It goes without saying that, with any new process or system implementation, incorporation of a change management plan is of critical importance. I could write 10 blog posts on change management, but I’ll start by narrowing the scope of this post to how you can help your employees more readily adopt policyIQ by optimizing their experience.
Think about the various groups of individuals who will access your site and what each is seeking or aiming to accomplish. Then, consider how you can give them a break and take as much of the burden off of them as possible.
The simplest and most obvious area that you can address is utilization and promotion of the Dashboard tools. We’ve written a number of posts about the policyIQ Dashboard in the past. I’ll let you look to these previous posts for the details, but summarize here that the intention of the Dashboard is to help your policyIQ users—whether customers, vendors, line staff, technicians, managers, generalists, or members of the Board of Directors—arrive in one-click at their desired destination.
So, if you are expanding your use of policyIQ to a new area of your business, consider what the new audience will experience and help them to pick and arrange the Dashboard panes that will provide the most pain-free transition to your new use of policyIQ.
We also want to talk to you about things that you can do as you configure your site
Of course, it makes sense to employ the various security features of policyIQ to meet your information management needs. Additionally, we recommend that you consider these configuration options to optimize the experience of your business teams that have to use policyIQ:
Grant Users appropriate site access
This one sounds like a no-brainer, but we have seen several examples where users are assigned a higher level Role than necessary or are placed in an overarching Group so that they will most assuredly be able to access the materials they need. It really is worthwhile to configure a Groups and Users structure that is a reflection of your organization (locations, departments, positions, yes—but also task forces, project teams and other temporary assignments). If you have a representative structure, then you can put people where they truly belong and more easily assign appropriate Administrator, Editor, and Viewer rights at the Page level as well as appropriate rights to Folders, Questionnaires, and Reports.
Specify appropriate access to content
Along these lines, it would also make navigation of policyIQ easier for those who add new pages if you would specify only those groups who should be adding pages as the “Content Creators” in relevant Templates. This way, the users will only have those Templates available to them in the Create And Edit module.
Likewise, make sure that only the appropriate users are able to view specific Pages and Folders. By limiting the user’s view to just those Folders and content that you want them to see, you are descreasing the probability that they’ll make an inappropriate guess and land in the wrong place (therefore looking at the wrong content or at no content at all).
As you set up your policyIQ site and write out procedures that are specific to your organization, consider the influences on your users’ experiences. We’ve listed some of the biggies here. Are there others that you’ve found to be critical or rewarding? Let us know what they are–we welcome your comments below.