Corporate Policy and Procedure Management Development Stages
Although the main objectives are always pretty simple, policy and procedure management is a complicated task and often times can be difficult to fully grasp and understand. Keeping up with your company’s commitment to compliance is usually the first objective, properly training your employees being another and last but not least, doing all of this in the most productive manner possible is yet another objective for this lengthy task. Without the help of modern methods, software applications and other useful management tools creating company policies and procedures can definitely be a tedious, labor-intensive process for all parties involved. With that being said, it’s obvious that the method or approach used to tackle such a daunting chore is almost just as important as the task itself. Sure, there are plenty of ways to view the policy and procedure management process but when each phase is examined individually the task becomes much more relatable overall. The more relatable something is the better you understand it’s key components thus enabling one to fully capitalize on the opportunity. How can we make policy and procedure management more relatable you ask? Simple. We’ll relate it to something virtually everyone can understand.
Policy and Procedure Management- A Lot Like Dating
Yes, that’s right the three stages of policy and procedure management are a lot like dating. Who knew, right? Both scenarios can be funneled into 3 phases or œstages and then focused on individually: Creation Distribution Acknowledgement policy creation
The Creation Phase: Planning, Drafting and Reviewing
All successful relationships and policy management processes had to start somewhere. It was in the beginning that the strong foundation for the future was created so naturally, we’ll start there.
The First Move
This is where company policies are planned, brought to life and reviewed before distributed. It is essential that all policies and procedures are properly planned in accordance to regulatory compliance regulations and industry standards. This due diligence ensures the future of your company and idealizes long term goals. It’s pretty simple; you are planning for your company’s future and setting up employees for success. Taking the time to plan your company’s œfirst move toward policy and procedure compliance is a lot like the serious contemplation that goes into planning a flawless pick up line. Finding the perfect approach is just as important here. The way things unfold in this stage determine the outcome and future of your efforts.With sweaty palms, a stomach full of butterflies, and a smooth introduction of course, you set your self up for success. œThe Picture-Perfect First Date From a compliance standpoint, this phase is also where the policies are skillfully crafted and procedures are carefully outlined. The act of creating company policies is just as crucial as planning the perfect first date. During the creation of policies it is essential that all boxes are checked and every requirement is met but doing so is no easy task. When it comes to first dates, and doing them right, creativity and out-of-the-box thinking is key. Although previous methods may have worked in the past, it doesn’t mean it’s the best method to use now. The same thing can be said about the policy and procedure management process, your out-of-the box thinking and the adoption of new methods can make all the difference in your company’s commitment to compliance. Utilize new compliance software solutions that offer different collaboration tools and unique features such as audit trails to make communication and drafting simple.
Learn more about how to manage Policies and Procedures on Microsoft 365 SharePoint by reading our Whitepaper: Leveraging Microsoft Office 365 for Policies And Procedures Management.
Last Minute Polishing – One Last Look Before You Hit the Door:
Once policies and procedures are drafted, they are distributed to administrators for review and approval. We like to think of this last minute policy polishing as the final touches before the perfect first date. It’s one more quick glance in the mirror before you head out the door. It’s applying your favorite shade of lipstick or shining your best shoes in effort to top off all of your hard work. Making the most of each stage has lead you to this point so why stop now? Don’t be afraid to explore new policy management methods and uncover their unique tools. Certain methods, such as policy and procedure software templates offer unique features that can take your process to the next level.
The Next Step:
Like in most healthy and sustainable relationships, the policy and procedure process needs to progress to the œnext level. After careful planning, drafting and reviewing for approval the newly-founded company policies are ready to be introduced to those whom possess the greatest influence on the future outcome. From a dating standpoint, this step is equivalent to introducing your partner to the people you cherish the most in life, those who have seen you at your best and loved you through your worst. These are the people who know you better than anyone so naturally their opinion carries the greatest value.
Meeting the Parents:
For a lot of people these influencers go by the name œMom and Dad and introducing anyone into this tight-knit clan comes with great regard. The simple notion of œmeeting the parents carries a stigma and symbolizes the seriousness of this new individual’s role in your life. Essentially, this introduction demonstrates your willingness to take another step towards commitment. Compliance is no joke. Quite frankly, it shapes the livelihood and future of most organizations today and must be integrated appropriately in order to ensure adherence and protection. In the policy and procedure process company employees possess the greatest influence. By introducing them to new company policies you are also introducing (or reinforcing) the serious role compliance plays in the day to day functioning of your organization. Overall, this symbolizes one more step your company is taking towards its commitment to compliance.
First Impressions are Everything:
How you introduce your new romantic interest to the influencers in your life (Mom, Dad, best friend, etc.) can make all the difference. Treat this step with respect and make sure it’s done right-that’s the only way to get the outcome you’re hoping for. Leaving the introduction up to your Facebook wall and the changing of your relationship status may not signalize the seriousness of your courtship. The same goes for policy and procedure distribution and your company’s commitment to compliance. Get serious about how you share that commitment both internally and externally. Review your current process and research how you can take more organized, structured approach. Exploring new policy management methods can help you make the most of the distribution process. Utilizing policy management software with notification capabilities keeps document owners up to date on all upcoming policy renewals thus enabling prompt distribution. You don’t have to sacrifice efficiency and ease of use when it comes to distributing company policies and procedures. Find new software methods that offer seamless integration into an existing program such as a SharePoint policy management software template. This method is built upon your existing SharePoint platform which establishes one centralized portal and heightens organizational capacity.
The Ultimate Commitment:
Once you’ve created, reviewed and distributed company policies and procedures you have reached the last phase of the policy life cycle. In the dating world, this is equivalent to the œfinal step, or the œultimate commitment. After establishing your relationship and meeting the parents, the final and most important step emerges. Unfortunately not every relationship is destined for marriage and not every policy draft will make it through to distribution and acknowledgement.
Just as the first two steps of dating help pave way for marriage, this life cycle prepares the well-designed and compatible polices for the ultimate commitment; policy acknowledgement. As an individual phase, Policy acknowledgement holds a lot of power; it establishes the final level of commitment in your œrelationship to compliance. This step in a relationship can œmake or break its future entirely. The œOle Ball Chain Method If you’re ready to progress to the next stage in your relationship, the method in which you do so becomes increasingly important. Once the desire to take the œfinal plunge is in place, evaluating appropriate methods takes center stage. After all, you wouldn’t propose to your girlfriend over a ham sandwich or through a text message now would you? When properly introduced to policies and procedures employees not only have the ability to ensure the future of the company but the power to distinguish its competitive advantage as well.
Employees that adopt a proactive approach to learning and implementing policies and procedures can improve overall company performance. Knowing the appropriate actions to take in any given scenario reduces the number of non-procedural risks and can even lead to better customer service. This makes selecting the best policy management method more important than ever. How you introduce company policies and procedures can make all the difference. Utilizing policy and procedure software that provides features such as custom quizzes ensures that your employees not only reviewed the policy but were actively engaged with the content as well. Happily Ever After Implementing a new policy management method that offers online access to training could drastically impact its effectiveness. Everyone thrives in different learning environments and progresses at their own pace. Applying a œone size fits all traditional training method to every employee cannot guarantee the maximum level of absorption and acknowledgement. Online-based training portals provide employees with convenient access and flexibility thus increasing the likelihood of a more proactive approach to implementation. An adaptable training method increases employee engagement and expedites the learning process all together. Ensure that your company and compliance live happily ever after by evaluating the most efficient training methods for your specific needs. Don’t be afraid to explore the best options when it comes to taking the next step-your future could depend on it.
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