Artwork management process: best practices for 2025

According to a McKinsey study, over 75% of CPG companies cite packaging delays as a major factor in late product launches. A streamlined artwork management process is no longer a nice-to-have — it's a competitive necessity. As teams juggle increasing SKUs, tighter timelines, and complex regulatory requirements, the need for modernized workflows is clear.

So, what does an effective artwork management process look like in 2025? Let’s explore how leading teams are adapting — and how you can, too.

Understanding the Artwork Management Process in 2025

The artwork management process refers to the full lifecycle of creating, reviewing, and approving packaging artwork — from initial briefing to final file release. This includes collaboration between internal teams, creative agencies, suppliers, and regulatory stakeholders.

In 2025, this process is increasingly digital. With tools like Cway, teams automate repetitive steps, manage version control, and collaborate in real-time — all in one place. Instead of long email threads and scattered files, Cway brings structure, transparency, and speed to every project.

Why Best Practices Matter More Than Ever

Poorly managed artwork processes can lead to costly mistakes — from incorrect labels to delayed product launches or even recalls. Regulatory risk is growing, especially in industries like pharmaceuticals, food, and personal care. And with consumers expecting faster innovation, time-to-market is more critical than ever.

That’s why top-performing teams are actively looking to optimize artwork workflows, reduce approval bottlenecks, and ensure compliance with digital approval systems. Add to that the rise of remote work, AI-powered creative tools, and smart packaging design software, and the picture becomes clear: artwork management needs to evolve.

Here are the best practices forward-thinking teams are using to stay ahead.

Top 7 Best Practices for Artwork Management in 2025

1. Centralize Communication and Files

Scattered emails and siloed folders are a recipe for confusion. Use a centralized artwork management system to keep all discussions, comments, and files in one place. This improves traceability and cuts down on time lost chasing updates.

2. Use Automated Workflow Tools

Status updates, task handovers, and deadline reminders shouldn’t be manual. With project management tools purpose-built for packaging, like Cway, you can automate these workflows, ensuring that nothing slips through the cracks.

3. Standardize Briefing and Review Formats

Clear, consistent briefs prevent downstream errors. Use templated brief forms that ensure all necessary information — from dimensions to regulatory requirements — is captured upfront. The same goes for review formats to help speed up decision-making.

4. Involve All Stakeholders Early

Waiting until the last minute to loop in legal, QA, or marketing leads to rework. Engage all relevant stakeholders from the start to align expectations and avoid costly delays.

5. Prioritize Version Control and Audit Trails

When compliance is on the line, tracking every change matters. Use tools that offer detailed version history and audit trails — critical for industries with strict labeling and documentation requirements.

6. Integrate with Packaging, Regulatory, and Marketing Tools

Don’t let your packaging workflow live in isolation. Link your artwork management software with systems like regulatory databases, content management platforms, and packaging artwork editors (like ArtPro+ or Illustrator) to avoid double work and ensure accuracy.

7. Review Metrics and Optimize Continuously

Use built-in analytics to track cycle times, approval bottlenecks, and error rates. Teams that actively analyze performance are better positioned to continuously improve their artwork workflow and stay ahead of competitors.

How Cway Supports These Best Practices 

At Cway, we’ve designed a platform specifically to solve the challenges of modern packaging artwork management. Our system helps teams:

• Build better briefs with guided templates

• Collaborate across departments and agencies in real-time

• Track every version, comment, and approval with full audit trails

• Automate reminders, task assignments, and status updates

• Integrate with your creative tools and compliance systems

Whether you're a packaging manager in FMCG or a regulatory lead in pharma, Cway helps you move from reactive to proactive. Teams using Cway have seen up to 40% faster approval times and significant reductions in rework. 

Explore how Cway improves your artwork management process

One tool. Multiple markets. Zero confusion.

Kavli unified their artwork process across Norway and Sweden using Cway, reducing bottlenecks and boosting cross-border collaboration.

Conclusion: Ready for 2025?

As the demands on packaging and marketing teams continue to evolve, so must the artwork management process. Outdated tools and disconnected workflows no longer meet the pace of today's fast-moving markets — or tomorrow's.

By adopting modern best practices, from centralized collaboration to automated approvals and integrated tools, your team can reduce errors, boost speed, and ensure compliance every step of the way.

Now’s the time to assess your current setup. Are you still relying on email threads and shared drives? Or are you equipped for a streamlined, scalable future? Cway makes it easy to upgrade your artwork management process.

Let’s make 2025 your most efficient year yet.