Common errors and solutions for collaborative document reviews

Ian Widdowson Date published: Dec 21, 23

Collaborating on document reviews is crucial, but no matter how you carry out document reviews, errors and bottlenecks can still occur. Collaborative document reviews thrive on clear communication, structured processes, and inclusivity. Addressing the common errors can elevate the quality and efficiency of your document review process. Efficiency, timely feedback, structured follow-ups, clarified roles, tool proficiency, and thorough documentation of changes are pivotal for a successful collaborative document review.

Imagine scattered feedback via email, leading to version control issues. Think of delays caused by multiple rounds of revisions or difficulties tracking changes and comments across various document versions. These bottlenecks often result in confusion, lost feedback, and extended review timelines, and no auditable tracking of all the changes made.

After attending events in 2023, such as the Veeva R&D Summit, RAPS Convergence and most recently AMWA (American Medical Writers Association) Conference, I have listened to a lot of feedback from people working in quality, clinical, regulatory, and medical writing teams, who provided feedback on their pains and headaches. Here are 10 common document review mistakes and their solutions:

Lack of clear instructions

Error - Not providing clear guidelines leads to confusion and varied interpretations.

Solution - Establish clear reviewing criteria and a structured review process to guide collaborators.

Overlooking version control

Error - Neglecting version control causes chaos, with multiple contributors working on different document versions.

Solution - Use version tracking tools or a system like Ideagen PleaseReview to manage changes efficiently, avoiding conflicts.

Ignoring diverse perspectives

Error - Failing to consider diverse viewpoints limits the document’s depth and quality.

Solution - Encourage diverse feedback by involving a range of team members or departments in the review process.

Poor communication

Error - Ineffective communication leads to misunderstandings or overlooked changes.

Solution - Use collaborative platforms with comment and chat features for transparent and real-time communication.

Not resolving conflicts

Error - Disagreements or conflicting suggestions left unresolved hinder progress.

Solution - Have a structured approach for conflict resolution, fostering compromise and consensus to move the review forward smoothly.

Lack of timely feedback

Error - Delayed feedback slows down the review process and affects deadlines.

Solution - Set clear timeframes for feedback submission, ensuring prompt responses from all involved parties.

Absence of follow-up

Error - Forgetting to implement agreed-upon changes post-review.

Solution – Assign roles for responsible individuals for implementing accepted revisions and track the progress of these changes.

Unclear roles and responsibilities

Error - Ambiguity regarding who does what can cause overlaps or omissions in the review process, reviews not staying in their lane.

Solution - Provide training sessions to familiarize all team members with the document review tools for more effective usage.

Not documenting change / compile reconciliation report for auditors

Error - Failing to document reviewed changes leads to confusion about what was altered or agreed upon.

Solution - Maintain a comprehensive log of changes made during the review process for easy reference and future audits.

The solutions above can significantly enhance the effectiveness of your review process. Specialized tools such as Ideagen PleaseReview can automate the whole document review workflow, enabling multiple users to:

• Work on the same document simultaneously
• Spend less time chasing contributions, collating feedback and documenting changes, in turn accelerating timelines
• Allow more capacity to focus on delivery quality documents on time
• Ensure all comments and changes remain visible through an audit report for 21 CFR Part 11 compliance for both internal and external users

Ideagen PleaseReview is often employed in various industries for streamlined and efficient team collaboration on documents, especially in highly regulated industries.

Remember, an efficient document review process can significantly impact productivity. In fact, studies show that optimized collaboration can enhance productivity by up to 25% (PwC). By addressing these common errors and implementing the suggested solutions, teams can boost their productivity and create higher-quality documents more effectively and on time!

Seize the opportunity to transform your collaborative document review process. Don't let these errors impede your progress. With clear guidelines, structured processes, and effective communication, you can elevate team efficiency and produce top-notch documents. So, gather your team, implement these solutions, and watch your collaborative efforts soar!

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