How to implement an effective policy and procedure portal
Policies and procedures are an important part of your organisation, they help define the standard for employees and outline acceptable actions or processes throughout their business activities. Having your policies and procedures readily accessible for all employees will streamline operations and maximise efficiencies across your organisation. This is why it’s important to have a central location to store your policies and procedures, such as in a portal like FYB DocUControl, which enables your organisation to continue to operate most efficiently.
Read on to discover our top tips for implementing a policy and procedure portal and why you should adopt one in the first place.
Why implement a policy and procedure platform?
Implementing a platform to store your policies and procedures is easiest way to make them more accessible. Why? Because when your policies and procedures can all be found within a single location there will never be confusion on which is the most up to date document and where to find it. Providing a single source of truth for your team members will provide them with clarity to correctly and consistently complete tasks whilst ensuring your organisation continues to run smoothly.
Steps to implement an effective policy and procedure portal
Now that you know why to implement a policy and procedure platform let’s expand on how to implement an effective policy and procedure portal as there’s a few things to consider. Below outlines 3 steps so you can be well informed when it comes to implementing a new policy and procedure portal like FYB DocUControl.
1. Set clear categories and topics
Separating your policies and procedures into categories helps users navigate the documents to find what they need faster. By grouping your controlled documents into a selection of categories, users can quickly eliminate irrelevant areas so they can focus on the policy or procedure that is most relevant for them at that point in time.
2. Take time to add keywords
The title of a policy or procedure is only a small part of a document so it’s essential to incorporate keywords to help users find what they’re looking for. Take an ‘Annual Leave Policy’ for example, team members might be looking to ‘go on a holiday’ or ‘take time off’ and such searches won’t return results using just the policy title alone. Adding keywords such as holiday, time off, vacation day off, are going to enhance user experience when it comes to searching.
3. Automate the review process
No one has time to run through all your organisations policies and procedures at once to determine if an update is required. Automating the review process is going to save countless hours that team members can re-invest back into the writing new or updating existing policies and procedures.
