Automated policy approval workflows offer several benefits that can significantly enhance the efficiency and accuracy of policy creation within an organization. Here are some of the key advantages:

1. Increased Efficiency: Automation speeds up the document approval process by eliminating manual steps. This results in quicker turnaround times for document approvals.
2. Reduced Errors: Automated workflows minimize human error, ensuring that documents are processed correctly every time.
3. Enhanced Traceability: Every step in an automated workflow is recorded, making it easy to track the progress of a document and review its history.
4. Improved Compliance: Automation helps in enforcing consistent application of business rules and policies, which is essential for regulatory compliance.
5. Better Accountability: With an automated system, it's clear who is responsible for each step of the approval process, leading to increased accountability among team members.
6. Cost Savings: By reducing the time and resources needed for manual approvals, companies can save money and allocate those resources elsewhere.
7. Streamlined Communication: Automated notifications and reminders keep all stakeholders informed about the status of document approvals, reducing the need for follow-up emails and meetings.
8. Scalability: Automated workflows can easily be scaled up or down to handle varying volumes of documents without a significant increase in effort or resources.
9. Enhanced Security: Sensitive documents are better protected with automated systems that can include permissions and encryption, reducing the risk of unauthorized access.
10. Data-Driven Insights: The data collected from automated workflows can be analyzed to identify bottlenecks and improve processes over time.

By implementing an automated document approval workflow, organizations can realize substantial improvements in productivity, reliability, and decision-making.

How to create a policy approval workflow in Power Automate

1) Plan your policy storage

Firstly, decide where you want to store your policies and documents. Ideally you want to have one place for draft items and a separate place for the final approved versions. By doing this you will be able to keep draft/work in progress separate from the finished article so you will never get them muddled up.

Our flow will begin when a policy is finalized and needs final approval before being issued to relevant employees or staff. It doesn't matter how you have created your policy, the important part is that, once it is ready, you upload or save it into the Policy Library used to trigger the approval flow.

Creating policy review reminders in Office 365

You might want to set up a reminder process to ensure you don't forget to review a policy. However, creating reminders for starting a policy review process can bring many benefits, including: 

Ensures Compliance: Regular reminders help ensure that policies remain compliant with current laws and regulations. This in turn reduces the risk of legal issues.

Updates and Relevance: It allows for timely updates, ensuring policies are relevant and reflect the latest industry standards and organizational practices.

Improves Efficiency: By scheduling reminders, organizations can streamline the review process, making it more efficient and less likely to be overlooked.

Enhances Accountability: Reminders help assign responsibility for policy reviews, ensuring that designated individuals or teams are accountable for maintaining policy integrity.

Facilitates Communication: Regular reviews and updates can improve communication within the organization, as changes are communicated and understood by all relevant parties.

Risk Management: Keeping policies up-to-date helps identify and mitigate potential risks, contributing to a safer and more secure organizational environment.

Creating a reminder in Office 365

First, navigate to the SharePoint list or library that contains the items you need to set review reminders for. If you don't already have a expiry date column, then create one using the " + Add Column" option.

Next, click on Automate > Set a reminder > Expiration date.

A pop up on the screen will open to check your Office 365 credentials. Wait a few seconds to ensure you have the necessary permission and licences to create the workflow. Click Continue if everything is ok, or see your SharePoint administrator if you get errors.

Click "Continue" when you are ready to proceed.

Next, give your flow a unique name and set a timescale for when your reminder should be issued. Remember to allow enough time before your update deadline to complete all of the necessary reviews and updates.

Click "Create" to finish. You will receive a confirmation message stating that the reminder has been created. 

Note: There are several things to note about this functionality

• This reminder flow will be applied to all of the documents in this library. You therefore need to make sure that all documents needing a review have an expiration date.
• This is your workflow, so only you will receive the email reminders. Other members of your team would need to set up their own workflow as well if needed.
• Advanced features (like adding others to the workflow) can be added in the Power Automate logic.

What happens when the flow runs?

In my example, 45 days before a policies expiration date, you will receive an email similar to this:

I hope this post helps you ensure your policies all benefit from regular reviews and no policy is forgotten about. If you'd like to improve the process of ensuring your polices are read and acknowledged by relevant employees then see below.

Implementing effective healthcare procedures is an ongoing process. It requires careful planning, continuous monitoring, and a commitment to excellence. By following this comprehensive checklist, healthcare organizations can ensure that their procedures are not only effective but also adaptable to the ever-changing landscape of healthcare. 

Remember, the goal is to provide the highest quality of care to patients while maintaining operational efficiency and regulatory compliance. Continuous improvement should be at the heart of every healthcare organization, ensuring that procedures evolve to meet the needs of both patients and providers.

These issues are considered in a deep dive discussion created by Google's NotebookLM from our blog post entitled The Ultimate Checklist for Implementing Effective Healthcare Procedures. If you prefer to listen rather than read, then we hope you enjoy this.

Organizations face challenges in ensuring employee compliance with company policies, which can lead to data breaches, legal penalties, and reputational damage. To enhance compliance, companies should educate and train employees regularly, simplify policies for better understanding, and leverage technology to automate compliance monitoring. Additionally, fostering a culture of accountability, using clear consequences for non-compliance, and implementing role-based access control can significantly improve adherence to policies. Regularly reviewing and updating policies, creating incentives for compliance, providing feedback mechanisms, and conducting regular compliance audits are also crucial strategies.

These measures not only help avoid penalties but also enhance security, reduce risks, and align employees with organizational goals. By focusing on compliance, companies foster trust and ensure smoother operations. 

These issues are considered in a deep dive discussion created by Google's NotebookLM from our blog post entitled 10 Powerful Strategies to Boost Employee Compliance. If you prefer to listen rather than read, then we hope you enjoy this.

Timeline for key discussion points:

0:52 Education and training

1:36 Ease of understanding

2.16 Leverage technology

3:05 Create a culture of accountability

4:01 Consequences for noncompliance

5:12 Role based access control

6:58 Incentives for compliance

7:45 Create a feedback system

13:14 Compliance audits

14:39 Regularly review and update policies

16:51 Summary

In any organization, standard operating procedures (SOPs) are critical to ensure consistent, high-quality outcomes. SOPs are written instructions that describe how to complete specific tasks or processes in a standardized way. They provide guidance on the best practices to follow, reducing the potential for errors and inconsistencies that can result from different approaches. In this blog post, we'll explore the many benefits of writing SOPs and why they are essential for any organization.

Benefits for the organization

Consistency and Quality Control

SOPs ensure consistency in processes and quality control. They provide a step-by-step guide that can be followed by anyone in the organization, regardless of their experience or expertise. This is particularly important when new employees join the organization. By following established procedures, they can ensure that tasks are performed in the same way as other employees, leading to consistent and predictable results.

Improved Efficiency and Productivity

By documenting and standardizing processes, SOPs can help to streamline operations and improve efficiency. Employees can complete tasks faster and with fewer errors, resulting in increased productivity. By reducing the amount of time needed to train new employees and reducing errors, SOPs can also help to save time and money.

Compliance and Regulation

Many industries are subject to strict regulations, and failure to comply with these regulations can result in severe penalties. SOPs ensure that employees follow established procedures that comply with regulatory requirements. This can help to avoid costly fines, legal issues, and reputational damage.

Better Communication

SOPs can improve communication between employees and departments. They provide a clear and concise set of instructions that can be easily understood. This in turn, reduces the potential for miscommunication or misunderstandings. SOPs can also facilitate collaboration between different departments, ensuring that everyone is working towards the same goals.

Risk Management

SOPs can help to identify and manage potential risks. By documenting processes, organizations can identify areas where errors are most likely to occur and implement procedures to reduce the risk of errors or accidents. This can help to protect employees and customers, as well as the organization's reputation.

Continuous Improvement

SOPs are not set in stone. They should be reviewed regularly to ensure that they are still relevant and effective. By monitoring processes and analyzing data, organizations can identify areas for improvement and update SOPs accordingly. This continuous improvement process can help to ensure that the organization is always operating at peak efficiency and providing the best possible service to customers.

Benefits for employees

They don't have to remember all details

An obvious benefit is that employees don't have to remember how to do everything. They can simply follow the SOP to ensure that the task is performed correctly. People can make mistakes so by providing helpful guides explaining the process your organisation can ensure important tasks are not forgotten, or completed incorrectly.

Improved training

New employees, or existing employees moving into a new role can benefit tremendously from SOP's used by their predecessor. This can be especially helpful if the previous job holder is not available to train them personally or handover their role.

Line managers can take a vacation!

Knowing that your team are fully competent and self-sufficient using SOPs means you can take a hard earned break, happy in the knowledge that everything will run smoothly in your absence!

Conclusion

In conclusion, SOPs are essential for any organization that wants to operate efficiently, maintain quality control, and comply with regulations. They provide a clear set of instructions that can be followed by anyone in the organization, reduce the potential for errors and inconsistencies, and facilitate collaboration and communication between departments. By identifying and managing potential risks and continuously improving processes, SOPs can help organizations to achieve their goals and provide the best possible service to customers.

The Importance of SOPs in a Post-Pandemic World

The COVID-19 pandemic changed how businesses operate around the world. Companies had to adapt rapidly to remote work, health regulations, and a general sense of uncertainty. Standard Operating Procedures (SOPs) became vital tools for maintaining structure, consistency, and compliance in this new environment. Post-pandemic, SOPs are more important than ever, helping organizations to manage evolving work patterns, improve productivity, and ensure the safety and well-being of their employees.

In this article I will delve into why SOPs are essential in today’s world, with detailed insights, real-world examples, and links for further reading.

What Are SOPs?

Definition of Standard Operating Procedures

Standard Operating Procedures (SOPs) are detailed guidelines designed to outline how specific tasks should be performed. They provide employees with a roadmap to perform their duties consistently and efficiently. Whether it's a simple task like onboarding new employees or complex operations in manufacturing, SOPs ensure that everyone follows the same process.

Purpose of SOPs in Businesses

SOPs serve various functions in organizations. Primarily, they ensure consistency and reduce the likelihood of errors. For instance, in manufacturing industries, where precision and adherence to safety regulations are paramount, SOPs are essential for maintaining product quality and safety.

Pre-Pandemic SOPs

SOPs in Traditional Work Environments

Before the pandemic, most SOPs were designed for physical office settings. They covered everything from employee onboarding and task execution to health and safety protocols in a typical workplace environment.

How SOPs Were Applied Before COVID-19

In the pre-pandemic era, SOPs were often more rigid, focusing on in-office procedures, compliance with local regulations, and operational efficiency. Remote work was less common, and SOPs did not prioritize digital tools or flexible working arrangements.

The Impact of the COVID-19 Pandemic on Business Operations

Disruptions in Workplaces and Industries

The pandemic caused an unprecedented disruption in workplaces and industries. Many businesses had to shut down their physical offices and shift to remote operations. This disrupted not only day-to-day operations but also long-standing procedures.

For example, retail companies that relied on in-store customer service had to quickly adapt to online customer interactions.

Shifts to Remote and Hybrid Work Models

With remote and hybrid work becoming the norm, businesses had to adapt their SOPs. Previously, many companies lacked remote-work protocols, and SOPs were designed for in-office tasks. Today, SOPs need to include guidelines for working from home, digital communication, and cybersecurity.

Why SOPs Are More Important Than Ever

Ensuring Consistency in Remote Work

Remote work poses challenges such as varying time zones, communication barriers, and different work habits. SOPs help standardize operations across locations. For example, a global company may have SOPs for virtual meetings that dictate time management, communication protocols, and decision-making processes. SOPs ensure that no matter where an employee is based, they follow the same procedures.

Adaptability to Changing Health Guidelines

COVID-19 health guidelines were frequently updated, making it challenging for businesses to keep up. SOPs are essential tools for businesses to quickly adapt to these changes. For instance, companies now have SOPs for sanitation, personal protective equipment (PPE) usage, and social distancing. These adaptable SOPs ensure that businesses remain compliant with health authorities' recommendations, such as those from the CDC.

Revisiting and Redesigning SOPs Post-Pandemic

Flexible SOPs for Uncertain Times

Post-pandemic, businesses must ensure that their SOPs are flexible and scalable. SOPs can no longer be static documents—they must evolve. For instance, organizations now need procedures that can quickly shift from office-based operations to remote work or adapt to new safety protocols.

Safety and Health Protocols

SOPs now often include health protocols such as temperature checks, regular sanitation, and social distancing measures. For example, manufacturing industries have created new SOPs for operating machinery while maintaining social distancing to reduce the risk of viral spread.

SOPs and Technology Integration

The Role of Digital Tools in SOPs

Technology plays a crucial role in modernizing SOPs. For example, companies use project management tools like Asana or Trello to implement SOPs for task assignments and tracking. These digital tools streamline operations and ensure that everyone follows the same steps, even when working remotely.

Automation and Efficiency in SOPs

Automation is another key aspect. For example, automating routine tasks like sending weekly reports can be included in SOPs to ensure that employees consistently meet deadlines. This reduces human error and increases efficiency.

How SOPs Drive Employee Training and Development

Onboarding in a Post-Pandemic Workplace

SOPs are vital for onboarding new employees, especially in a hybrid or remote work environment. Clear, step-by-step guidelines on tools, company culture, and job-specific tasks ensure that new hires can integrate smoothly, even without face-to-face interactions.

SOPs as Learning Tools

In addition to onboarding, SOPs act as continual learning tools for employees. Employees can refer to SOPs when they need to refresh their knowledge or tackle a task they are unfamiliar with. Regular updates to these procedures ensure they remain relevant and useful.

Compliance and Regulatory Requirements

Maintaining Legal Compliance with SOPs

In highly regulated industries such as finance, healthcare, and manufacturing, SOPs ensure legal compliance. For example, a healthcare provider’s SOPs may detail how to handle patient data to comply with HIPAA regulations. Keeping SOPs up-to-date ensures that businesses meet all legal requirements.

Industry-Specific SOPs Post-Pandemic

Each industry has unique challenges. For example, the food and beverage industry had to redesign SOPs to include new sanitation measures, while the technology sector focused on cybersecurity measures for remote workers.

Crisis Management: SOPs for Future Pandemics

Creating Contingency Plans

One of the major lessons from the pandemic is the importance of crisis management SOPs. Businesses are now more aware of the need to have contingency plans for future pandemics or other disruptions. These plans outline steps such as transitioning to remote work, managing supply chain disruptions, and communicating with stakeholders during a crisis.

SOPs for Crisis Communication

Effective communication during crises is crucial. Crisis communication SOPs ensure that all stakeholders, from employees to customers, receive timely and accurate information, preventing confusion and maintaining trust.

SOPs for Remote and Hybrid Workforces

Communication SOPs for Distributed Teams

Communication is one of the biggest challenges for distributed teams. SOPs ensure that employees use standardized communication channels (like Slack or Microsoft Teams), adhere to set meeting schedules, and follow up with written documentation after meetings to avoid misunderstandings.

Productivity and Time Management SOPs

SOPs can also provide guidelines on productivity and time management for remote workers, such as setting clear working hours, minimizing distractions, and tracking time spent on tasks. These procedures help keep remote employees accountable and focused.

Ensuring Employee Well-Being Through SOPs

Mental Health and Work-Life Balance

Incorporating mental health into SOPs is more important than ever. Many companies now have SOPs that outline work-life balance guidelines, including mandatory break times and resources for mental health support..

Incorporating Employee Feedback in SOPs

To ensure that SOPs remain effective and relevant, organizations should regularly gather feedback from employees. This can be done through surveys or interviews to understand what’s working and what needs improvement.

Common Challenges in Implementing SOPs

Resistance to Change

One of the most significant challenges in implementing SOPs is overcoming employee resistance to change. People are naturally inclined to stick to familiar processes, so it's important to communicate the benefits of new procedures clearly and involve employees in the process from the beginning.

Keeping SOPs Updated and Relevant

SOPs should evolve as the business environment changes. Regular reviews and updates ensure that procedures remain relevant, especially in times of rapid change like the pandemic.

Best Practices for Creating Effective SOPs

Involving Key Stakeholders

When designing or updating SOPs, it’s critical to involve key stakeholders, such as team leaders and employees who will be directly impacted. This ensures that the procedures are practical and widely accepted.

Clear and Concise Documentation

Effective SOPs are clear, concise, and easy to follow. They should be written in simple language with no ambiguity, making it easy for employees to understand their responsibilities.

Conclusion

SOPs have become essential in today’s post-pandemic world. They provide structure, consistency, and a roadmap for businesses to navigate uncertain times. By redesigning SOPs to fit modern work environments, companies can stay resilient, compliant, and productive, no matter the challenges ahead.

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Preventing Rogue Policies in the Workplace

Rogue policies are workplace policies that are not created or approved by management. They may also be in direct violation of corporate policy. These policies can have a negative impact on your business if not managed properly.

The most common sources of rogue policies are 

1. Employees who are trying to bypass the existing policy framework, or 
2. Managers who take it upon themselves to create their own rules without approval from senior leadership. 

It is important for businesses to be aware of rogue policies. This is because they can lead to decreased productivity and morale, as well as legal liability for the company. Additionally, rogue policies can also lead to a lack of trust between management and employees. By understanding how rogue policies can affect your business, you can ensure that your organization effectively manages its policy framework.

How effective communication can help your organization avoid rogue policies

Effective communication is essential for any organization so that its employees are aware of the security protocols, data governance standards, and cyber awareness training. Without proper communication, rogue policies can easily slip through the cracks, leading to costly mistakes. By creating an environment of open communication and collaboration between departments and teams, organizations can ensure that all policies are followed properly. Similarly, any potential issues can be addressed quickly. In addition, effective communication can help organizations avoid costly mistakes. For example, by ensuring that all employees understand the importance of following security protocols, data governance standards, and cyber awareness training.

The benefits of establishing clear guidelines & procedures to restrict rogue policies

Establishing clear guidelines and procedures is essential for preventing rogue behavior in the workplace. By setting up these rules, organizations can ensure that all employees are following the same policies and procedures. This helps to create a unified culture and also prevents any confusion or misunderstandings about what is expected of employees. It also allows organizations to manage policy enforcement in a more efficient manner, as everyone will be aware of the consequences for not following the rules. Additionally, these guidelines and procedures help to protect an organization from potential legal repercussions due to rogue behavior by employees. Establishing clear guidelines and procedures not only helps to prevent rogue behavior but also encourages positive behaviors which can ultimately lead to better performance from employees.

How to implement processes to monitor & prevent rogue policies in the workplace

Implementing effective processes for monitoring and preventing rogue policies in the workplace is essential for any organization. This is because rogue policies can lead to costly legal issues, financial losses, and reputational damage. To ensure that all policies are being followed, companies must implement a comprehensive policy management system and risk management strategies. Compliance monitoring software can be used to monitor employee activities and detect any violations of company policy. Additionally, risk management strategies should be put in place to identify potential risks associated with rogue policies before they occur. With the right tools and strategies in place, organizations can protect themselves from rogue policies and ensure that their employees are following all company regulations.

Tools & technologies that help prevent rogue policies in organizations

Organizations are increasingly relying on technology to protect themselves from rogue policies. Security tools and technologies such as identity management systems, user authentication systems, and credentialing systems are used to ensure that only authorized personnel have access to sensitive data or resources. These tools help organizations prevent unauthorized access and ensure that only users with the right credentials can perform certain tasks. They provide additional security by ensuring that all employees use a unique set of credentials to access the system. By using these tools, organizations can minimize the risk of rogue policies being implemented without their knowledge.

Best practices and practical steps to prevent rogue policies

Most importantly, a proactive policy management system can help identify potential problems before they escalate. Here are some practical suggestions to help prevent rogue policies

1. Store your official policies in a specific location. "Policies" saved elsewhere should be investigated.
2. Ensure all of your official policies have an owner (see here for more information). "Policies" without an owner should be investigated.
3. Review your policies regularly.
4. Provide easy/anonymous/whistleblowing facilities to allow employees to query policies they think may not be official.

Conclusion

As organizations become increasingly complex, it is becoming more important to understand the policies that are in place and how they are being implemented. The ability to proactively identify and mitigate rogue policies can help organizations stay compliant with regulations, reduce risks, and create a secure environment for all stakeholders. In this article, we discussed the importance of developing a proactive approach to identifying and mitigating rogue policies in your organization. We discussed the need for policy governance processes that include regular reviews of existing policies as well as the introduction of new ones. We also discussed the importance of having an effective communication system in place so that all stakeholders are aware of changes in policy and can provide feedback when needed. Finally, we looked at some best practices for creating a proactive approach to identifying and mitigating rogue policies in your organization.

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In today's rapidly evolving technological landscape, artificial intelligence (AI) has become an integral part of business operations across various industries. As policy managers, it's imperative to understand the significance of establishing robust policies and procedures for AI usage within your organization. This not only ensures compliance and ethical standards but also safeguards the organization from potential risks and maximizes the benefits AI can offer. Here's why having well-defined AI policies and procedures is crucial and the problems that can arise if employees don't fully grasp the impact of AI.

The need for AI policies and procedures

1. Regulatory compliance and legal safety

Data protection: AI systems often handle vast amounts of data, including personal and sensitive information. Policies are essential to ensure compliance with data protection regulations such as GDPR, CCPA, and other relevant laws. This includes setting clear guidelines on data collection, storage, processing, and sharing, ensuring that all AI operations are transparent and legally compliant.

Accountability and transparency: Clear procedures help in maintaining accountability and transparency in AI decision-making processes, reducing the risk of legal issues related to bias, discrimination, or misuse of AI technologies. Policies should outline the responsibilities of AI system developers, operators, and users, ensuring that there is a clear chain of accountability for all AI-driven decisions and actions.

2. Ethical AI usage

Bias and fairness: AI systems can inadvertently perpetuate biases present in the data they are trained on. Policies must guide the development and deployment of AI to ensure fairness and prevent discrimination. This involves setting standards for data quality, diversity, and representativeness, as well as regular auditing of AI models for biased outcomes.

Ethical considerations: Establishing ethical guidelines for AI usage can help mitigate potential negative impacts on employees, customers, and society at large. These guidelines should address issues such as the use of AI for surveillance, the impact of AI on employment, and the ethical implications of AI-driven decisions, promoting a balanced and fair use of AI technologies.

3. Operational efficiency and risk management

Consistency and quality control: Policies ensure that AI applications are consistently implemented across the organization, maintaining high standards of quality and performance. This includes standardizing AI development processes, validation methods, and performance metrics, ensuring that all AI systems meet the organization's quality and reliability standards.

Risk mitigation: Well-defined procedures help in identifying and mitigating risks associated with AI deployment, such as cybersecurity threats, operational disruptions, and unintended consequences of AI decisions. This involves conducting thorough risk assessments, implementing robust security measures, and establishing contingency plans for AI system failures or malfunctions.

Potential issues when using AI

Data mismanagement: 

Without a proper understanding of AI's data requirements and sensitivities, employees might mishandle data, leading to breaches, loss of data integrity, or non-compliance with data protection laws. This could result in severe legal penalties, financial losses, and damage to the organization's reputation.

Bias and discrimination: 

AI systems, if not carefully monitored and understood, can reinforce and amplify existing biases in the data. This can lead to discriminatory practices, unfair treatment of individuals, and reputational damage. Employees need to understand the importance of unbiased data collection, processing, and model training to prevent such issues.

Operational inefficiencies: 

Misunderstanding AI capabilities and limitations can result in improper implementation, leading to operational inefficiencies, reduced productivity, and increased error rates. Employees must be aware of what AI can and cannot do, ensuring that AI systems are used appropriately and effectively.

Security vulnerabilities: 

Employees unaware of AI-related security risks may inadvertently expose the organization to cybersecurity threats. This includes insufficiently securing AI systems, which can be targeted by malicious actors. Understanding AI security best practices is crucial to protect the organization from data breaches, hacking, and other cyber threats.

Resistance to adoption: 

Lack of awareness and understanding of AI's benefits and limitations can lead to resistance from employees, hampering the adoption and integration of AI technologies. This resistance can slow down innovation and competitive advantage. Clear communication and education about AI's potential can help overcome this resistance and foster a culture of innovation.

How to Distribute a Training Video with DocRead 

OK, so here's the thing - you've created a fabulous training video and you now need to ensure that all relevant staff watch it and follow your guidance.

In Office 365/ SharePoint online

First, create a new video library to contain your videos. You can upload your videos directly into this library. Alternatively, you can create a "link" to them if they are saved in a third party place (e.g. YouTube).

1) To create a new video library in SharePoint, go to the Settings Cog, then select "Site contents".

2) From the site contents page, select "+ New" then "Document library".

3) Select "Media library" from the "From Microsoft" option, and then "Use template". 

4) Give your new library a unique name and add a description if needed. Selecting the "show in site navigation" option will include a link in the left hand menu for users to easily find it.

5) Upload your videos to the new library. To create links to them if they are stored in YouTube, follow these instructions: Creating a link to a document in Office 365).

Enable DocRead on the new Video library

Now you have a video library containing videos you want groups of employees to watch, you need to enable the DocRead functionality on the library.

Note: You need to be a DocRead System Administrator to complete this step.

1) Click on DocRead from the top menu.

2) Select "Enable DocRead".

3) Add DocRead library owners.

Target the videos to users

A DocRead Publisher can then use DocRead to create assignments for all relevant employees by visiting the DocRead Settings screen for the video and adding the name of the user group/(s) or audience/(s) that need to view it:

Once the tasks have been created by DocRead, email notifications will be sent to users. The assignment will also appear in their assignment list (a DocRead web part placed on the organizations internet/intranet).

The user then simply clicks on the reading task (or follows the link in the email) to view the video. Then they must self certify that they have watched, understood and intend to follow the advice given.

DocRead administrators are able to view reports that detail who has and has not completed the reading task. Also, email reminders are sent to users who have not yet completed the task.

DocRead can also be used to assign essential compliance documents, HR information, company policies and procedures and other important information to users. DocRead can help you manage the process of ensuring that all relevant people confirm that they understand and agree to abide with your requirements.

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How to create a policy lifecycle solution with SharePoint and Microsoft 365 - series

1. Research and create
2. Collaborate and approve
3. Target acknowledge and track (this post)

Acknowledge

The success of this stage hinges on ensuring that employees are both aware of and have easy access to the relevant policies. It is crucial that each employee is promptly notified whenever a new policy is introduced, or an existing policy is updated, requiring their review and acknowledgement. Additionally, it is vital for compliance managers to have the capability to monitor and track who has read the policies and who has confirmed their agreement to comply. This level of oversight is essential for maintaining accountability and ensuring comprehensive policy adherence. Tools like DocRead are invaluable in this process as they facilitate efficient notifications, tracking, and acknowledgement, thereby enhancing overall compliance and operational efficiency.

The illustration below showcases an example of a “Policies and Procedures Portal” site utilizing DocRead to target policies to the appropriate users effectively. The homepage uses the DocRead "Reading assignments" web part with the list of reading assignments for the current user. This allows each employee to focus only on the policies that are relevant to them.

The “My Reading Assignments” DocRead web part has been placed on the page to bring reading assignments to users attention when they log on. The table shows the name of the document they are required to read and the assignment creation and due dates. The user simply needs to click on one of the documents to follow the link to read the document. After they have finished, they self-certify that they have read its contents.

Conclusion

We hope this overview has helped you see the potential to use SharePoint ‘out-of-the-box’ along with the right no-code solutions to create a fully functioning and, above all, seamless Policy lifecycle solution.

With a little bit of know-how in SharePoint and a few minutes of your time installing DocRead, you can create a powerful, end-user-ready solution with very low maintenance overhead and, most importantly, one that works for your needs.

Before we finish, we want to acknowledge that there are literally dozens of additional ways that you can use SharePoint for this use case. We have simply picked a select few that we believe give you the most bang for your buck quickly. By researching these and implementing the ones you feel fit with your organization’s wishes, a solution to policy management can become a reality in a shorter time than you thought!

For more information on DocRead:

• Check our site at: https://www.collaboris.com
• Drop us an email at: hello@collaboris.com