1 in 3 do not have a plan!

The policyIQ team recently hosted a webinar presented by GRC analyst, Michael Rasmussen, focused on how to drive employee engagement through effective policy management and communication. During the session, we asked the audience: “Does your organization have a policy communication plan?” Remarkably, one in three respondents answered, “no”.

In recent posts, we have drawn attention to the potential hazards of NOT keeping your employees informed, trained, and certified. No doubt, some companies have learned a multi-million-dollar lesson on why it is important to build out a policy communication plan. In case your organization can relate to the third of respondents who identified with not having a formal plan, we want to share some ideas on how you can get started crafting your plan and reducing legal exposure right away.

What is the risk?

1 in 3 respondents reported not having a formal policy communication plan in place.

Are you having a hard time figuring out how to prioritize your policy updates? Consider, first, how your policies are related to your risk environment and what practices you must have in place to protect the organization from the top down. Next, you may wish to focus on the policies and procedures that you have in place to safeguard your organization: security policies and procedures. The next area in need of attention, depending on your type of organization, may be documentation related to ensuring that product, process, or service quality is delivered. If you have a quality system in place, you likely already have associated documentation on a regular cadence of review.

How will you know that all of these practices are actually taking place and operating as designed? You could also prioritize the documentation and routine practice of monitoring, from an operations and financial perspective. Auditing your business and finance functions will go a long way to provide assurance that you have the right practices in place.  

Can your organization provide evidence that your house is in order?

Who is the audience?

Retail store managers, truck drivers, accounting and finance personnel, nurses, IT project managers—there is a seemingly infinite list of roles in the pool of potential policy and procedure audience members. Rather than drafting policies and simply publishing them for broad access or distribution on the company’s intranet, you may want to take a step back and consider more closely, again, the level of risk associated with the documentation. Starting with your areas of greatest exposure, which of your employee roles would be impacted by the absence of the policy or documentation? Pay particular attention to those roles that are directly tied to your high-risk areas and critical controls.

How will you reach them?

The question, here, may be two-fold: What level of assurance does the situation demand? What media is most accessible to the audience?

Policies related to hours-of-service limits for truck drivers and anti-bribery policies for employees working in high-risk geographies may be among your top priorities as it relates to communicating your organization’s values and practices, but they certainly do not have the same work environment or access to information. An important step in your communication plan is the consideration of the level of assurance that the situation demands. Simply publishing some policies may be enough, but for others, it will be critical that you capture a receipt of your employees’ review, their attestation that they understand and agree to follow your policies, and some may warrant training and certification evidencing the employees’ understanding of the critical values and practices.

Can your training materials for efficient and repeatable distribution when possible, but be sure to bring employees in for training on values and practices that are mission critical.

If you want to better ensure engagement by your employees, you may also wish to consider whether the content requires live and in-person training or if delivery to your employees’ mobile devices will be satisfactory. Getting into the flow of what your employees do and see every day is the best way to boost the likelihood that they will see and interact with your content.

Next steps:

RGP’s own policyIQ is an easy to setup and use SaaS platform that can be leveraged to author, manage and share policies, procedures, links to training materials, certifications, and other related documentation on an employee’s device-of-choice. Click here to learn more about our policy management solution or reach out to us, directly! We are happy to help you see your data in a free policyIQ trial site.

And if all of this still feels like a lot to consider, you may wish to reduce your organization’s exposure sooner than later by bringing in a subject matter expert to spearhead the effort. RGP’s professional consultants can help to assess your organization’s documentation and lead the effort to map out and implement the execution of your policy management program and communication plan. Click here to be put in touch with an expert in your area.

Again, special thanks to GRC 20/20’s Michael Rasmussen for sharing his expertise with our audience (and us, too!). If you are interested in learning more from Mr. Rasmussen, we encourage you to check out his website and, specifically, his “Policy Management by Design” white paper.

Work Smarter – policyIQ On-The-Go!

IMG_3479We’ve all heard the phrase “Work Smarter, not Harder”.  We keep that phrase in mind with every release of policyIQ, as we try to make each version of policyIQ smarter than the version before.

In version 7.6, we’ve added an improved mobile interface, allowing easier and more functional access to policyIQ on your mobile devices.  When policyIQ recognizes that it is being used from a mobile device, it will adjust the settings and provide a different interface, allowing you to easily search, navigate, approve items or respond to forms!

Respond to Forms via Mobile Devices!

IMG_3480Probably the biggest change in the newest version of the mobile interface is the ability to respond to forms.  When issuing out 302 Certifications, Control Reviews, Risk Assessments, Policy Sign-Offs or other critical certifications and questionnaires, your employees can now review the information on their mobile device to quickly complete their certifications.  For those team members who are frequently travelling – or for folks without regular access to desktop computers – this is invaluable!

Mobile access has our clients buzzing!

IMG_3481In one of our early release notes review sessions, Donna McLean, Knowledge Manager at Surgical Care Affiliates, expressed her excitement about the mobile access.  Now that version 7.6 has been released, we asked Donna how she feels about the mobile interface:

I love it!  It will give me quick access to look up a policy reference for a facility that is in the throes of a survey, or an Administrator who needs to refer to an HR policy and is having trouble locating it, and I’m not sitting at my desk to do so.  I’ll be travelling in a couple of weeks, and I know that inevitably things will pop up while I’m waiting for planes and I’ll need to get to PIQ in a hurry.  It is nice to know that I can from my tablet or phone.

Have you hesitated in the past to add your certifications or sign-offs to policyIQ?  There is no better time than NOW.   Contact us about pricing to expand the number of users who have access to forms, or to get some help to set up your new process!

Season’s Greetings and Happy New Year from your friends at policyIQ!

Holiday Message

December 2014

Celebrating the season!

Greetings from the policyIQ Team! As the cold weather settles in throughout the U.S., our policyIQ team continues to bustle with activity through the winter Holidays. In place of our monthly newsletter, we decided to take a moment to reflect on the policyIQ “gifts” of 2014, our excitement over the coming version 7.4, and begin to build the anticipation for some cool new features on the horizon…

A Professional GRC Tool—kicked up a notch!

Our clients using policyIQ for Risk and Compliance activities, Audit, Policies and Procedures, Contract tracking (and more) saw the introduction of many new features in 2014 that are making them more effective and able to monitor work and make business decisions in a fraction of the time!

This year brought the introduction of Calculated Fields (policyIQ is doing “math”!) and welcomed the hotly anticipated Track Changes feature for policyIQ’s Rich (HTML) Text Fields. We added conveniences throughout the workflow of content including the ability to email more than one page at a time, automation with recurring email notifications, the ability to upload multiple files at once, and a place to track the conversation between reviewers and those updating content in the Comments Thread. Reporting was improved with the addition of new filters and the ability to select and display more information in the output, among other enhancements.

policyIQ also became significantly more powerful with features to support massive amounts of data in Supplier Surveys; providing immediate relief and an advantage for companies subject to the SEC’s Conflict Minerals rule.

Of course, there were lots of other features released in 2014—this is just a sampling. Check out the detailed rundown within the Release Notes. They are always available in the Support section of your online policyIQ Help manual.

New Year’s Resolutions for policyIQ:

We all know how busy this time of year can be. Speaking of which—wouldn’t it be nice to track Time & Expenses directly in policyIQ? The wait is not far off! policyIQ 7.4 will feature a Time & Expense module used to capture and track the hours and expenses associated with project tasks. We’re looking at you, audit professionals, and hoping to help you to more efficiently manage audits, auditors and to use the information for planning future audits.

Policy management professionals, contract reviewers, and those responsible for safety, training and disaster recovery will likely be happy to see our feature that keeps a version of content visible at all times (even while it is being edited). Users will never lose sight of content following v7.4.

We are forever pursuing features that keep you moving and create convenience within the flow of your everyday work. Along those lines, with 7.4, we are introducing the ability to schedule reports and the delivery of report results to any email address—no need to login to check on status or progress of work!

This next feature takes convenience in the flow of your everyday work to a new level: Up to this point, we have always been only a desktop-based application. While that remains largely true, we’re excited to be experimenting with a mobile-based version of policyIQ that would allow users to access a “light” version of their site. In this environment, users can respond to forms, read pages, and browse folders in a simplified user interface—great for policyIQ users that are on the go and need to take quick action in their site. More to come in 2015 on these exciting updates!

Thank you, everyone!

We have enjoyed a great year in 2014. A big part of our continued success comes from hearing your ideas for policyIQ, and working with you to take your business to the next level. We would like to extend our sincere thanks for your business and partnership.

Happy Holidays! This season, may you be blessed with laughter, peace and prosperity. We’re looking forward to continuing to build our friendship in the coming year!

With Warm Regards,
The policyIQ Team