If you’ve been in the packaging space long enough, you know how tiring and messy it gets: chasing versions, waiting for designers or regulatory teams to respond, or digging through endless email threads where feedback quietly disappears. And worse? When a product detail slips through and ends up printed wrong on the label. One misplaced logo, one rogue font, or one forgotten allergen warning is all it takes to put you in trouble—be it a recall, a tarnished brand image, or if the typo’s bad enough, a full-blown roast on social media.  

In today’s hyper-competitive market where speed-to-market is key and customer trust is fragile while loyalty continues to decline, packaging isn’t just an attraction—it’s a brand’s promise and a guarantee rolled into one. So, behind every flawless label lies the need for a smart, efficient artwork approval process.  

Companies still relying on traditional methods might question the need for change, but it’s important to recognize that shifting to a streamlined process isn’t just beneficial—it’s essential for staying relevant and reducing costly errors.  

How essential is it to have a good artwork approval process in place?

Let’s consider a mid-sized consumer goods company gearing up to launch a new product line. Everything is nearly ready—the team is just a few steps away from unveiling standout packaging. The artwork, however, needs to pass through multiple departments from regulatory to legal and marketing, only to get stuck in a loop of fragmented feedback. Email threads overflow with conflicting comments, versions multiply, and somewhere along the way, a critical compliance element gets missed.

The result? Delayed product launch, increased costs, and a slower time-to-market.

This scenario isn’t uncommon. An inefficient artwork approval process can lead to serious consequences— regulatory non-compliance, which could trigger recalls or legal issues; brand inconsistencies that confuse consumers and weaken brand identity; and drawn-out approval timelines that cause missed market windows and lost revenue.

After all, no one’s looking to buy Halloween-themed cupcakes for New Year’s.

Checklist for Seamless Packaging Approval Workflow

Recommending the components of a packaging approval workflow is easy—ensuring they're actually in place is where the real value lies. While you might already have some of these elements covered, it's essential to see how they work together to create a more efficient, streamlined process. Here's a checklist to help you evaluate and strengthen your workflow:

1. Establish clear guidelines: Determine the approval process with checklists defining the functions, roles, and responsibilities for each stakeholder.

2. Implement transparent dashboards: Utilize tools that offer real-time visibility into the status of each project, highlighting bottlenecks and pending tasks.

3. Centralize feedback mechanisms: Use platforms that compile comments and revisions, ensuring that all inputs are accessible in one location.

4. Optimize file management: Implement systems that organize and store files systematically, making retrieval straightforward and reducing the risk of using incorrect versions.

5. Maintain robust version control and audit trails: Ensure that every change is tracked, providing a clear history that can be looked on later to resolve disputes or track decisions.

6. Incorporate automated compliance checks: Leverage technology that can automatically verify adherence to regulatory standards, reducing manual oversight and potential errors.

7. Adopt scalable solutions: Choose systems that can grow with the organization, accommodating increasing complexity and volume without compromising efficiency.

Streamlining Workflow with ManageArtworks: A Case Study 

Before ManageArtworks:
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Saxco International faced significant bottlenecks in their artwork approval process. Without a centralized system, approvals were inconsistent, timelines were unpredictable, and miscommunication across stakeholders was common. This led to a high termination rate of 21%, driven largely by errors and delays in the approval cycle.

After Implementing ManageArtworks:
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With ManageArtworks, Saxco transformed their approval process into a structured, trackable workflow. All stakeholders—from suppliers to internal teams—gained clear visibility and accountability. Automated reminders, version control, and proofing tools ensured that artworks were reviewed and approved on time, with fewer errors. As a result, their termination rate dropped dramatically to 8% over two years—a clear indicator of how streamlined approvals can directly impact quality and efficiency.

Time to simplify your artwork approval process

If your organization is facing delays, version confusion, or compliance issues in the artwork approval process, it’s time to rethink your approach. A streamlined workflow isn’t a luxury—it’s a necessity, no matter your company’s size. At ManageArtworks, we work with businesses of all sizes, whether you're a growing brand or an established enterprise—to eliminate bottlenecks and bring structure, speed, and accuracy to their packaging workflows.

With the right system in place, you can overcome delays, reduce errors, and ensure brand consistency across markets.  

What was once a bottleneck can now become a competitive advantage.