You’ve done all the work. The design is finished, the content is polished, and everything is ready to go. But then—nothing. The approval you need just sits there, waiting. Days turn into weeks, and suddenly, your deadline is in danger. Sound familiar? Approval delays are one of the biggest reasons projects fall behind schedule. The good news? They don’t have to be.
If you’re tired of chasing down feedback and waiting on responses that never seem to come, you’re not alone. Let’s break down why approvals take forever and, more importantly, how to keep them from slowing you down.
Why Do Approval Delays Happen?
There are a few common reasons why approvals get stuck:
- Too Many People Involved – The more people who need to sign off, the longer it takes. If one person is slow to respond, the whole process stalls.
- Unclear Feedback – Ever get a vague “this isn’t quite right” response? Without clear direction, revisions take longer, and the back-and-forth drags on.
- Lost Emails and Files – If feedback is scattered across multiple emails, Slack messages, and PDF markups, things get messy fast.
- People Are Just Busy – The person approving your work probably has a full inbox and a long to-do list. If reviewing your project isn’t urgent for them, it might sit at the bottom of their pile.
The trick to fixing these problems? Make the approval process easier for everyone.
The Fix: A Better Way to Manage Approvals
The fastest way to stop approval delays is to use a system built for it. Instead of relying on email chains or confusing comments in a shared document, many teams switch to online proofing software to streamline the process.
Why? Because it keeps everything in one place. Reviewers can see the file, leave clear feedback, and approve changes without digging through their inbox. Plus, it sends automatic reminders—so no one forgets to respond.
But whether you use software or not, there are a few simple things you can do right now to speed things up.
Set Clear Deadlines for Approvals
If you don’t tell people when you need their approval, they’ll get to it “when they have time.” That could mean next week, next month, or never. Be specific.
Instead of saying:
“Let me know what you think when you get a chance.”
Try:
“Can you review this by Thursday at noon so we can stay on schedule?”
A clear deadline makes it obvious that their feedback is time-sensitive. If they can’t meet it, you can adjust early instead of being surprised at the last minute.
Keep It Simple for Reviewers
If approvals take too long, it might be because the process is confusing. If someone has to open five different files, scroll through endless email threads, or figure out where to leave comments, they might put it off.
Make it easy:
- Send one link instead of multiple attachments.
- Tell them exactly what to check so they don’t waste time reviewing things that don’t need changes.
- Keep messages short—long emails get ignored.
The simpler it is, the faster they’ll get back to you.
Limit the Number of Reviewers
The more people who need to approve something, the longer it takes. If possible, limit approvals to the people who really need to be involved.
If multiple people must review, set clear expectations:
- Who makes the final decision?
- Do all reviewers need to approve it, or just one?
- Should feedback be sent individually, or as a group?
When roles are clear, projects move faster.
Follow Up (Without Being Annoying)
Sometimes, the only thing standing between you and an approval is a forgotten email. People are busy—it’s normal. That’s why gentle reminders help.
Instead of sending a vague follow-up like:
“Hey, just checking in on this.”
Try something direct:
“Hey [Name], just a reminder that the deadline for this approval is tomorrow. Let me know if you have any feedback!”
Short, polite, and straight to the point. If someone still doesn’t respond, it’s okay to follow up again. Just space it out—waiting a day or two between messages keeps it professional.
Plan for Approval Time in Your Schedule
Even when you do everything right, approvals will still take some time. The best way to avoid last-minute stress is to plan for it.
If you know a project needs approval before moving forward, don’t schedule the next steps too soon. Build in extra time so that if someone takes longer than expected, your deadline doesn’t fall apart.
A good rule of thumb? Assume the approval process will take at least twice as long as you think. If it comes in early, great—you’ll be ahead of schedule.
Final Thoughts
Approval delays are frustrating, but they don’t have to ruin your deadlines. With a few simple changes—clear deadlines, a streamlined process, and better follow-ups—you can keep things moving without the stress.
And if you’re ready to make approvals even easier? A tool designed for the job can help. Either way, the goal is the same: get the approvals you need, when you need them, and keep your projects on track.