The short answer
Agree before the shoot on the number of revision rounds, name one person who collects the client's feedback, send each version with a date for the answer, and record every approval in writing. Then follow each round as a task with an owner.
Set the rules in the brief
- How many rounds are included. Two or three is common for commercial work. Write what an extra round costs.
- What each round is for. Round one: structure and message. Round two: details. Final: errors only.
- Who speaks for the client. One name. That person gathers everyone's comments and resolves contradictions before sending.
- How long the client has. A version without a reply date waits forever.
Run each round the same way
- Send the version with context. What changed, what is still temporary (music, color, graphics), what you need them to decide.
- Collect comments with timecodes in a review tool or a single document. Not by phone, not in three emails.
- Confirm your understanding of unclear comments before the editor starts.
- Reply to every comment: done, or not done and why.
- Record the approval in writing with its date.
Protect picture lock
Once the edit is approved, sound, music and color are finished against it. A change after that point undoes paid work. Ask for a clear written approval of the locked edit and explain to the client what it means before they watch.
Track it where the production lives
In CrewDesk each version is a task on the production: sent on a date, waiting on a named person, due back on another. The waiting status shows at a glance which projects are stopped on the client's side, and the approval itself is noted on the project.