We batch notes by department and require timestamps so animators do not thrash between conflicting asks.
When live calls happen, we arrive with three options max — never an open-ended 'what do you feel?' wall.
Written summaries follow every review within 24 hours: decisions, owners, and due dates. Clients know where to look instead of rewatching five recordings.
If a portal is the source of truth, we disable parallel email threads for shot notes — one lane keeps approvals auditable.