A social media approval workflow, with the emails to send

When you post for clients, the slow part is rarely the writing. It is the wait between "here are the drafts" and "yes". Below is a workflow that works with any tool, and five emails that move each step along. Copy them; they are yours.

The workflow, in five steps

1. Agree the rules once, before the first post. One named person approves for the client, by a set day and time, and nothing goes out without their yes. Write down what happens when they are silent: the post moves to the next slot.
2. Send drafts on a fixed day, as they will look. Each platform's version, with its line breaks, hashtags and image, not one caption in a document. A client approves what they can see.
3. Ask once, with a deadline. A date, a time and a time zone, and one way to answer: "approved", or what to change.
4. Remind once, the day before. One short note. More than one reminder trains the client to wait for the last one.
5. Record the answer next to the drafts. Approved: schedule it. Changes: make them, and ask for a yes on the changed drafts only.

How far ahead

A rhythm that leaves room for one round of changes:

The five emails

Replace the words in braces. They are short on purpose: the drafts do the talking.

1. Setting the rules

Once, before the first posts.

Hi {name},

Before the first posts go out, here's how approvals will work:

1. I'll send the drafts on {day}, each one as it will look on its platform.
2. You'll have until {day, time and time zone} to approve them or ask for changes.
3. One reply is perfect, with a note for each change, like "post 2: use the new menu photo".
4. If I don't hear back by then, those posts move to the next slot. Nothing goes out without your yes.

You're the one person who approves, so there's one answer to wait for. If someone else should, just tell me who.

Thanks,
{your name}

2. Asking for approval

On your fixed day.

Hi {name},

Here are the posts for {dates}: {number} in all, for {platforms}.

{link, or the drafts}

Each one is shown as it will look on its platform. Reply "approved", or tell me what to change, by {deadline}.

Thanks,
{your name}

3. The reminder

The day before the deadline, as a reply to email 2.

Hi {name},

A quick reminder: the posts for {dates} need your yes by {deadline} to go out on time. They're here: {link}.

If you're happy with them, "approved" is all I need.

Thanks,
{your name}

4. Changes received

The same day they ask, so they know what will change.

Hi {name},

Thanks. Here's what I'm changing:

- {post or platform}: {the change}
- {post or platform}: {the change}

I'll send the new versions by {time}. The others stay as they were.

Thanks,
{your name}

5. Past the deadline

When the deadline passes with no answer.

Hi {name},

I didn't get a yes on the posts for {dates}, so as agreed they haven't gone out. I've moved them to {new dates}.

They're still here when you have a minute: {link}. A one-word "approved" puts them back on schedule.

Thanks,
{your name}

Where PostSiete fits

PostSiete handles the drafts in step 2 and the record in step 5. Write one idea and it drafts a version for each platform the client uses, in that client's voice. Then you send one link per idea: the client opens it on any device with no account, reads each platform's draft on its own card, and presses Approve or Request changes, with room for a note. You get the answer by email, and it is shown next to the drafts. After an edit, the same link asks again.

What it does not do yet: one answer covers the whole link, the client cannot edit the drafts, and the page they see is PostSiete's, not yours. How the approval link works, or open the live sample.