A large part of a PR professional’s role is managing the review of content: press releases, pitches, plans, contributed articles, thought leadership pieces, scripts, speeches, and more. Given this, an efficient and effective review cycle is essential for ensuring that work is completed accurately and on time.

A well-structured review cycle can be the difference between a smooth workflow and a stressful scramble. Here are best practices to help manage review cycles and keep your team on track.

1. Define Clear Objectives and Expectations. Before starting any review cycle, establish clear goals and expectations for the process. Consider the purpose of the review and its desired outcomes. For instance, are you looking for stakeholders to review technical details, are you looking for grammar edits, or are you more interested in style and tone? By making this clear upfront and communicating these objectives to reviewers, they will understand what they need to look for and can focus feedback accordingly.
2. Set Realistic Timelines. One of the most common challenges in review cycles is managing timelines. You should consider the correct sequence for reviews and build in sufficient time to incorporate edits. Realistic deadlines allow adequate time for thorough reviews but keep the process moving forward.
3. Limit the Number of Reviewers. Too many cooks in the kitchen can slow the review process and result in conflicting feedback. Each reviewer’s role should be essential to the project—subject matter experts or key decision makers. While it’s tempting to get as many perspectives as possible, limiting the number of reviewers will streamline the process and produce better feedback. At the same time, if someone’s feedback is vital to the quality of the product, make sure you engage them early and allow enough time to incorporate their feedback.
4. Provide Reviewers with Clear Instructions. Every reviewer should know exactly what they are reviewing and what kind of feedback is expected. Are they reviewing for technical accuracy, overall structure, or something else? Clear instructions help prevent vague or unhelpful comments and focus feedback on what truly matters.
5. Develop a System for Tracking Content. Some people use technology to track progress, but I prefer to keep things visual with colored stickies. For example, when managing 20 distinct pieces of content for one of our clients, I use a sticky note for each piece. On each note, I jot down where we are in the process, the stage of review, who has reviewed it, and what feedback still needs to be incorporated. It’s a simple but effective way to maintain a clear overview of progress at-a-glance and ensure that no details slip through the cracks.
6. Establish a Feedback Loop. Once feedback has been provided, it’s important to create a feedback loop. Reviewers should be told how their feedback was implemented or, if it wasn’t, why it was not. This reinforces the importance of their contributions and ensures that any miscommunications or misunderstandings can be addressed before the final product is delivered.
7. Prioritize and Triage Feedback. Not all feedback is created equal. Some suggestions may not be feasible given the objectives of the content, so it’s important to prioritize feedback. Look for feedback that aligns with the primary decision makers’ objectives. If reviewers disagree, make sure a designated decision-maker steps in to resolve the conflict.

A well-executed review cycle can significantly enhance the quality of work while also improving efficiency and reducing frustration for your team. By setting clear expectations, managing timelines, leveraging technology, and fostering open communication, you can create a streamlined review process that leads to better outcomes for everyone involved. Embrace these best practices, and you’ll find that managing review cycles becomes a far smoother and more productive endeavor.