Those who are responsible for creating, updating and distributing policies know how difficult it is to stay on top of the multitude of tasks and changes. In addition, it's often difficult for policy owners to see whether policies have been read, understood, and approved by employees.
However, chaos is easy to avoid. A first step is the introduction of a life cycle that helps to establish a structure for dealing with policies. In order to process the policies efficiently, a digital policy management system is essential. It helps to maintain an overview and save time.
Here are a few policy management tips:
1. Centralize Your Policy Management
A digital policy management tool centrally manages all policies relevant to your employees as well as standards and process documentation. This allows you to keep track of all documents at all times. You can also link policies to each other or insert categorizations. Centralized management is not only beneficial for those responsible for policies. It also makes it easier for employees to find the policy they are looking for.
2. Standardize the Policy Creation Process
By storing templates in a policy management system, you standardize the structure and layout of all policies. Role and authorization management also simplifies collaboration between all those involved in policy creation (e.g. owners, authors, and approvers).
3. Reach All Employees with Just One Click
A digital policy management tool simplifies the sending of policies to new and existing employees. Once an employee has read and understood the policy, he or she can easily confirm within the system. A connection to your HR system ensures that your employees' data is always up-to-date.
4. Save Time Through Automation
Manually managing policies is possible, but time consuming. You can use a policy management system to automate policy versioning and archiving. Automatic reminders can also be stored in the system. For example, you can send reminders to employees who have not yet read and confirmed a policy. It is also possible to set reminders to update policies at regular intervals.
5. Measure and Increase the Effectiveness of Policies
With policy management software you can create complete and audit-proof reports on policy confirmation rates at the touch of a button. Improve your employees' understanding of the policy (and consequently the rate of compliance) by adding additional training material, such as tutorials or videos, to the policy management system.
A digital policy management system supports policy owners at every step of the policy life cycle. This saves time and improves the quality of your policy management.
EQS Policy Manager makes policy management a breeze. Learn more about the features and contact us.