Building Approval Workflows That Don't Create Bottlenecks
Approval workflows — expense, PTO, purchase orders — can speed things up or create bottlenecks. The difference is design. Route correctly, escalate when stuck, avoid single points of failure. Here's how to build approval workflows that flow.
Table of Contents
- Workflow Design Principles
- Smart Routing
- Escalation & Delegation
- Parallel vs Sequential
- Tools & Custom Build
- Frequently Asked Questions
Workflow Design Principles
- Route to the right person — not "manager" if it's finance
- Escalate when stuck — don't let requests sit forever
- Delegate — allow out-of-office to reassign
- Auto-approve low-risk — under $X, no approval needed
- Visibility — requester sees status; approver sees queue
Smart Routing
Route by amount (expense over $5K → finance), type (PTO → manager), or role. Dynamic routing avoids "everyone goes to one person" bottlenecks.
Escalation & Delegation
If no response in 48h → remind. 72h → escalate to manager. Allow approvers to delegate when OOO. Prevents requests from dying in inbox.
Parallel vs Sequential
Sequential: A then B then C — for strict hierarchy. Parallel: A and B both approve — for speed when either can sign off. Use parallel when possible to reduce wait time.
Tools & Custom Build
Nintex, Kissflow, Jira — off-the-shelf. For complex logic, integration with ERP/CRM, or custom rules: custom workflow engine.
Frequently Asked Questions
How do we handle approver changes (reorg, turnover)?
Use role-based routing (e.g., "reporting manager") not named individuals. Sync from HR system. When someone leaves, reassign their pending approvals. Design for change.