Sign-off becomes difficult when stakeholders are unsure what they need to evaluate or when they receive information that does not match their responsibilities. An approval workflow helps by clarifying who needs to agree on what and in which order. This makes the path to commitment more predictable.
A practical step is to break the sign-off process into clear stakeholder checkpoints. Each group looks at the proposal from a specific angle, so the information you prepare should match their focus. For example:
- Product stakeholders: Need a clear problem statement, expected user or business impact, and how the idea fits current priorities.
- Legal or compliance stakeholders: Need visibility into risks, data use, contracts, or policy implications so they can confirm the proposal is safe and compliant.
- Leadership stakeholders: Need clarity on cost, timing, and the scale of impact so they can decide whether the investment makes sense.
Stakeholders are more willing to sign off when the information in front of them speaks directly to their role.
It also helps to guide stakeholders through the process step by step. A short note that explains what has already been agreed on, what is still open, and where their input is needed makes the workflow easier to follow. This avoids repeated questions and keeps everyone aligned.
