A simple content approval workflow for small agencies
A three-stage approval process that prevents mistakes and works for a team of two.
Small agencies often skip a formal approval process because it feels like extra work. But without one, mistakes get through, like a post with the wrong price or a typo in a client's name. An approval workflow can be simple enough for a team of two.
Here's a workflow that works for small agencies.
Use three stages
- Draft. A writer or designer creates the post. Only your team can see it.
- Internal review. A second person on your team checks the facts, spelling, brand voice and posting time.
- Client approval. The client approves the post or requests changes.
Only schedule posts that have passed all three stages. This one rule prevents most mistakes.
Give each stage an owner
Name the person responsible for each stage. If everyone is responsible for reviewing, it often doesn't happen. In a team of two, each person reviews the other's work.
Ask for specific feedback
Feedback like "Can we make it stand out more?" is hard to act on. Ask clients to say exactly what they want changed, and keep their note attached to the post. When the post comes back for approval, the reviewer can quickly check that the change was made.
Keep a record of every decision
Record who approved each post and when, and make sure that record can't be edited later. If something goes wrong, you can see where it happened. If a client questions a post, you can show when they approved it.
Agree on response times
Agree how long each stage should take. For example, one working day for internal review and two for client approval. If a post misses its deadline, move it to the next available slot instead of posting it without approval.
Handle urgent posts carefully
Sometimes a post really is urgent, like a response to news or a correction. Allow a faster route for these, but record when it's used. If you're using it every week, the workflow needs adjusting.
How Ogasocial supports this workflow
In Ogasocial, posts move from draft to review to approved. Clients approve posts through a private link, approvals can't be edited once saved, and only approved posts can be scheduled.
