The hidden cost of clunky approvals
By Cameron Bengert, Head of Operations, Clyde Travel Management
If you’ve ever waited for a chain of approvals to move before a booking could be confirmed, you’ll know how quickly a simple process can turn into a pain in the neck.
On paper, approval systems look like safeguards. In reality, when they are slow or inconsistent, they can quietly drain time, money and morale.
I’ve seen the effects in many forms. Hours spent chasing signatures and spreadsheets passed between inboxes. A manager on leave, a missed fare, a frustrated booker trying to keep everything on track. No one sets out for it to work, or rather not work, this way, but when the approval flow is unclear or overly manual, the true cost is hidden in plain sight.
What inefficiency really costs
Delays rarely appear on a balance sheet, yet their impact can be significant. Every hour lost waiting for sign-off is an hour not spent planning ahead or supporting the people who travel. Fares can rise within hours, and a missed connection can quickly become an operational headache.
Then there’s the human cost.
The booker who feels pressure to chase for approvals. The crew member who doesn’t know when they will fly. The manager who feels powerless watching their precious process grind to a halt. These moments create friction that undermines trust and drains energy from the team.
What good looks like
Across the organisations we work with, we also see the opposite. There are teams whose approval systems run seamlessly because they are clear, tested and well-communicated.
These businesses often have tiered approval structures that reflect operational realities rather than rigid hierarchies.
They define who can act in urgent situations and make that information visible to everyone. They use structured workflows instead of spreadsheets and review their rules periodically to make sure they still fit the business.
When this happens, the whole environment changes. Crews get confirmed faster, bookers feel supported and managers see predictability in place of chaos. Approvals stop being a point of friction and become part of what makes travel run smoothly.
Making approvals work better
An approval hierarchy ultimately belongs to each organisation, not to us. Our role at Clyde is to help customers see where small changes can have a big impact. Over time, we have found that a few consistent principles make a real difference.
First, map the current process and identify where delays occur. Many teams are surprised by how many touchpoints exist between request and approval. Simply visualising the workflow often highlights where steps can be reduced or automated.
Second, clarify authority for urgent travel. Emergencies happen, and when they do, people need confidence to act. Defining who can approve what, and communicating that clearly, prevents both delay and confusion.
Third, build visibility into the process. Managers should be able to see what’s pending without relying on spreadsheets or end-of-month reconciliations. This transparency creates trust and helps avoid unnecessary follow-ups.
Finally, review and refresh. Time waits for nobody, and processes that worked a year ago may no longer fit today’s operation. Setting time aside to test and refine approval rules keeps them relevant and effective.
At Clyde, we guide our clients through these steps, offering perspective and structure while recognising that authorisations belong to them. We know where bottlenecks tend to appear, and we help teams anticipate and address them before they become disruptive.
Why efficiency is more than speed
A well-structured approval process isn’t about moving faster at any cost. It’s about balance; keeping oversight in place while removing unnecessary friction. When that balance is found, the benefits extend beyond the booking desk. Fleet managers have greater control, bookers feel empowered and crews see a smoother journey from start to finish.
Efficiency is also about culture. When people see that approvals are handled thoughtfully and consistently, they stop expecting friction and start trusting the process. That shift is worth as much as any time saved.
Partnership and progress
We can’t dictate how approvals are structured, but we can help shape them for success. By advising, observing and supporting, we help our customers find solutions that respect both their policies and their people.
Every organisation has its own way of working, and there’s no single silver bullet for success. What matters is having a policy and process that are transparent, practical and fair to everyone involved.
With the right structure and guidance, approvals become what they were always meant to be: a safeguard, not a stumbling block.
Need help simplifying your approval process? Let’s talk about how Clyde can help your team move with confidence.