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Bye Bye Policy Chaos: How Digital Policy Management Systems Can Help You

How a digital policy management system can help you manage and communicate your workplace policies.

by Moritz Homann 3 min

    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.

    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.

    The complete guide to policy management

    How to effectively create, implement and communicate compliance policies and measure the success of your policy program – for everyone who is responsible for Compliance policies in their organization

    Download now
    Moritz Homann
    Moritz Homann

    Managing Director Corporate Compliance – EQS Group | Moritz Homann is responsible for the department of Corporate Compliance products at EQS Group. In this function, he oversees the strategic development of digital workflow solutions tailored to meet the needs of Compliance Officers around the world.