5 proven strategies to reduce errors in artwork and labeling processes

Managing artwork across teams, versions, and approvals can get messy fast. Without the right system, you end up with delays, confusion, and costly mistakes. That’s where modern, cloud-based tools like Cway come in. In this article, we’ll look at how to solve common challenges using better collaboration, version control, and approval workflows.

Why Accuracy in Artwork and Labeling Matters

One wrong label can delay a product launch, hurt your brand, or lead to a recall. That’s why having the right artwork and labeling processes in place is essential.

But often, the problem lies in how teams work. Many still rely on emails, PDF markups, and shared folders to get approvals. Without a clear approval workflow or proper version control for files, it’s easy to miss feedback or approve the wrong version.

That’s where Cway helps. As a modern design approval software, Cway brings everything into one place. Teams can collaborate in real time, track changes with version control systems, and manage feedback using online proofing tools. It’s a smarter way to reduce errors and stay on track.

The Real Cost of Labeling and Artwork Errors

Mistakes in packaging aren’t just minor slip-ups—they’re expensive and damaging. In regulated industries like pharma, food, and cosmetics, even small labeling errors can have big consequences.

• According to the FDA, over 60% of pharmaceutical recalls are due to labeling issues.

• In the food industry, undeclared allergens and wrong nutrition data are among the top recall triggers.

These problems often stem from weak artwork processes, unclear approval workflows, and no version control. Teams working across multiple markets are more likely to miss key updates or use the wrong file—especially if feedback is buried in email threads.

Take a cosmetics brand, for example. Without a structured artwork approval process or content approval software, they risk sending the wrong claim, translation, or image to print.

And the cost? Product recalls can cost companies millions, not including damage to brand trust and customer loyalty.

Using tools like approval workflow software and online proofing tools, brand managers can take back control—and prevent these issues before they happen.

5 Proven Strategies to Reduce Errors in Artwork and Labeling

Reducing errors in your artwork and labeling processes isn’t just about catching mistakes—it’s about building a system that prevents them. These five proven strategies help brand managers regain control, improve speed, and reduce costly packaging errors across global teams.

1. Standardize the Workflow

Inconsistent workflows often lead to confusion, duplicate efforts, and missed steps—especially when multiple teams and markets are involved. A standardized approval workflow brings clarity and predictability to the process, making it easier to track progress and ensure every asset passes through the right checkpoints.

Some teams use configurable workflow tools (like those integrated into platforms such as Cway) to set predefined paths for different product lines or regions. This ensures that every label follows the same structured journey, from brief to compliance sign-off.

2. Centralize Collaboration

Disjointed feedback loops—spread across email threads, PDFs, and spreadsheets—are one of the most common sources of approval delays and miscommunication. Centralizing collaboration in a shared workspace reduces noise and ensures nothing is missed.

Solutions that offer online proofing tools and real-time commenting (as found in Cway’s interface) allow designers, marketers, regulatory, and legal teams to work together seamlessly. Everything happens in one place, with clear visibility into version status and pending approvals.

3. Use Version Control Systems

Approving the wrong file is easier than you think—especially when dozens of versions are floating in shared drives. Without reliable version control for files, teams can end up reviewing outdated content or approving incorrect artwork.

Modern version control tools—like the ones built into Cway—make it easy to track changes, label files correctly, and keep a full history of updates. Want to learn more about how version control helps prevent mistakes and keeps everything organized? Read this guide on reducing artwork errors with version control.

4. Automate Compliance Checks

Manual content reviews can’t scale in today’s fast-moving, multi-market environment. Whether it’s checking legal disclaimers, translations, or formatting, automation reduces the burden and improves accuracy.

Some tools now include built-in compliance validation engines that scan artwork for errors or missing elements.

5. Implement Role-Based Approvals

When everyone is cc’d on everything, bottlenecks and confusion are inevitable. Role-based approvals ensure the right people review the right elements—without unnecessary noise or duplicated feedback.

Advanced approval workflow software lets brand managers assign responsibilities based on role, product category, or region. In systems like Cway, this logic is baked into the process: legal sees legal, regulatory sees regulatory, and brand managers stay focused on visual and strategic alignment. It’s a simple shift that improves accuracy and dramatically speeds up approvals.

Conclusion: Drive Accuracy, Save Costs, and Stay Compliant

Labeling and artwork errors aren’t just small missteps—they’re costly, time-consuming, and potentially brand-damaging. But the good news is: they’re also preventable.

By standardizing your labeling processes, centralizing collaboration, using proper version control systems, and adopting smart approval workflow software, your team can dramatically reduce errors, accelerate time-to-market, and protect brand integrity.

The key isn’t just working harder—it’s working smarter. When you invest in process improvement and tools purpose-built for accuracy, like Cway, you gain more than efficiency. You gain peace of mind, stronger team alignment, and a scalable foundation for growth.

In industries where accuracy matters, Cway gives brand managers peace of mind—making sure every file is the right one, every time.