Smarter Week

How to automate it

How to automate “get content reviewed and approved by stakeholders or legal”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, a few times a week
40%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Set one approver and a review deadline for each type of content

Most approval time is waiting and conflicting comments. One named approver, one round of consolidated feedback and a deadline cut the back-and-forth.

Typically saves about 35% of the time45 min to set up
  1. 1List the content types and who truly needs to approve each.
  2. 2Name one final approver per type; everyone else is optional input.
  3. 3Set a 48-hour review deadline; silence means approved for low-risk content.
  4. 4Ask for feedback in one consolidated round, not a stream of emails.

Tools: Asana, Monday, Wrike or Notion

Fix 2 of 2

Software feature

Collect feedback as comments on the file, not in email

Proofing tools like Filestage, Ziflow, Frame.io, Adobe Workfront or the comment features in Canva and Figma keep all feedback, versions and approvals in one place.

Typically saves about 35% of the time45 min to set up
  1. 1Pick the tool that matches your files (Canva or Figma comments for designs, Frame.io for video, Filestage or Ziflow for mixed).
  2. 2Share a review link instead of attaching files.
  3. 3Ask reviewers to comment directly on the file and click approve.
  4. 4Turn on automatic reminders for reviewers who have not responded.

Tools: Filestage · Ziflow · Frame.io · Adobe Workfront · Canva and Figma comments

Quick wins

Have you tried…

Do reviewers leave feedback as comments on the file instead of in email?
Proofing tools and Canva or Figma comments keep all the feedback and approvals on the design itself, so nothing gets lost between versions.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Marketing Manager / GeneralistContent / Social MediaDemand Gen / Performance MarketingBrand / Graphic DesignPR / Communications

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Other common tasks for Marketing Managers / Generalists