Best Practices For a Policy Manager Implementation

In any industry, policy management is a critical component of ensuring policies are adhered to by all the employees in an organization. One way that companies have confirmed that their policies are managed efficiently is by deploying an automated policy manager software tool. By following the best practices for a policy manager implementation, you can be sure to get the best results in your organization’s policy management goals. Below are some of the key points to keep in mind when it comes to implementing a new policy manager software.

One Unified Front

In order to deploy new policy manager software effectively, everyone in an organization must be on the same page. Having one department using the updated software while another department adheres to the older methods of managing policies is setting up the company for disaster. It is essential to have a meeting with the entire staff to make sure that everyone adapts to using the software.

One way to ensure that everyone is onboard with the new policy management software is to host training sessions with small groups of team members. In this way, everyone can be shown the ropes and they will have a chance to ask questions while learning exactly how to use the new policy management software to streamline their unique policy management process.

Review policies in the policy manager for updates

Although policy management software offers one, robust, automated solution, it doesn’t run on its own. It contains many ‘set it and forget it’ operations, however, the system requires regular use to gain the most benefits from the many great features available.

Policies uploaded within the policy manager will need to be reviewed regularly to ensure that they reflect the latest updates in regulatory compliance for your industry. By reviewing policies on a regular basis your company can ensure that you remain compliant and protected in the event of any audits or investigations. The system will easily remind you when these milestones arise so you can rest easy knowing you will always know when something needs to be done. Additionally, you can empower your staff to stay relevant with the correct protocols for your organization.

Control access to policies

In addition to making certain that all staff members are on board with the new policy management software as well as reviewing and updating policies regularly, it is also often necessary to limit access to specific policies or restrict viewing access until a policy is approved and ready for publishing.  If too many people have access to editing a policy and they are not cognizant of the proper legislation and regulations that need to be adhered to, this could cause many problems for an organization. For this reason, limiting access to editing and altering policies is strongly advised as a part of your policy manager implementation process. You can easily set up all permissions and workflows during the implementation phase with your vendor. They will guide you in the best practices for your policy manager implementation as well.

Many organizations have come to realize that there are just to many challenges inherent in attempting to manage policies without the help of a solid policy manager. However, after procuring policy manager software, it is still vital to have a solid plan for implementing it and getting your staff to effectively use it. By following the suggestions outlined, you will be well on your way to following the best practices for policy manager implementation.

ComplyALIGN is a leading policy management software solution for a wide spectrum of industries. Explore our site to learn more about our robust, simple and dynamic policy management software solution.