The Streamlined Business Blog

SOP Communication Is Going Mobile – Are You Ready?

Almost every new client we talk to these days wants their employees to be able to view standard operating procedures and policies on any device. Unfortunately, most organizations already have pages and pages of documentation using a format that is suitable for 8.5 x 11 printed page, but not for online. For these organizations, moving to mobile is going to require a considerable amount of conversion work.

Can we use a wordprocessor to create SOPs and Policies?

The answer to that question is basically the same as the answer for: “is it possible to use MS Excel do our Accounting?”  You can, but it’s not really the best tool for the job.

Just as a specialized accounting program can help you manage and automate your financial functions, a specialized tool can make the creation and delivery of your standard operating procedures and policies easier and more user-friendly than a wordprocessor such as MS Word.

Mobile-ready content (the techie term is responsive design) automatically adjusts itself to fit on the screen. The same content looks good on large monitors, tablets, and phones – without the user having to do anything.  Links are easy to see – and press – with fingers on touch-screens.

Responsive design makes:

  • Images fit to screen
  • Eliminates the need for users to pinch and scroll to read text
  • Makes Buttons clickable on smaller devices and touch screens
  • Allows for navigation, drop-down menus
  • Eliminates the need for fixed headers, footers, and page numbers

Non-responsive online delivery requires users of mobile devices to scroll back and forth to read sentences, find links and access content. Words flow off the screen, links are difficult to find, and images take up valuable space on small screens.

If your goal is to go online or mobile, it’s a big mistake to simply upload documents designed for print “as is.”

The following illustrates this point. We took an actual SOP we found on the internet that was saved as a PDF.  (This is common practice in most organizations). Then, we tried viewing it on a smartphone. Displaying page numbers and the fixed footer block on every page doesn’t make sense for an online presentation and just take up space.  

 

The next illustration shows an SOP that was created in Zavanta as it looks on a phone and tablet.

The following shows a printed SOP that was created in Zavanta. Notice that the format used is optimized for print.

What you lose when you use a wordprocessor to create/maintain standard operating procedures

In addition to usability problems, there are things that you might want to incorporate that are just not possible or are very difficult to do if you are using a wordprocessor such as Microsoft Word.

You lose the ability to insert navigation menus, buttons, and links that allow users to quickly jump to sections within documents or to other places in the website.

Conventional documents created for print don’t work play well with search engines.

The format options are limited as well. Online/web technology lets you make SOPs more engaging such as displaying videos onscreen and adding audio.

Single-source publishing gives you the best of both worlds

This is the modern way to deliver content. From a single source, you can print documents, create PDFs (formatted for print), generate manuals and an online employee portal (website). This is the publishing method we’ve followed in our Zavanta Online application. Unlike DIY wordprocessing, there is ZERO formatting needed to create the various deliverables!

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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.

 

2. Cookies in use on this site

Cookies and how they Benefit You

Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

Our cookies help us:

We do not use cookies to:

You can learn more about all the cookies we use below.

Granting us permission to use cookies

If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however doing so will likely mean that our site will not work as you would expect.

Our own cookies

We use cookies to make our website work including:

Third party functions

Our site, like most websites, includes functionality provided by third parties. A common example is an embedded Vimeo video. Our site includes the following which use cookies:

Anonymous Visitor Statistics Cookies

We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology they are using (e.g. Mac or Windows which helps to identify when our site isn’t working as it should for particular technologies), how long they spend on the site, what page they look at etc. This helps us to continuously improve our website. These so called “analytics” programs also tell us if , on an anonymous basis, how people reached this site (e.g. from a search engine) and whether they have been here before. This helps us ensure that our Site is user-friendly. 

We use:

Turning Cookies Off

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies (For Chrome learn how to disable cookies). Doing so however will likely limit the functionality of our’s and a large proportion of the world’s websites as cookies are a standard part of most modern websites.

If you want to engage with us or request information that requires registration, you will need to have cookies enabled in order to sign-up.

 

3. Website Links

COMPROSE’s Site may contain links to other websites. While COMPROSE tries to link only to sites that share its high standards and respect for privacy, COMPROSE cannot take responsibility for the content or the privacy practices employed by other sites.

 

4. Personal Identifiable Information

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

However, if you are interested in our Software as a Service product Zavanta or want access to our educational and Sales information, we ask you to sign-up. The sign-up form asks for your contact information. We will use the contact information to get in contact with you about our product and services.

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:

The third-party services we use are following rigorous data privacy standards and are compliant with the EU data privacy regulations GDPR.

How long we keep your data

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
Zavanta Technical Support: support@comprose.com
Zavanta Training: training@comprose.com
Customer Service / Billing: admin@comprose.com

Data Security

All of the information you submit at our site is encrypted and stored safely in a database that is backed up nightly.

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.