An Effective Approach to Compliance Needs Strong Policies and Procedures

It’s not difficult to understand why most companies don’t like talking about compliance. Afterall, compliance can be complex and confusing, and many companies find compliance regulations and requirements difficult to understand and navigate. Since compliance is associated with rules, regulations, and restrictions, it can sometimes be viewed as a negative topic. No one likes being told they can’t do something, and that goes for companies, too. 

The truth is that compliance gets a bad rap. When you actually take the time to set up strong policies and procedures, as well as robust policy management processes, compliance becomes a part of the culture and much more readily attainable. By diligently fostering policies and procedures that bolster a culture employees are proud of, compliance truly becomes something worth celebrating; it’s an indication that your company takes its responsibilities seriously, values ethical behavior, and strives to do the right thing for your employees, customers, and stakeholers. 

How does your company tackle immediate issues of compliance? Luckily for you, your company exists in an age of unprecedented access to information and technology, and truly tackling compliance issues is more achievable than ever before. Let’s explore some of the innovative methods for creating and managing policies and procedures that foster compliance and set you up for future success, with a focus on leveraging new technology, engaging employees, and promoting a culture of continuous improvement.

Leveraging New Technologies

The use of technology is becoming increasingly essential in the management of policies and procedures within organizations. You need to create policies and procedures that are actionable, comprehensive, and ultimately effective toward promoting compliance. By leveraging new technologies, companies can improve compliance efforts and operational efficiency.

Artificial Intelligence (AI)

AI can help companies analyze large amounts of data and identify patterns that can be used to develop evidence-based policies and procedures. AI can also be used to generate policy language, which can save a lot of time. However, a policy writer is still required to ensure that the policies reflect the organization’s values and needs. 

Natural Language Processing (NLP)

Similar to artificial intelligence, Natural Language Processing (NLP) can be used to analyze policies and procedures and identify key concepts, language, and patterns. NLP is used in various applications such as chatbots, voice assistants, language translation, text analysis, and sentiment analysis. It has become increasingly important in today’s world as more and more data is generated in the form of unstructured text, and NLP can help to extract valuable insights from that data. By leveraging NLP, organizations can optimize their policies and procedures for better compliance and operational efficiency.

Process Automation

Process Automation is another technology that can be used to automate routine policy and procedure tasks, such as data entry, approvals, and reporting. This can help reduce human error and free up employees to focus on other tasks. Establishing workflows can also help to move the policy review process faster.

Cloud Computing

Cloud computing is the delivery of computing resources, including servers, storage, databases, software, and analytics, over the internet. With cloud computing, companies can access and use these resources on-demand without having to own and maintain their own computing infrastructure. Cloud Computing can also be utilized to store and manage policies and procedures in a centralized, secure, and accessible manner, which can streamline policy and procedure management and improve collaboration among stakeholders while making distribution to employees easier.

Predictive Analytics

Predictive analytics is an important tool for companies because it allows them to analyze data and identify patterns that may indicate potential violations of policies and procedures. By leveraging predictive analytics, organizations can take proactive measures to prevent non-compliance and mitigate risks, ultimately helping to improve compliance efforts.

Better Engagement with Employees

Employee engagement is a crucial factor in ensuring compliance within an organization. It is not enough for companies to simply have a comprehensive policy library. There must also be a strong connection between what policies and procedures say and what employees actually do. To bridge this gap, companies need to engage their employees better.

Training

One way to improve employee engagement is through training. Providing comprehensive and relevant training to employees can help them better understand policies and procedures and their role in compliance. Companies can offer training in various formats, such as online courses, in-person workshops, and job aids. 

It is also beneficial to break down training into smaller, bite-sized modules that can be completed in shorter increments of time. This method is more digestible than having fewer but longer information sessions. Additionally, creating opportunities for employees to learn from each other through peer-to-peer mentoring, group discussions, and knowledge sharing can be highly effective in improving engagement.

Rewards and Recognition

Another way to engage employees is by offering rewards and recognition for compliance. This approach can motivate employees to adhere to policies and procedures. It shows not only that the organization values compliance but also that non-compliant behavior will be noticed. 

Make sure the incentives being offered reflect the company values and are actually something desirable for employees. Companies can offer incentives such as bonuses, professional development opportunities, and public recognition for employees who demonstrate a commitment to compliance. 

Employee Feedback

Soliciting employee feedback on policies and procedures can also foster a culture of collaboration and engagement within a company. This approach can help identify areas for improvement and ensure that policies and procedures are relevant and effective. Companies can provide multiple channels for employee feedback, such as surveys, suggestion boxes, and town hall meetings. Creating positions for employees on the policy committee that rotate allows different employee representatives the chance to be involved in the policy process.

Communication

Effective communication is essential for engaging employees in policy and procedure compliance. Companies should communicate policies and procedures clearly and regularly, particularly with the employees who are most impacted. Providing opportunities for employees to ask questions and provide feedback is also critical. Using visual aids such as infographics, flowcharts, and diagrams to illustrate the key points and steps in the new policies and procedures can be helpful. 

Companies should use multiple communication channels such as email, social media, video, and face-to-face meetings to ensure that all employees receive the information. Reinforcing new policies and procedures through ongoing communication, such as reminders, updates, and quizzes, can also help ensure employee understanding. If the workforce is diverse, it may be wise to translate policies and procedures into employees’ native languages to ensure they are truly understood.

Strong Policies and Procedures Need a Powerful Policy Management Platform 

Don’t rely on outdated methods of managing policies and procedures. Strong policies and procedures need a potent management platform. With the ability to provide comprehensive and relevant training, offer rewards and recognition, solicit employee feedback, and communicate policies and procedures effectively, ComplianceBridge can bridge the gap between what your policies say and what your employees do.

ComplianceBridge provides a tailor-made solution to guide you through the entire process of creating, distributing, and tracking policies. With automated reminders, notifications, and reports, you will have better insight into your employee’s compliance with company policies and procedures. By ensuring that your employees have the knowledge and skills they need to comply with your organization’s policies, you can mitigate compliance risks and create a culture that prioritizes integrity and accountability.

Investing in ComplianceBridge means being able to rely on the ongoing support and resources you need to promote a culture of continuous improvement. Request a demo today to learn more about how our platform can help take your compliance program to the next level.