GoKawiilDon't Make Gates Optional, Make Them Flexible
June 26, 2026
When you need an approval checkpoint but don't want it everywhere, make the gate required but flexible in formality rather than optional but formal. A required gate lowers the stakes of misjudging risk.
The Problem with Optional but Formal Gates
Pam is a product manager driving her team's roadmap. Hopper, the Head of Product, is worried about investing too much into risky or unproven initiatives. A new policy is enacted: all large projects must have a Business Case drafted and presented to him before they land on the roadmap.
Pam sees this and wonders, "What is considered a large project?" Some things fall clearly on either side: a new product offering is large; a refresh of our Settings UI feels small. But then there is a whole list in the middle. Pam worries. "What if I spend time building a formal Business Case for projects that don't need them? Or worse, what if I move forward with a project that leadership decides should have had a Business Case? That seems very risky!"
This type of gate forces an impossible meta-decision on Pam. If she moves forward unilaterally, the risk is on her. If she plays it safe, the whole team slows down waiting for formal approval processes.
Flexible is Better
In an alternate universe, Hopper enacts a different policy: he has approval over all roadmaps but the format of that approval is flexible. For large, risky projects, a Business Case and discussion may still be needed. For smaller or safer projects, a quick DM conversation counts.
At a surface level, this sounds very similar, but consider it from Pam's perspective. The risk has shifted dramatically. Now, Hopper is in the loop even on the smaller decisions. Pam is safe to bias for speed. The worst case is Hopper responds "Actually, I think this warrants deeper discussion; can you set up a Business Case discussion?" And regardless of the nature of the approval, there is an approval. Pam can move forward with her roadmap with confidence.
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