All You Need to Know About Policy and Procedure Management Software

Many organizations generally struggle to keep their policies and procedures updated, organized, and easy to find. Still many of us are not aware about the term policy and procedure software.

What do you mean by a policy and procedure software?

Policies are different from procedures as these are the rules and regulations that are used by an organization to carry out business and achieve long term goals.

Whereas procedures can provide you the details to achieve the policies. In other words, they can provide you a step-by-step process of tasks that are required for each policy. They are responsible for implementing policy that makes use of procedures to ensure agreement with strategic direction, points of governance or statutory requirements.

Here we will discuss about the 6 key components of policy and procedure software:

1. Create: Various types of documents should easily load into the software.
2. Approve: The software should automate the Review and Approval cycle and there should not be any need to chase the opinion of subject matter experts.
3. Notify: When published, end users should receive notifications hence directing them towards the document.
4. Test: End users should be able to view, take a questionnaire and acknowledge document online, anywhere, anytime. All this can be done using an internet connection helping an end user to act on a document and then leave an authenticated electronic signature.
5. Reminders: The software should send or schedule automated reminders to those who have not yet acted on a document.
6. Reports: Managers should be able to check all the metrics that are related to their documents. They should be able to check who has worked on a document and posted any test score or acknowledgment comment. Last but not the least, you need to track every action within the system. 

Why do companies need policies and procedure management? Here are the four reasons:

• It encourages a true culture of continuous improvement and internal communication.
• It provides evidence of an internal control system that follows regulations and standards.
• It ensures fundamental operational processes are executed in an effective and consistent manner.
• It controls and manages risks and threats to the organization.

Organizations that integrate policy and procedure communication into their system achieve improved quality, reduced training / turnover cost and more empowered workforce. Zavanta is an all-in-one solution that is used to capture, manage and share knowledge. Employees have 24/7 access to whatever they need to do their jobs in a better manner by using high-level of policy and procedure management software.