The Streamlined Business Blog

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.

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Zavanta Streamlines Policy and Procedure Compliance  

Real life examples speak for themselves. Using Zavanta:

  • One manufacturer was able to avoid (2) multi-million dollar lawsuits by PROVING they had necessary safety policies and procedures in place.
  • Another client was able to become ISO registered in half the time it normally takes
  • A community bank was able to overcome numerous citations and create a policy and procedure system that their auditors praised.
  • An e-commerce services provider said their auditors commented that their P&P “were the best implementation of Policy and Procedure documentation they had seen anywhere.”

Zavanta is specifically designed to address the challenges discussed above by seamlessly integrating planning, structured authoring, content management, and the deployment of policies and procedures into a single easy to use tool.  

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Privacy Policy

Updated May 25, 2018

 

When you browse our website or register to access our resources or contact Sales, you’re trusting us with your information. We take our data privacy responsibility seriously and work hard to protect your information.

This Privacy Policy is meant to help you understand what information we collect. We explain how we collect it and how you can update, manage, export, and delete your information.

 

1. Visitors to comprose.com

You can visit our website without telling us who you are or revealing any information about yourself. Our web servers collect the domain names, not the e-mail addresses, of visitors.

In general, we gather information about users of the Site collectively and anonymized in order to determine, for example, which areas users access more frequently and which materials users access the most.

This information helps us to determine what is most beneficial for our users, and how we can continually create a better overall experience for our users by improving the content of the Site.

There are times however, when we may need information from you, such as your name and address. Customarily, the personal information COMPROSE obtains is used only to respond to inquiries, to process orders, for product registration, or to allow us to email you information about our product and services.

We may also ask you to voluntarily provide us with information for market research such as, your interests, demographics, and experience with our products.

 

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We do NOT collect any personal identifiable information if you are simply browsing our website.

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If you consent and send us your contact information, your data will be shared with the following third-party services:

We are collecting and storing the following personal information from you:

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If you have requested access to our Resources (feature videos, articles, white papers) we may from time to time send you emails.  We are constantly improving our product and publishing new content. You may opt out of our email campaigns at any time.

If you have signed up for a Zavanta trial, if you decide not to become a customer, we ask for your explicit consent to keep your contact information for future reference.

 

5. How to exercise your data rights

We are compliant with the EU data protection regulation GDPR. We are only collecting your contact information for our sales process. If you want to update, view, or delete your contact information please contact us at:

COMPROSE, Inc.

1-800-719-8964 | (314) 968-9977
9648 Olive Boulevard, Suite 205
Olivette MO 63132 USA

Sales & Marketing: info@comprose.com
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Changes

If at any time COMPROSE changes its privacy commitment, COMPROSE will post those changes here so that you will know what information COMPROSE gathers and how COMPROSE might use that information.

We will not reduce your rights under this Privacy Policy without your explicit consent.