Declare this “time for a fresh start” and get organized!
Is everyone stirring and antsy at the thought of kids running out of school, hooting and hollering, and throwing papers in the air? Well, I’m a momma and my kiddos have been off kilter and frazzled with anticipation of summer break for at least two weeks! One of our practices that we carry out a couple of times each year—and every year at this time—is to clean out backpacks, cubbies, bookshelves, and the desks at school and at home. We organize items into the “this will be useful in the coming year” pile, “keep forever in the scrapbook” pile, “how in the world did this get in here?” laundry pile, and into the “recycle/retire to final resting place” pile. They are super anxious to run off to their friends’ houses, ride bikes, or dive into their latest Minecraft creation, but mom forces them to hit the skids until they have completed this chore.
Having a clean slate and getting organized for a fresh start in the next life chapter is one of our strategies for setting ourselves up for success. They might grumble and sulk for a short time, but they’ll thank me for these habits one day. That’s my hope, anyway.
Being disciplined about hitting the pause button and making time to lay the groundwork for future success is not just a chore for school children and moms. You’ll hear the same guidance from the policyIQ team as you embark on your goal to better manage your Governance, Risk, and Compliance initiatives.
Take time to organize content and users.
One of the most obvious benefits of policyIQ is that you can be up and running—actually using the tool in your organization—on the same day that you submit your order form. Our recommendation, though, is that you tap the breaks a bit and set up your site in a way that more likely ensures your long term success. The fundamental questions to consider for any policyIQ implementation are:
- What are we planning to capture or manage in policyIQ?
- Who needs to have access [and what type of access do they need]?
- How can we organize information in a manner that is intuitive to our users?
Thinking of the overarching goal of the initiative or documentation and considering how the pieces of documentation may be broken down and related to adjoining processes will give your team the flexibility to home in on specific details for analysis while also overseeing completeness and performance at a high level. If you’re drawing your plan on a whiteboard and feel the need to branch off into several related items, that might be an indication that you could design more than one template to capture the different types of documentation.
Similarly, taking the time to create an organization chart, so to speak, that logically accommodates all of the hats that are worn by your policyIQ users will go a long way to simplifying access to policyIQ content going forward. Creating groups for Control Owners, Asia-Pac Approvers, 302 Respondents, and the Board of Directors, for example, makes it easy to ensure accuracy while minimizing maintenance as employees move into new roles within the company or new employees are brought on board.
This org chart does not have to match a traditional org chart with departments and position titles. That hierarchy might be a part of the structure. A tip that makes life much easier, when it comes to maintenance in the future, is to consider the other hats worn by your employees. Is the Business Unit Manager also a Process Owner or a Control Owner? Does she respond to 302 Sub-certification Questions? Does she lead any committees or projects? If those initiatives are managed in policyIQ (and they can be), then it will help to have the roles of all the players represented in your Groups structure. With a well-planned group structure, only the users require adjustment when there is turnover, not all of the documentation and responsibilities of the people coming and going.
Do you feel like you don’t have time…to save time??
That’s the perfect time to contact us! There is a standard policyIQ configuration for many GRC solutions and the experienced implementers on the policyIQ team have helped hundreds of companies to set up policyIQ for various solutions. We can help you to get started—or re-started—quickly. If you’re strapped for resources while the organization is trying to squeeze in a change in process or shifting from manual processes in Word, Excel, and email to a centrally accessible cloud solution with workflow management tools and you just don’t have time to really focus on the effort to save time, then let us put you in touch with a subject matter expert who can help you with the design of your Risk Management or Compliance or Audit process, or our professional consultants can lead your project team, or they can take on the lion’s share of the work to transition documentation. We can help you to assess your needs and close the gaps.
Happy Summer Break!
We hope that you enjoy some fun time with family and friends this summer. Let us know where we can support you to work more efficiently and more effectively to help free up some time.