Approval processes define the chain of authority and decision-making steps within cross-functional workflows, ensuring that all decisions are made by the appropriate stakeholders. Clear approval hierarchies prevent confusion and help identify who needs to be involved at each stage. Each approval stage should have designated backup approvers to prevent delays in case the primary approver is unavailable.

Approval processes should balance thorough oversight with maintaining project momentum. Teams should identify which decisions require multiple approvals and which can be delegated. For instance, minor design tweaks may only need approval from the design lead, while major feature changes may require approval from both the design and product teams.

To begin with, create an approval matrix that clearly shows which roles can approve different types of decisions to speed up the process. Most digital project management tools can automate approval routing and provide transparency into approval status, making it easier to track who has approved what and when. It’s also important to document each approval decision to ensure accountability and track the rationale behind key choices.