- \n
- 1<\/span>Navigate to the shared drive and find the latest copy of the policy and print it.<\/span><\/li>\n
- 2<\/span>Find an \u2018Employee Acknowledgement Form<\/strong>\u2019 and print it.<\/span><\/li>\n
- 3<\/span>Put both documents in an employee binder and hand to the employee on their first day.<\/span><\/li>\n
- 4<\/span>Instruct the employee to read the documents, sign the acknowledgement form and send back to you, ideally within 4 weeks.<\/span><\/li>\n
- 5<\/span>Add a reminder in Outlook to chase the employee in 4 weeks time.<\/span><\/li>\n<\/ol>\n
So, what are the problems?<\/h3>\n
- \n
- 1<\/span>The employee won\u2019t do it on time, so you need to escalate to their Line manager. (This also requires you to add another reminder to chase the line manager in 1 week).<\/span><\/li>\n
- 2<\/span>If you store your acknowledgements digitally, you need to scan the signed paper copy in and add it to the employee record.<\/span><\/li>\n
- 3<\/span>The employee may lose the handbook \u2013 meaning you need to print and send it out again<\/span><\/li>\n
- 4<\/span>The document can substantially change (meaning not only that new employee needs to acknowledge it, but all employees). You now need to send it out to all staff and track all of the responses.<\/span><\/li>\n
- 5<\/span>It’s a needless waste of paper<\/span><\/li>\n
- 6<\/span>How do you know the employee actually understood what was in the document? Have they just signed it to stop you hassling?<\/span><\/li>\n
- 7<\/span>This is a very time consuming and costly process as it needs to be done for ALL of your important documents and policies!<\/span><\/li>\n<\/ol>\n
This sounds familiar \u2013 is there a better way?<\/h3>\n
If this is something your organization struggles with, and you have SharePoint<\/strong> then read on!<\/p>\n
SharePoint and DocRead<\/strong><\/h4>\n
By using Microsoft SharePoint<\/a> and DocRead<\/a> there is a much easier way to automate this heavily paper-based and manual tracking approach. SharePoint is the world\u2019s leading document management system. When combined with DocRead\u2019s distribution and tracking capabilities this allows a very stream-lined process to be implemented taking away all of the administrative burden of authoring, distributing and tracking.<\/p>\n
Author the document in SharePoint<\/strong><\/h4>\n
SharePoint has many features that make it a very compelling solution to manage your policies and procedure documentation. If you wish to read more take a look at SharePoint’s document management features<\/a> or have a look at a list we curate on list.ly called ‘The benefits of using SharePoint as a Policy management system<\/a>‘.<\/p>\n
Once your policy is written, approved and published (within a SharePoint document library), it can easily be sent out with DocRead.<\/p>\n
DocRead is an Enterprise add-on for SharePoint used all over the world by customers in industries such as education, governmental, financial, shipping and health. <\/em><\/p>\n
See how DocRead can help<\/span><\/h2>\n
Discover how DocRead ensures your SharePoint content reaches the right audience and lets you easily track who has read and acknowledged it.<\/span><\/p>\n
If you have any questions<\/span> please let us know<\/a>.<\/span><\/p>\n
__CONFIG_colors_palette__{“active_palette”:0,”config”:{“colors”:{“9296b”:{“name”:”Main Accent”,”parent”:-1}},”gradients”:[]},”palettes”:[{“name”:”Default Palette”,”value”:{“colors”:{“9296b”:{“val”:”var(–tcb-color-9)”}},”gradients”:[]},”original”:{“colors”:{“9296b”:{“val”:”rgb(19, 114, 211)”,”hsl”:{“h”:210,”s”:0.83,”l”:0.45,”a”:1}}},”gradients”:[]}}]}__CONFIG_colors_palette__ Book a demo<\/span><\/span> <\/a> __CONFIG_colors_palette__{“active_palette”:0,”config”:{“colors”:{“9296b”:{“name”:”Main Accent”,”parent”:-1}},”gradients”:[]},”palettes”:[{“name”:”Default Palette”,”value”:{“colors”:{“9296b”:{“val”:”var(–tcb-color-9)”}},”gradients”:[]},”original”:{“colors”:{“9296b”:{“val”:”rgb(19, 114, 211)”,”hsl”:{“h”:210,”s”:0.83,”l”:0.45,”a”:1}}},”gradients”:[]}}]}__CONFIG_colors_palette__ Find out more<\/span><\/span> <\/a> <\/p>\n
DocRead has enabled us to see a massive efficiency improvement… we are now saving 2 to 3 weeks per policy on administration alone.<\/p>\n
Nick Ferguson<\/h4>\n
Peregrine Pharmaceuticals<\/p>\n
\n
Feedback for the on-premises version of DocRead.<\/span><\/p>\n
Replace the Employee Acknowledgement Form with DocRead<\/strong><\/h4>\n
DocRead replaces the paper-based acknowledgement form, as shown below, with an intuitive electronic signature process. Once the employee has agreed to the document, they are issued with a reading certificate and the organization also has a permanent record of who read what and when. No paper needed!<\/p>\n
So, in simple terms, this Employee Acknowledgement Form <\/strong>example:<\/p>\n
![\"old](\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2021\/08\/employee-acknowledgement-form.png?_t=1628255655\" "\\"employee-acknowledgement-form\\"")
<\/span><\/p>\nIs now replaced with this ‘Electronic Acknowledgement Form<\/strong>‘ in DocRead. The terms and conditions can be set to suit your organization. You could use “I have read and understand the policy” for example. Additionally, per-document comments can easily be communicated to offer further instruction.<\/p>\n
![\"DocRead](\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2021\/12\/Reading-required-modern-view-1.jpg?_t=1638448442\" "\\"Reading")
<\/span><\/p>\nOnce the employee has self-certified that they have ‘Read’ and ‘Confirmed’ the policy they can access their downloadable ‘Reading Certificate’. As follows:<\/p>\n
![\"\"](\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2024\/02\/Reading-receipt-1.png\" "\\"Reading")
<\/a><\/span><\/p>\nWe hope you find this post informative. If you want to know more about how SharePoint or DocRead can help, please get in touch<\/a>.<\/p>\n
See how DocRead can help<\/span><\/h2>\n
Discover how DocRead ensures your SharePoint content reaches the right audience and lets you easily track who has read and acknowledged it.<\/span><\/p>\n
If you have any questions<\/span> please let us know<\/a>.<\/span><\/p>\n
__CONFIG_colors_palette__{“active_palette”:0,”config”:{“colors”:{“9296b”:{“name”:”Main Accent”,”parent”:-1}},”gradients”:[]},”palettes”:[{“name”:”Default Palette”,”value”:{“colors”:{“9296b”:{“val”:”var(–tcb-color-9)”}},”gradients”:[]},”original”:{“colors”:{“9296b”:{“val”:”rgb(19, 114, 211)”,”hsl”:{“h”:210,”s”:0.83,”l”:0.45,”a”:1}}},”gradients”:[]}}]}__CONFIG_colors_palette__ Book a demo<\/span><\/span> <\/a> __CONFIG_colors_palette__{“active_palette”:0,”config”:{“colors”:{“9296b”:{“name”:”Main Accent”,”parent”:-1}},”gradients”:[]},”palettes”:[{“name”:”Default Palette”,”value”:{“colors”:{“9296b”:{“val”:”var(–tcb-color-9)”}},”gradients”:[]},”original”:{“colors”:{“9296b”:{“val”:”rgb(19, 114, 211)”,”hsl”:{“h”:210,”s”:0.83,”l”:0.45,”a”:1}}},”gradients”:[]}}]}__CONFIG_colors_palette__ Find out more<\/span><\/span> <\/a> <\/p>\n
DocRead has enabled us to see a massive efficiency improvement… we are now saving 2 to 3 weeks per policy on administration alone.<\/p>\n
Nick Ferguson<\/h4>\n
Peregrine Pharmaceuticals<\/p>\n
\n
Feedback for the on-premises version of DocRead.<\/span><\/p>\n
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- 2<\/span>If you store your acknowledgements digitally, you need to scan the signed paper copy in and add it to the employee record.<\/span><\/li>\n
- 2<\/span>Find an \u2018Employee Acknowledgement Form<\/strong>\u2019 and print it.<\/span><\/li>\n