Organisations operate in dynamic environments which make it necessary for policies and procedures to be reviewed on a regular basis. As and when this happens, it is critical the policy is quickly disseminated to all affected employees to ensure high levels of compliance. HR managers continuously look for effective and efficient ways of delivering policies and procedures (new and amended) to all employees. The traditional notice board present problems that range from HR inability to monitor outlying areas, as some items destined for notice boards tend to ‘die’ in the managers’ offices. Even when they do make it to the notice board employees don’t always bother to regularly check what is on the notice boards, and besides, HR has no way of confirming that a specific employee has read and understood the notice.
Emails are used by workplaces that are more technology savvy. They make it possible for employees to be sent updates on policies to their individual email addresses and to even check on those who would have ‘opened’ the email. One, however, has no way of establishing whether by opening the email, the recipient also opened the policy document, making the system only good at confirming ‘delivery.’ Further, use of emails is based on the assumption that the person who opens the email is the targeted employee which is not always the case. Through experience, HR managers know that most employees do not respond to informational emails making it difficult to get feedback on whether the employee read and understood the policy.
SharePoint is one of the main systems used to facilitate the sharing of documents in an organisation. It has serious shortcomings as it is based on sending an email that shares a link to a policy. The employee has to send back an acknowledgement email for HR or IT department to know that they have opened the document. Then, HR / IT person has to go through the laborious job of collating the returned emails and sending reminders to non-responses. SharePoint may be adequate for sharing documents, but where policies are concerned, it falls short of addressing the main objective that drives policy dissemination: the need to ensure that there is an organisation wide compliance. The formulation of a policy is not an end in itself, as non-compliance can have implications for an employee’s contractual obligations.
Once an employee has signed an employment contract with accompanying policies and job description, these may not be changed without their consent. Further, where a policy is introduced there has to be 100% compliance yet, people often only comply with policies they know. New / amended policies and procedures are more difficult to deliver to employees especially where an organisation is large and geographically dispersed. What HR managers need is a system that provides immediate feedback. When dealing with policy compliance, HR managers cannot afford to depend on an assumption, as the price for non-compliance can be very high.
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WorkWize, an easy to use and streamlined system removes ‘assumption’ from policy dissemination. It provides a seamless audit trail from the moment and email has been sent to an employee and provides confirmation of receipt. The WorkWize system removes complex and laborious follow-up checks for HR managers.