Defining & Implementing Approval Workflows

Defining & Implementing Approval Workflows

An approval workflow is a way to route something to an individual with the authority to move it to the next stage in production. It is part of a workflow that can be done manually or automatically and reduces bottlenecks and boosts efficiency. The person with authority to approve work is usually the direct manager of whatever team is doing the work, but it can also be a quality assurance person or a cross-department manager depending on the process. There are three main types of approval workflows, each employed to provide greater efficiency for organizations’ processes. The most important details in this text are the three types of approval workflows: Process Approval Workflow, Project Approval Workflow, and Case Approval Workflow.

Process Approval Workflow is used when team members know the result they want to achieve and have a clear path to reach that goal. Project Approval Workflow is used for tasks with defined goals, but the path to achieving these goals isn't clear. Case Approval Workflow is used when the goal isn't defined when the team starts its work but comes into clear focus as it moves through the process. Automating Approval Workflows can avoid speed bumps and keep workflows moving smoothly forward. However, the steps of a workflow must be clearly defined to ensure accountability and stay productive.

The main benefit of using an approval workflow is that it streamlines processes, improves efficiency, reduces errors, improves communication, and reduces bottlenecks. It also leads to greater consistency and speeds up the workflow as manual reviews are no longer required. Best practices for an approval workflow include choosing who has the authority to make approvals, setting due dates, and using automation to send approval notices to all approvers at once. Automating this process speeds up the workflow as manual reviews are no longer required.