Define the approval object
Name the deliverable, version, brief, acceptance criteria, client approver, internal owner, review window, and consequence of approval. Keep discussion separate from the final decision.
How to manage client approvals so the decision can be trusted
Design a client approval process with clear versions, decision authority, deadlines, revisions, revocation, and downstream actions.
The problem is usually disconnected context.
- Several stakeholders comment, but nobody knows who can approve.
- A message says looks good without naming the file or version.
- Old feedback returns after a later version was accepted.
- The team proceeds, publishes, or bills without durable decision evidence.
Build one path from request to reliable outcome.
Collect and reconcile feedback
Allow contributors to comment, but route contradictory input to the accountable client decision maker. Publish a revised version and close the previous review round.
Record the explicit decision
Capture the approver, exact version, result, conditions, reason, timestamp, and any remaining action. Do not infer approval from views, silence, or informal reactions.
Handle reversals and downstream work
Support changed requirements, withdrawn requests, expired reviews, and revoked approvals. Notify affected owners and stop publication, delivery, procurement, or billing when the decision no longer authorizes it.
Keep the model stable as the team grows.
Solo
The business owner can prepare and act, while the client remains the external decision authority for agreed approval points.
Small team
One internal owner coordinates feedback and one client approver makes the final decision.
Larger team
Use sequential or parallel reviewers, role-based authority, delegated coverage, escalation, conflict handling, and immutable history.
Common questions, answered plainly.
Is feedback the same as approval?
No. Feedback proposes changes or records observations. Approval is an authorized decision about a specific version with a defined consequence.
Can silence count as approval?
Only when the governing agreement clearly defines that mechanism and it is appropriate for the risk. Explicit decisions are safer for material work.
Can an approval be revoked?
Yes, if the workflow and agreement allow it. Record who revoked it, why, the affected version, the new state, and which downstream actions must stop or be reconsidered.
Keep the client, work, decisions, and money connected.
Start with one active relationship and build the complete path around it.
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