When starting a new reviewal process, you will want to educate your team on how to continuously interact with people leaving feedback. These five easy-to-do tips your team will get consistent and high-quality feedback from reviewers on the cloud!
This tips and tricks article will cover:
- Best practices when inviting reviewers
- How to give positive reinforcement to keep getting feedback
- What to do if the reviewer doesn't use Filestage
- Social proof and why it's important to involve more than one reviewer
- How reviewers can stay organized while involved with more than one review
Tip 1: Introduce Filestage to your Reviewers
This one may seem obvious, but it can be easily overlooked due to the excitement of getting a new tool. If the reviewer simply gets a Filestage review link in their inbox, they may be confused as to what needs to happen next.
Inform the reviewer that your team uses Filestage to gather feedback and share best practices with them. By doing this, you will begin to lay the foundation of success.
Furthermore, it is crucial that you connect with the reviewers needs. Teach them how this tool will impact and transform their working lives by making it easier to give feedback, keep the overview of the latest versions, and involve other stakeholders.
Share the One-Page Guide on How to Review
To help you build that foundation, we’ve created the Reviewer’s One-Page Guide to Filestage. The Reviewer’s One-Page Guide to Filestage gives your reviewers a quick overview of how to leave feedback and potential features they can use.
To learn more about the one-page guide or to customize it to meet your company branding, please review this help article.
Inform Reviewers How They Will be Notified About New Assets or Versions
There are two ways to share assets with your reviewers, either directly within the application or by copying (and then sharing) the review link. Be sure to inform them about how they can anticipate new assets and versions.
If you choose to send them an invite within the application, let them know they will get an email from [email protected] with direct links to review in Filestage.
Add a Comment to the File that is Visible to the Reviewer
Once the reviewer has been invited and is aware of what Filestage is, they may still be curious about how this new software works.
By having a comment visible on the file, reviewers can actually see the benefit of the tool prior to leaving their own feedback. Also, it's a lot less intimidating to leave visible feedback when someone else has already left the first mark.
Tip 2: Be Responsive and Receptive to the Reviewer’s Feedback
When a reviewer goes through the effort of adding all their comments and they do not get any feedback from your side, they will feel as though they’re talking to a brick wall. Since the reviewer will be disheartened, they will revert to a different method that gives them a response on your side. To ensure the reviewer does not revert, you must actively engage with your reviewers by responding to feedback!
You'd Always Respond to an Email, Wouldn't You?
Think of it this way - if a reviewer sends you an email with their feedback regarding any changes they'd like to see happen, you would never let that email go unresponded to. You would write back to the reviewer, even if it was as simple as “Got it! We will implement your feedback.” That reply strategy should not change when using Filestage.
Working on the Cloud is Meant Improve Productive Communication, not Prevent Communication
Using a reviewal tool is not a supplement for less communication; on the contrary, it is meant to help improve feedback and transparency across the board. To aid in this transparency, you will want to make your remarks visible in Filestage and have a clear record of all decisions and next steps.
There are Two Ways to Do This:
- Respond to comments individually
- Create a general comment and @-mention the reviewers with your feedback
Being responsive in Filestage is one of the easiest ways to show reviewers that this tool is your team's preferred communication method. Furthermore, it will guarantee that reviewers will continue using the platform.
Tip 3: Nudging reviewers to use Filestage as the preferred communication platform
After being introduced to Filestage, most reviewers will get the hang of the new tool pretty quickly. As long as you are being responsive on the tool, they will most likely continue to use the platform as well.
When the Reviewer Doesn't Attempt to Use Filestage
Unfortunately, there is sometimes a straggler reviewer that still prefers to call you, send you SMS, or shoot you an email with feedback. When this occurs, it is up to you to gently nudge them to use Filestage.
Consolidate Their Feedback and Put it in Filestage
When this happens, the best course of action is to compile the feedback and put it in Filestage for them. After inputting all their feedback for them, create a general comment and ask them a direct question asking them if all is accurate.
To start off, this does take extra effort on your end. But, in the end, your reviewers will see the benefits of having a transparent tool; getting you out of your inbox.
Tip 4: Involve More Than One Reviewer
When asking for reviews on an asset, teams typically see a lot of success when inviting more than one reviewer to give their comments. Thanks to FOMO (fear of missing out), reviewers are going to be more engaged when their colleagues are involved as well.
All Filestage plans allow for unlimited reviewers, so you can really put pressure on that primal fear by including all potential stakeholders rather than just one gatekeeper.
If you only need approval for the gatekeeper, you can close off commenting once the main reviewer says the file is good to go. If you decide to do this, be sure to keep up that communication and let the reviewers know by using a general comment and @-mentioning all of them.
Tip 5: Encourage Reviewers to Use a Personal Reviewal Overview
If your reviewers are involved in more than one review process, they may want to sign-up for the free reviewer dashboard. This will ensure they don't have to fig through emails (or call you!) to find a file you've previously shared with them.
The Reviewer Dashboard gives your reviewers an overview of all the review steps where they've been invited to leave feedback. Furthermore, they can use the Pending Reviews to see files that are still awaiting their feedback.
Improving Feedback Over Time
Once you implement these strategies, your reviewers will become familiar with using Filestage.
As they're leaving their comments, they can also learn about other features which we offer to reviewers like annotating directly on the file or uploading attachments directly to their comments. Once you upload new versions of files, they will also be able to see how the file has progressed.