Here is how Policy Now works:
1. The policy gets added online as text, PDF, audio or video
2. You send notifications to the employees to login and review
3. You monitor as they review the materials
4. They sign off to indicate their acceptance
Instantly an email is on the way to you with their Policy Acceptance Certificate. A quick check in the system shows you the stats of who has signed off and who needs a follow up.
It is an emerging trend for companies to actively examine its decision making processes with the objective of locating decision-making authority at the lowest appropriate levels. Improvements in the company process for documenting policies, procedures, and delegations of authority will enable this effort by addressing a number of issues:
1. Ease of Access. Currently there are too many manuals and loose memosâ€”an information flood. Users don't know what is important. Policy and procedure manuals that do exist are not always up-to-date and users cannot always find the documents they need to make informed decisions. An up-to-date, on-line system will permit those who use or are directly affected by policies and procedures to have the access they need.
2. Cost Effectiveness. Currently, individual offices must dedicate resources to maintaining files of relevant companywide policies and procedures. Alternatively, the offices responsible for policy must respond to requests for policy documents as they are needed by individual users using scarce human resources within those offices which might better be assigned to other activities. Making written policies and procedures readily available and identifying a single office (or position within an office) in the policy (or procedure) documents to which questions can be directed should result in the following benefits:
Less time spent on the telephone (or using electronic mail) to locate a person to whom a question can be addressed;
Fewer errors; and
3. Responsiveness. The ability to quickly update and disseminate procedures enables the company to meet changing customer needs and to adapt to new environments within minutes.
4. Accountability. Clearly written, available policies and procedures are one of the foundation elements of any system in which individuals and units are held accountable for adherence to company policies and procedures. A company policies and procedures manual can quickly become out-of-date if an effective policy coordination function is not coupled with the effort.The creation of a Policy Coordinating Office responsible for the maintenance and distribution of policy records and up-to-date procedures along with providing guidance to you as policy (and procedure) owners will make your investment.