Virtually every feature in a content management application is designed to help you more efficiently manage your information and your processes, right? I was afraid that I might run people off if I wrote a post titled, “Take back valuable time with these 107 tools in policyIQ”. Rather than trying to share the laundry list of opportunities availed to you within the application, I’ll focus on a handful that you may not have top of mind.
Templates – carefully designed, can provide you with invaluable information
There really are an infinite number of ways that you can put Templates to work for you—that is because you can add any number of fields to track variables of your choice. Remember, we’re talking about taking back valuable time. It is important that you track information that will be worthwhile to know, refer to and to report on at some point in the future. It is actually counterproductive to track so many bits of information that you have a hard time sifting through and identifying the information that is truly valuable.
Several features that will help you to be more efficient were touched on in our “Ten best practices for setting up page templates” post from earlier this year. The seed that I want to be sure and plant today relates to your Template Fields. If, after you have implemented policyIQ, you find yourself still tracking some information in Excel or you still use email to track down updates, you could add fields that will allow you to make those tasks more efficient.
Some policyIQ administrators recognize that they can report on content in various workflow stages (Checked Out To Others, Awaiting Approval, etc.) to get an idea of the progress of the content development, process or project. If that’s not enough information, add a field that will help you to zero in on the more valuable or actionable details. For example, you could add a List-Drop down field called “Status” and include choices like “Feasibility”, “Planning”, “Execution/Production”, “Controlling & Monitoring”, and “Closing”. This would allow you to report on all projects in the Execution phase, for instance.
Bulk Changes – you don’t have to make those changes one at a time!
Did you know that you can make changes to attributes on multiple policyIQ Pages at once? Really, this is the beauty of having your information in policyIQ (I guess it’s one of the beautiful things). It is relatively simple to track information, realize that the business needs have shifted a bit, and make adjustments to the management of your information accordingly.
Virtually any place that you can present your Pages in the table, you also have the ability to highlight multiple items (hold down shift or control while selecting items) and select from the options in the toolbar above.
So, go ahead and track some new information on your lease agreements in the coming year. Assign relevant documentation to the new member of your Field Management team. Move forward with your plans to more efficiently manage your process content within more specific sub-processes or tasks. If you are unsure of the most expeditious method for making the changes, reach out to our support team—that’s what we’re here for!
Form Activities – enjoy instant monitoring capability
If you still have processes where several people have a deliverable (monthly account recs, project review, questionnaires to complete, a checklist of tasks to perform) and you’re managing these processes using e-mail, Word or Excel, we can help you to take back valuable time and to improve the reliability of information surrounding these processes.
We have a number of posts touting the highlights and utility of policyIQ’s Forms functionality. I want to point out one feature that is standardized and ready to serve you as soon as you put your process online: it’s called Activities. Once you have implemented any of these processes using policyIQ’s Forms functionality, you can instantly monitor the activities associated with the process—and in real-time! Before you accept or delegate the responsibility of performing the ongoing task of inventorying who has completed their deliverable and who has not, ask us to help you move the process online. You will realize hours of savings in the first cycle.
Reporting – keep processes moving by automating a number of manual tasks
I mentioned above that you can configure policyIQ to track virtually anything that is of value to you. The thing is, with any system that you use to house your information, the system is only as valuable as your ability to pull information back out and to make use of it! The policyIQ Reports module is your passageway to more effective management of your information, processes and people and, therefore, to big time savings.
Here are just a few examples of how one might employ Reports to become more efficient:
- Rather than devoting time on a routine basis to sifting through a stack of contracts or even an electronic folder with scanned agreements looking for those proposals involving commitments of $25K or more so that you can send them through the appropriate review channels, create a report and add it to your favorites. You will be able to zero in on those requiring your attention within a matter of seconds instead of minutes or even hours—and you won’t have to worry that you might have overlooked one.
- If it is important that you identify all narratives that were changed in the last reporting period, you don’t have to funnel them all through you and make the entries yourself. Simply run a report which employs filters for the appropriate content (the Narrative Template, in this case) and the specified time frame (Any Change between June 1, 2011 and August 31, 2011). A standing recommendation will be to add reports to your favorite reports if you find that you want to review similar information on a regular basis.
- Do you want to develop an action plan to follow up with all employees who responded negatively to the employee satisfaction survey, annual policy sign-off or 302 Certification? Done. Where the Form Activities can help you to instantly know who still has questionnaires outstanding, the reports module can give you quick access to the actual responses.
For more examples and information related to reporting in policyIQ, you can check out your online Help guide within policyIQ or use the Search feature to comb through relevant blog posts. If you’d like to dig a little deeper, I hope that you’ll join us in our training session (and earn CPE credit) on November 17th at 3p ET/noon PT where we plan to give attendees hands-on experience with the policyIQ Reports module.