireframe review.<\/p>\n\n\n\n

    2. Assigned Approvers at Each Stage<\/h3>\n\n\n\n

    Not everyone needs to approve everything. A healthy workflow assigns specific decision-makers to each stage based on their expertise and authority:<\/p>\n\n\n\n

      \n
    • Product owners might approve concepts and user flows<\/li>\n\n\n\n
    • Brand managers might own visual design sign-off<\/li>\n\n\n\n
    • Legal or compliance might only need to review final assets<\/li>\n\n\n\n
    • Executive stakeholders might approve at key milestones only<\/li>\n<\/ul>\n\n\n\n

      The key is making these assignments explicit and agreed-upon before the project starts.<\/p>\n\n\n\n

      3. Time-Boxed Review Periods<\/h3>\n\n\n\n

      Open-ended review invitations are approval killers. “Let me know what you think” translates to “I’ll get to this eventually, maybe.”<\/p>\n\n\n\n

      Set clear deadlines for each review stage. 48-72 hours is reasonable for most design reviews. Make it clear what happens if the deadline passes without feedback\u2014either the design moves forward as-is, or the project timeline shifts accordingly.<\/p>\n\n\n\n

      4. Consolidated Feedback Channels<\/h3>\n\n\n\n

      Feedback scattered across email threads, Slack messages, meeting notes, and sticky notes is feedback that gets lost. Establish a single source of truth for each review cycle.<\/p>\n\n\n\n

      This doesn’t mean eliminating conversation\u2014it means ensuring all decisions and action items land in one place where the designer (and future team members) can reference them.<\/p>\n\n\n\n

      5. Version Control and Audit Trails<\/h3>\n\n\n\n

      You should always be able to answer: “Who approved what, and when?” This isn’t about blame\u2014it’s about clarity. When questions arise later, you need a clean record of how decisions were made.<\/p>\n\n\n\n

      Common Approval Anti-Patterns (And How to Avoid Them)<\/h2>\n\n\n\n

      The HIPPO Problem<\/strong> HIPPO stands for “Highest Paid Person’s Opinion.” When a senior executive swoops in late with feedback that overrides weeks of collaborative work, it demoralizes teams and undermines the process.<\/p>\n\n\n\n

      The fix:<\/em> Include executive stakeholders early at the concept stage, or establish clear “final call” authority that’s respected regardless of title.<\/p>\n\n\n\n

      The Infinite Loop<\/strong> Round after round of revisions with no clear end in sight. Each review surfaces new issues, and the goalpost keeps moving.<\/p>\n\n\n\n

      The fix:<\/em> Define “done” criteria upfront for each stage. What specific questions need to be answered before approval? If new scope emerges, treat it as a change request, not a revision.<\/p>\n\n\n\n

      The Ghost Approver<\/strong> A key decision-maker who’s never available, stalling the entire workflow.<\/p>\n\n\n\n

      The fix:<\/em> Assign backup approvers with explicit authority. If the primary approver doesn’t respond within the time window, the backup can move the project forward.<\/p>\n\n\n\n

      The Everyone Approves Model<\/strong> When ten people need to sign off, you’ve created ten potential bottlenecks and invited ten potentially conflicting opinions.<\/p>\n\n\n\n

      The fix:<\/em> Distinguish between “approvers” (decision-makers) and “reviewers” (people who can provide input but don’t block progress). Keep the approver list small.<\/p>\n\n\n\n

      Building Approval Into Your Design Tool Stack<\/h2>\n\n\n\n

      The best process in the world falls apart without the right infrastructure. Your design tools should support\u2014not fight against\u2014your approval workflow.<\/p>\n\n\n\n

      Look for tools that offer:<\/p>\n\n\n\n

        \n
      • Stage-based organization<\/strong> that mirrors your actual process<\/li>\n\n\n\n
      • Clear assignment<\/strong> of reviewers and approvers to specific stages<\/li>\n\n\n\n
      • Built-in feedback collection<\/strong> tied to specific design versions<\/li>\n\n\n\n
      • Approval status visibility<\/strong> so everyone knows where things stand<\/li>\n\n\n\n
      • Notification systems<\/strong> that prompt action without creating noise<\/li>\n<\/ul>\n\n\n\n

        The goal is reducing friction between “here’s my feedback” and “this is approved”\u2014ideally to a single click.<\/p>\n\n\n\n

        When to Revisit Your Approval Process<\/h2>\n\n\n\n

        Even good processes need maintenance. Consider a review if you’re experiencing:<\/p>\n\n\n\n

          \n
        • Consistent timeline overruns on the approval phase<\/li>\n\n\n\n
        • Stakeholder complaints about being left out or surprised<\/li>\n\n\n\n
        • Designer frustration with contradictory or late-stage feedback<\/li>\n\n\n\n
        • Difficulty explaining “what happened” when reviewing past projects<\/li>\n\n\n\n
        • Projects that technically ship but feel unfinished or compromised<\/li>\n<\/ul>\n\n\n\n

          A quarterly retrospective on your approval workflow\u2014what worked, what didn’t, what should change\u2014keeps the process evolving with your team.<\/p>\n\n\n\n

          \n\n\n\n

          The Bottom Line<\/h2>\n\n\n\n

          Design approval doesn’t have to be painful. The teams that move fast and ship great work aren’t skipping reviews\u2014they’re running them better. With clear stages, assigned decision-makers, time-boxed reviews, and the right tools, approval becomes a feature of your process, not a bug.<\/p>\n\n\n\n

          The question isn’t whether you need approval workflows. It’s whether yours are designed as thoughtfully as the products you’re creating.<\/p>\n\n\n\n

          \n\n\n\n

          Claritee is building tools that bring structure and clarity to the design process\u2014including streamlined approval workflows that keep projects moving. [See how it works \u2192]<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"The gap between “almost done” and “approved” is where projects go to die. Every designer knows the feeling.…\n","protected":false},"author":2,"featured_media":5961,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_powerkit_reading_time":["5"],"_edit_lock":["1767957383:1"],"_thumbnail_id":["5961"],"cybocfi_hide_featured_image":["yes"],"__powerkit_reading_time":["a:1:{i:0;s:1:\"0\";}"],"_cybocfi_hide_featured_image":["yes"],"_edit_last":["1"],"_abr_review_settings":[""],"_aioseo_title":[null],"_aioseo_description":[null],"_aioseo_keywords":["a:0:{}"],"_aioseo_og_title":[""],"_aioseo_og_description":[""],"_aioseo_og_article_section":[""],"_aioseo_og_article_tags":["a:0:{}"],"_aioseo_twitter_title":[""],"_aioseo_twitter_description":[""],"csco_singular_sidebar":["default"],"csco_page_header_type":["default"],"csco_page_load_nextpost":["default"],"csco_post_video_location":["a:0:{}"],"csco_post_video_url":[""],"csco_post_video_bg_start_time":["0"],"csco_post_video_bg_end_time":["0"],"powerkit_share_buttons_transient_pinterest":["1768082949"],"powerkit_share_buttons_transient_linkedin":["1768082949"]},"categories":[37,40],"tags":[],"class_list":{"0":"post-5960","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-design","8":"category-development"},"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/posts\/5960","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/comments?post=5960"}],"version-history":[{"count":1,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/posts\/5960\/revisions"}],"predecessor-version":[{"id":5962,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/posts\/5960\/revisions\/5962"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/media\/5961"}],"wp:attachment":[{"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/media?parent=5960"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/categories?post=5960"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/claritee.io\/blog\/wp-json\/wp\/v2\/tags?post=5960"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}