How to Engage Your Employees with the Policies and Procedures of Your Business?

Many organizations spend countless hours and resources in developing their policies and procedures for ensuring a compliance environment. They expect every employee to get familiarized with their policies and to make an effort to uphold those guidelines. However, policy and procedure management may not be the topic of interest for all employees, especially for those who work outside the legal environment of their respective organizations.

How one can engage their employees and teach them the right approaches to achieve their policies and procedures? In certain cases, employees might not feel motivated to spend time reading and learning lengthy policies and procedures. It is critical for every organization to captivate and retain their employees’ attention for effectively managing their policies and procedures.

To ease the process, here are a few unique ways to help you engage your employees with your business policies and procedures. 

Analyze the Nature of Your Employees

The very first step your legal or compliance team should take before executing smart ways to deliver your policies and procedures is to evaluate the nature of your organization and the staff. You may have incredibly diverse employees in your organization. While some may feel encouraged to learn your policies and procedures, others may lack interest. Finding the ways your staff members will respond to your messages will help in creating methods to engage them well. 

Make More Presentable Information

Not every employee would like to spend the time to fully read through your policies and procedures. One way to engage them is to incentivize the process. Present the information in a more creative way to help make the reading process more fun for your employees. Adding quizzes, games, times, social learning or giveaways are some of the ways to encourage them to pay more attention. It will also give you a clear understanding of whether your information is well received or not.

Use Visual Technology for Interactive Content 

Adding videos, Infographics, and other visual materials into your content is a great way to engage your employees. Visual content can help segment the whole presentation, cover as much as you want, and make it more interactive. It gives employees an opportunity to learn piece by piece and to ask questions while reading interactive presentations.

These tips will help you create more engaging information by using your policy and procedure management software that will ensure regulatory compliance. 

Are Your P&Ps GOOD or Bad? Here’s the Definitive Test

Many companies have heated internal debates on this question: “Are our written policies and procedures (P&Ps) good or bad? “ How do you know?

Some people measure quality based on whether P&Ps exist and are physically accessible to staff, whether they are grammatically correct, or how they look. Criticisms range from “Our P&Ps are too long” “We don’t have enough pictures” “We need different fonts.” “Playscript format is best” “No, a flowchart is the answer.” “We don’t need details.” “We need much more detail.” and on and on.

When it comes judging to the quality of your policy and procedures manuals, it’s all a matter of opinion, right? Wrong! In this post, we show you how to tell OBJECTIVELY if your corporate policies and procedures are “good” or not.

The definitive test is how you answer this questions: Are we getting the PERFORMANCE results we want?

The term “Performance results” is a little broad, so we’ve broken it down into 7 specific areas relating to operations and training. If you answer YES to just one question, your standard operating procedures are either missing in action or need fixing and you are not getting the return you should for the time, money, and effort you’re spending on writing policies and procedures.

Diagnosis Checklist

1. Training Difficulties
   Does it take too long to get new employees productive? Do supervisors spend too much time answering the same questions? Is training inconsistent? (How are you training your people?)


2. Inefficiencies, Slowness
   Does it take too long to: Perform routine tasks? Open new locations? Take a business concept and “franchise” it? Implement major changes? Roll-out new systems? Launch new products?


3. Errors, Waste (Quality Control)
   Are people making too many errors? Do you have difficulty controlling the quality of service, products without a lot of labor and oversight.


4. Knowledge Retention
   Are there areas where you would be at significant risk or project failure if your STAR performer or consultant left today? Are best practices in peoples’ heads? Are your “experts” overwhelmed by people constantly asking them for help?


5. Inconsistency / One-offs
   Are work processes inconsistent? Is there a significant variance in how one person performs a job vs. another person? Do people often re-invent the wheel?


6. Fire-fighting
   Are managers spending too much time fighting fires, dealing with mundane issues, instead of mentoring employees and focusing on innovation?


7. Regulatory Compliance / Liability Risk
   Are there areas of exposure? High risks? Are Board Members signing off on policies they aren’t reading and don’t fully understand?

Anyone of these issues by itself is serious. The financial impact could be costing you tens of thousands of dollars (or could possibly even you out of business).

A “good” P&P system is the most efficient and least costly way to alleviate these problems, so if you still have them, whatever you’re doing (or not doing) isn’t working. Here’s the bottom line.

If people are USING your corporate Policy and Procedure manuals and achieving the expected results with minimal supervision, then you get an A+. If you have operations, quality, and training costs under control and down to a science, then whatever you are doing is working. If you have a systematic and sustainable way to transfer the best practices of your star performers then BRAVO.

That’s the true test of whether P&Ps are GOOD or not. Nothing else really matters.

Through our Operations Mapping approach and Zavanta software, COMPROSE helps our clients design their policy and procedure systems that meet this test. 

Source: https://www.comprose.com/are-your-pps-good-or-bad-heres-the-definitive-test/

5 Ways to Finally Get Your Procedure Manuals Done

We’re amazed at the number of people who really want to develop better standard operating procedures for their organization, who clearly understand the benefits of standardized procedures and who even have management mandates and funded projects to develop or update their policies and procedure manuals. But–despite all that–never manage to actually do anything about it. They have good intentions. They hold meetings. They discuss requirements. Sometimes, they even open up the word processor. But that’s as far as they get. Momentum grinds to a halt. Years can go by with no usable results.

If this sounds familiar, maybe you need some better strategies to get back on track.

Here is a list of 5 Simple Strategies that work to break the logjam and finally get your procedure manuals to project off the drawing board and across the finish line.

1. Start Small
   Don’t try to do everything at once–you’ll get overwhelmed. Instead, pick just one key task or operating process. Develop just that content and then publish it and start getting feedback. You’ll get a quick win. Then go on to the next area, and the next, piece by piece in bite-size chunks.
   
   
2. Divide and Conquer
   Many hands make light work. To cover a lot of ground rapidly, involve a large pool of subject experts to contribute first drafts. Then edit their work. Each person has only a small part to do, but the combined effort gives fast results.
   
   
3. Set Goals
   There’s nothing like a deadline to provoke action. If your CEO demands that the Operations Manual be done by October, you’ll figure out a way to get it done. So, if you’re stalled because there is no external deadline, set one and stick to it.
   
   
4. Learn from the Experts
   Sometimes projects bog down because the task is new and your team lacks experience and confidence. Consulting a third-party expert can often jumpstart your momentum. Consider a staff training or enrolling your team in some educational webinars.
   
   
5. Get the Right Tools
   If your project is stalled, the problem might be that you lack the right system. Traditional word processors and general-purpose software have proven cumbersome, ineffective and costly for creating and updating effective corporate Policy and Procedure manuals. Investigate if there are better tools for your needs. COMPROSE invented Zavanta software to provide a faster, better way to get high-quality results.

Source: https://www.comprose.com/5-ways-to-finally-get-your-procedure-manuals-done/

Top 5 Main Benefits of an Online Policy Management Software

1. Automate Document Workflow  
   Centralizing and automating the document workflow is considered by many to be the most beneficial aspect of Policy and Procedure Management. The entire document workflow- form creation and import, to edit, review, publish, revise, and archive- can be automated. In a paper base environment, each of these steps creates opportunities for paper documents to be delayed, or worse, lost altogether. Once organizations discover they no longer need to manually gather and collaborate on multiple edits, reviews, etc., they will never go back.
   
   
   
   
   
   
   
2. Centralize Repository of Documents 
   Are your policies, procedures, and other business-critical documents easy for all your employees to locate? Are certain documents stuck in certain files- perhaps on a desktop or filing cabinet- that could cost your employees time or access to the document altogether? Having a personalized, easy to access, an online repository of your documents- that can easily be searched- allows your employees to have the information they need when they need it.
   
   
3. Eliminate Paper Chase 
   Let’s face it, paper document management is a thing of the past. Numerous studies show that the cost of storing paper files, and implied labor cost of retrieving those files can be thousands of dollars per employee per year. Thousands. The implementation of an online policy management software might cost less than one or two employees worth of cost savings- just on the paper chase.
   
   
4. Detailed Audit Trails 
   As businesses are hit with more and more regulations, the implied risk of litigation goes up. Having a detailed audit log of the activity happening within your organization can protect against the risk of lawsuits, penalties, and fines. While protecting against a "what if" scenario is never something that will get people jumping for joy, you bet having an audit trail is of utmost importance if lawsuits, audits, or disputes were to unfortunately arise.
   
   
5. Up to Date Global View of Compliance 
   An online Policy and Procedure Management Software will allow you to know who has read, signed off on, and understood (via testing) your policies, procedures, and other business-critical documents. Not only can this information protect against litigation (see #4 above), but it can elucidate the entire organization's policy and procedure compliance. Knowing who has read, tested, and signed off on policies and procedures- and who has not- allows organizations to make critical judgments and corrections.

Policies and Procedures in the News – CDC – Ebola – Anthrax

Policies and Standard Operating Procedures show up in the headlines from time to time, and rarely in celebration of polices and procedures well implemented. But recent headlines  regarding the break down of communicating safety protocols at the Center for Disease Control (CDC) have been persistent–and more than a little alarming. And what first appeared to be an isolated incident where anthrax (!) was mishandled is emerging systemic failure. From improper storage, including zip-lock bags and unlocked refrigerators to transportation issues, the lax standards have put the CDC squarely in the public eye and called to a congressional subcommittee to explain. Fortunately, at this stage it looks like no one has been infected.

While most of us are not handling and storing infectious diseases (thankfully) there is a big take away from stories like these.

1. Having a good system, complete with clear SOPs and a means for the conveying them and essential element of a well-run organization.
   
   
2. Taking a step back from time to time to assess and look at the bigger picture is a worthwhile exercise It can help identify gaps and places for improvement.
   
   
3. Understanding the importance of compliance to your business can help you identify ways to integrate it into daily practice and help create streamlined operations that meet both regulatory and business goals.

Zavanta software is specifically designed to make writing GOOD procedures fast and easy! If you’re unfamiliar with it, check it out. For more information about Policies and Procedures Software Visit our website. 

Source: https://www.comprose.com/policies-procedures-in-the-news/

What’s the Right Level of Detail for Procedures and Work Instructions?

Two common mistakes people make when writing policies and procedures involve opposite sides of the same coin—Not enough detail or Too much detail.  Some policies and procedures fail because they are so vague and generic that people can’t use them.  Other policies and procedures are so long-winded and complex that people can’t follow or understand them.

If your goal is writing policies and procedures that get read and used, you need to find the right balance between conciseness and completeness. “Completeness” doesn’t have to do with how long the policy or procedure is. The best test for completeness is how usable the information is. Does the document contain enough information so the reader can perform the task safely and correctly—but no more than the task requires?

You can tell that you have included the right level of detail when the least experienced, trained user can safely perform the procedure as written without needing to ask questions.

To achieve this balance, writers should focus on the “Need to Know” information and leave out the “Nice to know” information. “Need to know” means just the information required to safely and efficiently perform the task.

So, what if one person’s “Nice to Know” information is another person’s “Need to Know” information? What do you do then?  You can get the best of all worlds and get the most value from your Operations Manuals, or Policy Manual by designing your content to provide DRILL DOWN access so each reader can access the level of detail he or she needs at a given time.

Operations Mapping techniques and Zavanta software are specifically designed to help you achieve the right level of detail in your content and allow easy drill down for maximum effectiveness.

Source: https://www.comprose.com/whats-right-level-detail-procedures-work-instructions/

4 Essential Tips for Ensuring Policy and Procedure Compliance

For over 30 years COMPROSE has worked with organizations across all industries — commercial banks, credit unions, hospitals, labs, government agencies, non-profits – just to name a few.  Although specific regulatory and certification requirements may differ, all industries share the pain of creating and managing policies and procedures required for regulatory compliance.

If you are outside the compliance world, you may be shocked to learn that many organizations have entire departments dedicated just to compliance. In these organizations a large chunk of budget and staff time is spent just on getting documents reviewed and approved.

No one WE know has ever said “Hooray, it’s time to review this year’s compliance policies and procedures!”

It may not be possible to transform policy and procedure compliance into something that’s on everyone’s “favorite to do list,” but there are steps you can take that will make the job easier and less painful.

Below are 4 proven tips that can help you tame the compliance monster and keep the regulators happy.

# 1. Focus on Quality Content.

If you’ve ever read any of our articles or blog posts, you already know that we truly believe that content quality trumps everything else. Unfortunately, content usability is something that’s difficult for many organizations to get right.

But the effort and focus on it is well worth it.

Employees who have access to clear policies and procedures perform better than those who don’t.

But here’s something most people don’t think about … Better content makes your Reviewers’ and Approvers’ lives easier too!

Why do most managers require constant nagging and put off reviews until the last minute?  Why do employees invent ways to “check off the box” on content they’ve never really read or understand?

If you’ve ever had to dive into a 100-page document that’s incomprehensible and unreadable, you know what we’re talking about. Are you clear on what you’re signing off on?

Better content makes auditors happy and bolsters their confidence in you. Audits are easier, less costly.

Even in a world with hundreds of document management products, slick looking websites and search engines, all this technology doesn’t do any good if people don’t understand the content itself or it takes forever to get through it.

#2. Make content accessible online on any device, but don’t forget paper.

The modern way to deliver policy and procedure content is through an engaging online experience, but don’t forget that some people may need or even PREFER paper. It’s important to keep your audience in mind. The system you use should enable you to easily deliver content in the way your audience wants it — WITHOUT all the pesky reformatting.

#3. Automate, but make sure the technology doesn’t get in the way.

Utilizing a single application that handles all phases of the policy and procedure life cycle is far superior than doing these tasks manually or cobbling together multiple systems.

Automation features such as review/approval workflows can significantly save everyone time and frustration, but make sure the technology doesn’t get in the way. Tools that require extensive set up time and complex procedures to operate often die on the vine because they don’t get used. We’ve seen companies waste thousands and millions of dollars this way.

Again, think about your audience. Is a high-level Executive going to be scared off by tons of features thrown at them?

#4. Avoid re-inventing the wheel for every new law or regulation that comes along. 

We see this all the time. Over time, policy and procedure content has been cobbled together and evolves in a haphazard manner.

So, when a new law or regulation comes along, the company reinvents the wheel, starts over.

Or, one area of the company has developed content that could be re-purposed, but no one in the other departments knows about it.

You get the picture.

Everyone does their own thing. Operating this way is wasteful, error-prone, and a sure-fire way to fail an audit.

Best practice is to utilize a single system and create an information architecture that is modular, easy to change. This is best done early, at the beginning. Think of your policies and procedures as a living, breathing “system”, not the old-style static documents or a one-off project.

If you practice this approach, your policy and procedure content can simply be tweaked and changed as the regulatory environment changes.

Source: https://www.comprose.com/4-essential-tips-ensuring-policy-procedure-compliance/