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"Fast approval is not rushed approval. It means a clear standard for what is truly ready."

In almost every software project, there is a moment when your approval is needed so the team can move forward with confidence: final UI decisions, flow validation, and release readiness.

The problem begins when approval becomes an endless loop: scattered comments, conflicting requests, and late scope changes.

This post gives a practical framework for business and client stakeholders to approve screens and flows objectively, without bureaucracy and without losing quality.

What you'll find here

• A simple approval process (short and controlled rounds)
• A per-screen checklist template
• A per-flow checklist for quick UAT
• Good vs bad feedback examples
• A method to centralize comments and avoid duplicate requests
• A clear way to define and record "OK to publish"

Why approvals become "infinite feedback"

Most cases happen for four reasons:

1. No clear criteria: no one knows exactly what "approved" means.
2. Scattered feedback: WhatsApp, email, calls, meetings, and random docs.
3. No final owner: everyone comments, no one decides.
4. Scope changes during validation: new ideas become mandatory at the last minute.

The solution is simple: one process, one source of truth, clear checklists, and explicit close-out.

Practical method (5 steps)

Step 1 - Prepare the review round (5 minutes that save days)

Before reviewing details, align these six points:

1. What exactly is in scope for this round (batch scope).
2. Which version/link is the source of truth.
3. Who has the final approval decision.
4. Feedback deadline.
5. Rule for scope changes (fixes vs new ideas).
6. Where all decisions and pending items will be recorded.

Step 2 - Validate each screen with a checklist

The checklist moves the conversation from personal preference to product quality.

Per-screen checklist (copy and paste)

Basics

• What is the goal of this screen? (1 sentence)
• Text is reviewed (headings, buttons, messages)
• Layout is consistent with the rest of the app

Behavior

• Fields and validations make sense (required/optional, format, masks)
• States are covered: loading, empty, error, success
• Buttons and links navigate to the expected destination

Quality

• Error messages tell users what to do next
• Sensitive data handling is clear (for example ID, email, password, amounts)
• Minimum accessibility is respected (font size, contrast, focus, readability)

Finalization

• Screen approved (or pending items documented with priority)

Step 3 - Validate the complete flow (quick UAT)

Do not approve isolated screens only. Validate the full user journey from entry point to expected result.

UAT (User Acceptance Testing) is exactly that: business/user validation before production.

Per-flow checklist (copy and paste)

• Flow entry point is clear
• Happy path works end to end
• Common error paths are handled properly
• Back navigation behaves correctly
• Session/persistence behavior is acceptable
• System messages are understandable
• Final success condition is explicit

Tip: test at least once on a real phone to evaluate readability, interaction, and perceived speed.

Step 4 - Give actionable feedback (not abstract opinions)

The best format is:

Context + problem + expected behavior + evidence + priority

Examples (bad vs good)

Bad feedback (not actionable)

• "This looks weird."
• "I don't like it."
• "Make it better."
• "Make it more modern."

Good feedback (actionable)

• "Screen: Login. Problem: Enter button stays disabled with valid inputs. Expected: enable when email and password are valid. Evidence: screenshot. Priority: High (blocks access)."
• "Flow: Checkout. Problem: cart is lost when returning from payment. Expected: preserve cart and show status. Evidence: steps to reproduce. Priority: High."
• "Screen: Signup. Suggestion: replace 'Confirm' with 'Create account' for clarity. Priority: Medium."

Feedback template (copy and paste)

• Screen/Flow:
• Context:
• Problem:
• Expected:
• Evidence:
• Priority: High / Medium / Low

Step 5 - Centralize comments and close the round

This is what reduces rework the most: one official place for feedback.

Rules:

1. Use one primary channel (for example Figma comments).
2. Convert each comment into a clear pending item.
3. Resolve items one by one with status updates.
4. Close the round with an explicit "OK to publish" note.

How to define "OK to publish"

"OK to publish" should be pass/fail and objective. It does not mean perfect; it means safe and ready for release.

A simple "OK to publish" standard

Consider release-ready when:

• Per-screen checklist is complete for all scoped screens
• Core flows were tested (happy path + common errors)
• Acceptance criteria were met
• No critical/blocking bugs remain
• Final copy/text is approved
• Approval is recorded with approver name, date, and version

Approval message example (copy and paste)

"OK to publish - Version X (UAT completed).
Approved by: Name Surname - Role - DD/MM/YYYY."

How to avoid "infinite scope" while still improving

Classify feedback into three buckets:

1. Fixes (bugs, broken flow, incorrect business rule) -> must be done before approval.
2. Nice-to-have improvements (usability polish, visual refinements, microcopy) -> include if time allows.
3. New ideas/features -> backlog; should not block release.

This protects delivery dates without ignoring product evolution.

30-45 minute approval script

1. 5 min - Reconfirm objective and round scope.
2. 15-20 min - Review screens with checklist.
3. 10-15 min - Validate one or two end-to-end flows.
4. 5 min - Prioritize pending items (High/Medium/Low).
5. 2 min - Decide "OK to publish" or keep round open with explicit pending items.

Final checklist

Before ending a round, confirm:

• One clear final approver is defined
• Feedback is centralized in one channel
• Pending items include context and priority
• Scope and version link are explicit
• "OK to publish" is recorded (name + date)

When you apply this method consistently, approvals stop being a bottleneck and become a predictable product governance step.