Intro Video Transcript

Best Practices to Policy and Procedure Management, Distribution and Tracking By Bobby Bateman Hi, and welcome to best practices to policy management, distribution and tracking. The goal of this course is to teach you everything you need to know before embarking on a policy and procedure management SAFA process. Whether that is developing one on your own in-house, or searching for an existing tool. Given the nature of PNP management, I’m going to assume that you’re planning on instituting an electronic software solution. As many of the best practices require an online or software solution as you will see in this course. My name is Bobby Bateman. I’m a Senior Account Manager at Compliance Bridge, and I’ve been working with organisations for almost six years to better help them manage their entire policy and procedure management process. I’ve had discussions and worked with clients from dozens of industries, most commonly healthcare, government, finance, non-profit, retail and legal. I’ve worked with clients as small as three employees, to well over ten thousand, and this time I’ve come to identify the main areas that organisations struggle with, their pain-points if you will, along with the features and ways to address and resolve these pain-points. We will also discuss some major business outcomes and goals that you will receive from this proper policy and procedure management. This information is what I plan to share with you today. Before we get started, let’s read a working definition of policies and procedures so we can be sure we’re on the same page throughout this course. So what are policies and procedures? Quote: “A set of policies and principles, rules and guidelines formatted or adopted by an organisation to reach its long-term goals and typically published in a booklet or other form that is widely accessible. Policies and procedures are designed to influence and determine all major decisions and actions, and all activities take place within the boundaries set by them. Procedures are the specific method employed to express policies an action in day-to-day operations of the organisation. Together, policies and procedures ensure that a point of view is held by the governing body of an organisation is translated into steps that result in an outcome compatible with that view.” End quote.
So given this working definition, you can see in many ways policies and procedures are in the essence are a life blood of an organisation. They can be the single-most effective way to communicate effectively, from management, down to the entire organisation and have that vision and goals of the managing body and part it on the day-to-day operations of the organisation. As the definition states, they are effective way to influence and determine all major decisions and actions with the organisation’s long-term goals in mind. So we are going to talk about policy and procedure management today, however, there’s a number of other different foul types or different business documents that can also apply. And when I say policies and procedures throughout this course, many times I’ll just PNPs or policies or just procedures, but typically I’m talking about the overall policies and procedures management process. This course can also apply to various document types, such as: 1. Training Materials 2. New Hire Forms 3. Tests or Surveys 4. Contracts 5. Client Documents 6. Company Manuals 7. And More... Really any type of business document can apply and be used by this management process that we are going t o show today. Chapters Start at the table of contents, so this presentation we’ve broken up into four sections. 1. First we will go over the four main business goals relating to policy and procedure management, and this will be a little more high level. Discussing the main outcomes you want at an organisational level. These are the four main questions a seed level person might ask before embarking on policy management. 2. Second we’ll go over the common challenges organisations face relating to policy and procedure management. Here we’ll get a little more into the weeds. What are the on the ground operational challenges organisations face when tasked with policy and procedure management? What are the actual issues that prevent an organisation from adequately solving this process? Insuring that PNPs are effectively communicated and utilised throughout the organisation, almost all of these pain-points are felt by organisations at some level or another before they properly implant a policy management solution. 3. Third, we’ll cover the main features and workflow items that are necessary to meet those common challenges. This is the how-to portion of the course. How do you build a policy management solver? What parts are needed for a comprehensive and robust solution? And lastly, we’ll wrap up the course and re-examine the business outcomes related to policy and procedure management. What will your business look like when you properly have a management process in place? As you’ll see, these are directly tied to the business goals we’ll lead off with. We’ll also sneak in a good workflow slide here in the end to show you good policy management flow, to sort of tie the entire course together.