Top 10 policy management best practices

Posted on 20 April 202421 April 2024 by Dan Hawtrey

Top 10 policy management best practices

Policy management across an organisation is not always straightforward and can actually be very challenging. There are often multiple business functions involved. There might be confusion about who needs to be doing what in keeping their policies up to date. And even if they do, there may not be an easy way for employees to access and find the policies they need. Overall, the approach to policy management is usually ad hoc and informal and inevitably things fall between the cracks.

Policies aren’t always the most interesting documents to keep up to date or to read. But they are essential in minimising risks, ensuring compliance, and empowering managers and employees to make decisions to enable smooth day-to-day operations. If policy management is broken in your organisation and is exposing you to risks, then it’s time to take some steps.

In this post we look at ten essential best practices that will result in better policy management and can be the start of a more successful approach to managing your policies.

1. Always ensure you have a single source of truth for policies

A perennial problem with policy management is that there is more than one version of a policy circulating. Nobody knows which is the right version, and it is possible that employees will follow out of date guidance. Ultimately having multiple versions of policy documents in circulation not only increases risk but also means employees lose trust in policies and take them less seriously.

Always ensure that you have a single source of truth for your policies. Publish them in only one place and use robust versioning to ensure that when a policy is updated, the new version is the only one available to view. If possible, avoid emailing policies as people will then continue to refer to these without knowing if a policy has been superseded.

2. Establish crystal clear ownership around policies

One of the main reasons that policy management falls down is that there isn’t clarity around who owns a policy and is responsible for updating it. When there isn’t a named person then it policy updates can all too easily get forgotten, everyone assuming that it is someone else’s responsibility. This can even happen within a department; if the “HR department” is set as being the owner of a policy, then updating it can still get missed.

Successful policy management requires clear ownership of policies and what this means in terms of responsibilities. Every policy needs to have a named individual or individuals who own it, and further clarity about who should be updating it and when.

3. Write your policies so that they are clear and digestible

Policies are principally there to be followed, providing essential guidance for employees to support the right actions and decision-making. However, if a policy is written as a twenty-five-page document with very dense text and lots of legal jargon it is highly unlikely that people are going to get past the first couple of paragraphs.

Always write your policies so that they are clear and digestible, so they can actually be followed. Consider also tailoring a policy to different groups – for example translating it into a particular language or having a shorter version for frontline staff that can be more easily digested on a mobile phone.

We do understand that some policies are primarily created for legal and compliance purposes and do sometimes need to be written in legal style, but if this is the case, always create additional guidance that is clear, so employees can easily follow what they need to do.

4. Leverage automation where you can

Managing policies can involve a lot of manual administrative work. For example, somebody might need to remind policy owners to update their policies and then monitor to see who has done it. They might have to track if new hires have read a particular policy as part of their onboarding process and then chase those up who haven’t.

In the past people have had to rely on using emails and spreadsheets, which is inefficient, time-consuming and generally a miserable experience. The administrative overhead involved also means that many organisations cut corners and the approach to policy management is ad hoc or simply doesn’t happen.

Many policy management software solutions have automated features that do much of the heavy lifting around administration, making life easier for policy teams and saving huge amounts of time. Using automation can make policy management much easier, helping remind and track both policy owners and employees on what they need to do.

5. Use employee attestation to support compliance

Policies play an important role in supporting compliance and minimising risk. Employees may be required to read particular policies as part of an onboarding process when they first join, or as an annual process. Sometimes policies are updated, and employees need to digest and understand the change. In some regulated industries it is also necessary to prove to an external body or auditor that there is a process in place to ensure that employees read policies in this way.

The only reliable way to achieve all of the above is through an employee attestation process. This works by an employee acknowledging that they have read and understood a policy, and then having reporting to track progress. This is best achieved through a policy management solution like Xoralia where much of the attestation process is automated and additional features such as personalisation, content targeting, notifications, granular reporting and even additional custom questions help to ensure success and high rates of compliance. The results can even be shown to external regulators and certification bodies.

6. Put in the right approval and review processes

Policies have to be watertight; they must be accurate and up to date. Putting in the right approval and review processes can help ensure this happens. New policies and substantial changes to existing policies should always be reviewed and approved by the necessary stakeholders. Having a regular, diarised review process in place – for example every six or twelve months – can also help ensure that a policy is to date.

Good policy management software should help with both these, using appropriate approval workflow as part of the content management process, as well as automated review dates and reminders for regular reviews.

7. Make your policies easily accessible and findable

Policies are largely pointless if users cannot easily find and access them, ideally at the point of need. Employees are simply not going to waste time on looking for policies that are difficult to locate – they need to be able to find them quickly, with minimal effort and on their preferred device.

The standard way to make policies easy to find is by creating a central policy library where employees can access policies. Most policy management solutions will deliver this, but it doesn’t mean they can then easily find that they need.

With Xoralia we leveraged the powerful Microsoft Search so employees can find what they need through both a general search but also a dedicated policy search. There is also the ability for employees to filter using custom tags to define departments or themes using familiar language specific to your organisation. Because Xoralia is built on SharePoint it also means your policy library can be easily integrated into your SharePoint-based intranet or reached via Microsoft Teams, removing all barriers to access and findability.

8. Standardize naming and numbering

It really helps to standardise the naming and numbering conventions on your policies to drive consistency, so that everyone knows what the policy is, who it is aimed at and if it is the latest updated version. This is important when you have a different policy on the same topic for different locations; for example, there may be an expenses policy for the UK and one for Germany. Reflecting this in the title can help ensure that an employee is confident they have the right document. Having the right title is also key for findability, as this will be displayed in the search results.

9. Use personalization and notifications to communicate changes

One of the most challenging aspects of policy management is communicating changes to employees. It’s hard enough to get their attention for general updates, let alone about a change to a Health & Safety policy. Using elements such as personalisation and targeting, and sending meaningful notifications can make it easier to communicate changes.

For example, an employee might enter your policy library or even your intranet and see a personalised list of the policies they need to read or where there have been changes of note. They might also receive an email reminder of a policy that they need to have confirmed they have read by a certain date. Again, these are all good practices which powerful policy management solutions like Xoralia support.

10. Make life easy for your policy owners

Perhaps this is less of a best practice, and more a general point. Policy owners are usually very busy people with a lot of things on their plate. Making life easier for them by helping them keep their policies up to date will generate both goodwill and the necessary actions.

Using automated reminders, personalised views that display the list of upcoming policies to review, and reporting that shows policy views and mandatory read confirmations, will all help in the overall policy management process.

Following policy management best practices

Following best practices to support policy management is important. Policy management software like Xoralia can help do much of the heavy lifting to help you follow best practices such as establishing one source of truth for policies and making them easily findable and accessible.

Why not arrange a free demo of Xoralia to see how it can help improve policy management in your organisation?

Book a live demo

Find out more about Xoralia policy management software

During the demo, we'll walk you through Xoralia’s various features and functionality, providing plenty of time for you to ask our experts questions along the way.

Book a demo

Policies and procedure in the workplace: The ultimate guide

Posted on 1 April 202425 April 2024 by Hannah Barltrop

Policies and procedure in the workplace: The ultimate guide

Policies and procedures are an important part of organisational life, giving "official" instructions and guidelines on how things are done, providing clarity on dealing with issues and establishing the expected behaviours and standards of employees. No one can pretend that an organisation’s policies and procedures are going to be the most exciting read, but they can prove to be very useful reference material in providing clarity for managers and employees, helping standardise approaches and minimising risk.

In this post, we're going to do a deep dive into the world of policies and procedures, looking at what they are, why they are important and how to manage them. We’re not expecting you to love policies and procedures, but we hope by the end of the article you'll view them a little more positively!

What are policies and procedures?

Policies and procedures are sets of principles and rules that provide structure and standardisation to processes carried out across an organisation. They can range from documents which outline overarching company principles through to detailed instructions on how to carry out specific processes, as well as associated guidelines for employees.

Generally, a policy will outline principles to follow, while procedures are more detailed and spell out the steps necessary to complete a task or undertake a set of actions. Usually, a procedure is likely to change more often than an underlying policy.

Although policies and procedures are distinct, a policy document can contain procedural information and vice versa. Sometimes, the line between what is a policy and what is a procedure can be fuzzy; there can also be forms, guidelines, checklists and even user guides that fall under the “procedural” umbrella.

Why policies and procedures are important?

We need policies and procedures in the workplace for multiple reasons. Let’s explore some of the key ones.

Helping employees complete tasks and get things done

In any given working day, employees complete multiple tasks, some relating to their role and others to more general processes. Additionally, employees may have to make several decisions during the working week. Policies and procedures provide essential baseline information for employees to get things done and make accompanying decisions.

Standardising processes

Most organisations seek to standardise processes across different divisions, regions and locations in order to drive efficiency, support customer experience, raise standards and provide consistency and simplicity across complex structures and diverse workforces. Having well-defined policies and procedures underpins this standardisation.

Supporting professional conduct

Policies and procedures define expected levels of professional conduct and behaviour, covering multiple aspects of organisational life including treatment of colleagues, interaction with customers, risk management and more. Having these policies and procedures is important for the smooth day-to-day running of any business.

Supporting compliance and certification

There are a range of different policies and procedures that must be followed for regulatory, legal and compliance reasons. Businesses need to enforce these policies, and may also need to show external regulators and other bodies they are doing everything they can to make sure they are followed. The way policies and procedures are managed and disseminated is a major component of this. Similarly, organisations may have to adhere to standards such as ISO 27001, ISO 9001 and demonstrate policies are being followed to the relevant certification body.

Minimising risks

It’s not just legal and regulatory compliance that is important - having the right policies and procedures helps minimise risks across other areas, such as:

Health and safety: ensuring the wellbeing of employees and third parties, especially in areas such as construction, engineering, manufacturing and mining
Brand reputation: helping to preserve business image by supporting good customer service, preventing legal action, ensuring there aren’t data breaches and more
Supporting employees: ensuring employees follow the correct procedures to limit their personal risk and liability
And many more!

Helping new starters

It can be an overwhelming and even confusing time when a person starts at a new company, with a lot to do and learn. Having clear policies and procedures helps new starters complete onboarding processes and settle in more quickly; in turn, a positive onboarding experience also reduces employee turnover.

Managing change

Organisations are in a constant state of flux, and managing change across the workforce can be hard. Having clear policies and procedures helps manage change and outline new ways of working, both large and small.

Support values and wellbeing

Values and employee wellbeing are increasingly being recognised as important components of employee experience. Ensuring policies and procedures align with company values and provide safeguards for wellbeing can make a tangible difference.

Supporting an employee value proposition

The employee value proposition (EVP) of a company spells out some of its key HR policies and procedures, such as opportunities for career progression, learning and training, flexible working, maternity and paternity leave, pay and benefits and so on. The EVP of an organisation is central to attracting and retaining talent.

Common policies and procedures that every workplace needs

What are some of the common policies and procedures found in the typical workplace? Here are some of the most widespread, and most important.

General conduct

Policies and procedures will present clear expectations about employees’ workplace conduct. This can cover everything from interacting with employees and customers to lifestyle choices outside work, such as use of alcohol and drugs. As part of this, there will also be established processes around misconduct and what happens if it arises, including disciplinary procedures.

Professional conduct

Some businesses have more specific conduct guidelines to cover aspects of professional life, depending on the industry sector. Accountants, lawyers, financial services and the gaming industry, for example, all have regulatory and professional considerations that will impact individual conduct and other organisational procedures.

Regulatory compliance

Some regulated industries also have very specific additional processes they need to carry out relating to regulatory compliance. For example, financial services have a range of policies around advertising, marketing and selling that must be adhered to. Other regulated industries with strict regulatory procedures include pharmaceuticals, healthcare, energy, gaming and professional services.

HR and employment policies

There are a range of other common HR and employment policies such as those regarding maternity and paternity leave, sick pay, absence, career advancement, secondments, performance management and more. These HR policies are often an important reference point for employees during their time at a company, as well as when they are considering whether to join in the first place. As already stated, HR policies are a key part of any employment value proposition (EVP).

Travel and expenses

Most companies will have a travel and expenses policy relating to booking travel and claiming back expenses. This might stipulate the kind of travel that can be booked, how to do it and the approval process required from a manager.

Ordering equipment and other transactions

Organisations will also have policies and procedures relating to other everyday transactions that might involve approval workflow, such as ordering office equipment.

Use of technology and social media

How employees use technology and social media involves a degree of trust. Most organisations have a set of policies and procedures covering acceptable usage of technology and digital channels, both internally and externally.

Health and safety

One of the most important areas of policy and procedure is ensuring the right health and safety measures are in place. In some industries such as mining, engineering, healthcare, construction and energy, these are heavily promoted, and are key priorities at an organisational, team and individual level.

Hybrid and remote work

The pandemic has dramatically increased remote working, and many companies are now figuring out their policies and procedures relating to hybrid work and how they can make these work in the future.

Employee onboarding

As already noted, employee onboarding is crucial and can impact employee turnover. Having the right onboarding policies and procedures in place makes a big difference.

Procurement and due diligence

Procuring new suppliers and providing the necessary checks is essential in establishing successful relationships with suppliers, providing value for money and protecting an organisation’s reputation. As a result, most companies have a range of procurement and due diligence policies and procedures in place.

Policies and procedures management best practices

How should you manage your policies and procedures? There are a range of best practices to follow that will help ensure employees can easily access the latest documents and information, safe in the knowledge that they are accurate and up to date.

Allow easy access for all

Policies and procedures are there to standardise processes and minimise risks, but they also help employees get things done in the best way possible, supporting productivity and underpinning a good employee experience. Ensuring your entire workforce can easily access the right policies and procedure at the point of need is key to them being followed; there should not be groups who do not have access, such as your frontline staff. A central policies and procedures library available through your intranet is a proven model that works.

Ensure a single source of truth

Have just one source of truth for your policies and procedures to avoid issues with multiple versions that cause confusion and result in employees performing the wrong actions. Having multiple versions also undermines employee trust in any central policies and procedures library.

Keep policies and procedures up to date

Policies and procedures must always be kept up to date so they are accurate. Even if changes are small, it’s always best to execute any updates as quickly as possible, minimising the risk of errors down the line.

Keep control over versions

Establishing robust version control over policies and procedures is essential to prevent multiple versions circulating. Having a clear convention for numbering different versions and using the right solution (such as a SharePoint library) will help.

Clear ownership and lifecycle management

Many of the above best practices are achieved by having clear, defined ownership of each policy or procedure, with named individuals responsible for executing the right lifecycle management processes around regular reviews, updating their policy and more.

Make policies and procedures findable

As well as making policies and procedures easy to access, employees also need to be able to find the right information or document when required. Ensuring policies and procedures are findable and discoverable is critical. There are various approaches which help with this, including:

Creating a search specific to your policies and procedures library
Using tagging to categorise different policies to make them browsable or filterable via search
Creating views to filter policies by owner, function, type and topic
Using personalisation to show relevant policies and procedures to individual users
Including policies and procedures in a wider intranet, enterprise or Microsoft search
Using the right titles to accurately indicate policies’ purpose and contents.

Driving personalisation and targeting to ensure variations

Some policies may not be relevant to different groups of employees based on their role, location, level of hierarchy and so on. For example, in large global companies, HR policies often vary from country to country. Leveraging personalisation and targeting to ensure users access the right policies based on their profile will drive relevance and make sure the right policies are followed.

Checking for employee attestation

There are some very important mandatory policies that you will want to ensure everyone reads; sometimes, you will need to demonstrate to external parties that this has been done. These external parties are likely to be regulators or certification bodies, but they can be customers too. Running an employee attestation process where you can track who has read which policy, who has confirmed they have done so or even who has agreed to adhere to what is the best way to achieve this.

Carry out auditing when you need to

Ensure you have some kind of auditing process around your policies and procedures that records who has made changes to policy documentation and when. This helps force policy and procedure owners to take their role seriously, and also demonstrates to regulators and certification bodies that you have a robust approach to policy management.

Making policies readable and digestible

Policies and procedures are there to be used and followed, not ignored. A 50-page document written in “legalese” is never going to be read by your employees, and while it may be important to have from a regulatory, legal, compliance or risk perspective, creating a shorter version that is readable, digestible and actionable is far more likely to result in policies actually being followed.

Allowing access at the point of need

Allowing access to policies and procedures at the right time, directly at the point of need, helps boost adherence. For example, if an employee is making a travel booking, arranging easy access to the travel policy if they need to review it can be useful, even if it is just a link on the requisite form. Similarly, making it simple for your new hires to access the policies and procedures they need to read and attest to during the onboarding process will drive efficiency.

Have an agreed naming convention

Have a standard naming convention in place for your policies and procedures to ensure employees can find the right document and avoid confusion.

How policy management software can help

Many of the best practices mentioned above are enabled by having the right policy management software. A dedicated solution such as Xoralia will ensure you have the best overall approach to policy management, supporting your users, policy owners and administrators. Let’s explore the main areas where policy management software can add value.

Automation

Managing policies and procedures involves a lot of simple, repeatable tasks that can be automated. Policy management software will automate many of these, dramatically reducing the administrative burden of policy owners and digital workplace teams and allowing them to focus on more meaningful and valuable work.

Provide easy access to policies and make them findable

Providing easy, centralised access to your policies for all your employees is at the heart of successful policy distribution. Policy management software will establish a central library, and provide search and browse tools to make them findable and discoverable.

Document versioning and control

Effective document versioning is essential to make sure employees only read the very latest versions of policies and procedures.

Lifecycle management

A good policy management solution supports policy owners and admins by helping them manage their policy through its lifecycle, from creation through to archiving. The solution should help them review the policy at regular intervals, add new versions, retire old ones and more.

Auditing

Sometimes, policy management needs to be audited for compliance, regulatory or certification purposes. Policy management software should support this through providing audit trails, for example.

Tracking employee attestation

Employee attestation relating to reading and confirming mandatory policies and procedures is an onerous task. Policy management software should make this easy and effortless through automation – a relief for anyone who has managed this via email and spreadsheets in the past!

Reporting

Policy management software allows you to carry out any reporting and measurement relating to policy management and distribution, including employee attestation.

Managing policies and procedures? Demo Xoralia today.

Managing policies and procedures is a critical activity that every organisation should commit to. Policy management software like Xoralia makes this much easier. Why not book a demo?

Book a live demo

Find out more about Xoralia policy management software

During the demo, we'll walk you through Xoralia’s various features and functionality, providing plenty of time for you to ask our experts questions along the way.

Book a demo

Policy management software

By Xoralia

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By Content Formula

Find out how to efficiently and effectively manage your entire policy lifecycle, from policy upload, reviews and approval, through to assignment, attestation and tracking.

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A document lifecycle is a strategic approach to organising and managing every step within your policy and procedures process. Read our tutorials to find out how Xoralia software can help.

7 reasons to use SharePoint for policy management

Posted on 1 April 202430 April 2024 by Dan Hawtrey

7 reasons to use SharePoint for policy management

Pushing out mandatory policies and tracking reads is perhaps the most requested feature in policy management. But before we get into that, let’s look at the other commonly requested features and examine how SharePoint (and Office 365) addresses these.

Having one source of truth for key policies, procedures, forms and other key organisational documents is important. Employees and managers need to regularly access information such as your staff handbook, IT usage policy, holiday request process, social media guideline or supplier due diligence checklist and more and be confident that these are accurate and up to date. In regulated industries such as financial services there can also be strict guidelines for interaction with customers or processes which must be followed to reduce risk.

Most organisations provide access to policies via their intranet but all too often these are:

Scattered across different department sites and are hard to find
Do not get updated with the very latest version
Simply do not get read, even if they are mandatory to read
Are not trusted by employees so they request a copy or rely on a version on their own file network or inbox, that may not be up to date.

Policy management is important. Not managing your policies and procedures carefully or making them easily available in one central place leads to risks for organisations and individual employees, as well as inefficiencies. Sometimes it can also be an requirement for industry regulators or other external third parties, and may even be the subject of an external audit.

Seven reasons why SharePoint policy management is the best approach

If your organisation is using Microsoft 365 or SharePoint on-premises, then it makes sense to leverage the power of SharePoint to help better manage your policy documents.

1. SharePoint is likely to be your existing and secure document management solution

If you use SharePoint or SharePoint Online, then that is likely to be at the root of how most people manage documents their documents and files in your organisation. Documents can be easily shared, collaborated on and there is also effective version control, meaning that you can avoid issues such as duplication and ensure there is one source of truth; this is a critical factor in manging your policies. Leveraging SharePoint for policy management also means that your existing users will be already familiar with the system in place used for managing documents. Of course, SharePoint will also be fully secure.

2. You can automate lifecycle management processes

Lifecycle management is absolutely key to successful policy management. For example, you need to make sure that policies have owners who regularly review the documents they are responsible for. SharePoint is excellent from this perspective and you can leverage its integration with Active Directory as well as Power Automate (Flow) to create clear ownership, notifications and workflow to ensure polices are kept up to date and also create views that show admins the status of policies.

3. You can get a complete audit trail

As well as lifecycle management you can also get a complete audit trail of updates to your document, showing when and by whom. This transparency is very important for minimising risks, underpinning accountability, and even for external auditing purposes.

4. You can easily provide access to all

It is critical to provide easy access to policies for your employees. As most organisations already use SharePoint for their intranet or for communication sites, it is easy to integrate a policy document library into the channels that employees already have access to.

5. You can integrate it into your search

Policies also need to be findable and discoverable. Again, most organisations are leaning in on SharePoint or Microsoft search options to allow employees to find what they need. Using SharePoint for policy management means that these documents will be included in your main search, perhaps through the intranet.

6. It can integrate with your wider Microsoft 365 ecosystem

If you are on Microsoft 365 you will likely be using a wide variety of different collaboration and communication tools such as Yammer, Microsoft Teams, Outlook and SharePoint team sites. The obvious integration between a SharePoint-based policy library and the rest of the Microsoft 365 platform means it’s easy to embed and share key policies from the library in the places where every day work happens.

7. You can track usage and get data

Using SharePoint for policy management means it is also possible to track usage and get data on different policies, for example numbers of views or when they were last updated. By leveraging integrations with Active Directory and PowerBI you can also start to create reports and track critical data such as whether a mandatory document is being read and by whom.

But what about mandatory policies and tracking reads? Introducing Xoralia Policies

Overall, using SharePoint for policy management is the way to go. Having deployed many policies libraries on SharePoint and intranets over the years, we decided to combine all our knowledge into an app which can help customers fast track to a secure, user-centric and robust policy management library.

Xoralia Policies is a brand-new app designed, developed, and managed by Content Formula. It provides organisations using Microsoft 365 and SharePoint Online a quick-to-deploy central policy library than can be accessed via a SharePoint-based intranet or SharePoint site. Xoralia Policies can also be installed by on-premises SharePoint customers.

The app is a simple but complete solution that provides:

Easy, central access to the latest version of organisational policy and procedure documents for all staff
Robust policy management with assigned content owners and regular reviews across different departments and functions
The ability to track the progress of mandatory reads for particular documents, as well as other useful analytics
All you need for auditing purposes.

Main features

1. An attractive, central policy library

Xoralia Policies acts as a central policy and procedure library that can be reached via a SharePoint-based intranet or via a SharePoint site, such as a communication site. When accessing Xoralia Policies users are presented with an attractive and intuitive interface that has been designed to help employees find that they need.

Each policy is listed with salient details including the title, the owner, the document format, the date it was last updated and any related instructions, such as whether it must be read. These instructions are personalised to the user. A handy summary at the top of the page also lets a user the number of policies that they have to read.

2. Complete auditability

Organisations may need to demonstrate to regulators or other external bodies that they both have robust processes in place to manage their policies but also that all employees have read policies that are considered to be mandatory. Xoralia Policies leverages the power of SharePoint to provide a complete audit trail of document changes, and also shows clear review policies in place with the ability to track these. This should satisfy both your own internal and external auditing requirements.

Xoralia Policies also has the ability to ensure employees are carrying out mandatory reads. If a policy is mandatory to read, employees can access the document within the app and then make a simple declaration confirming once it has been read. In-built analytics show policy owners and admins the percentage of those who have read the policy.

3. Robust policy management with automated notifications

At the heart of Xoralia Policies are robust policy management features to ensure that documents are kept up to date and your library remains the one source of truth for policies. Each policy has an identified owner and a defined regular review period.

Notifications ensure that owners are reminded to review the policies they own; Xoralia Policies also has a simple dashboard that shows a policy owner their policies that are due for review or have expired. Transparent ownership and review information displayed on each policy also encourages accountability.

4. Analytics for mandatory reads and more

Xoralia Policies also comes with powerful analytics. Xoralia Policies shows policy owners the percentage of users that have read a policy, while administrators can access a more detailed analytics dashboard showing the status of all mandatory reads as well as other salient analytics relating to document status, for example. There are options to use Power BI for more detailed and custom reporting.

These analytics can help teams to prepare for audits, making interventions where necessary, but also get a better understanding to building engagement with employees.

5. Strong findability

Findability is critical. Employees want to be able to find the right policy quickly and effortlessly. The app includes a strong search facility where an employee can enter keywords to find the policy they are looking for. Additionally, employees can filter by different categories including mandatory and non-mandatory reads, the function who owns the policy (IT, HR, Legal etc.) as well as custom tags defined by you.

6. Easy set-up and deployment

The app is quick and straightforward to implement. Because Xoralia Policies can be applied to an existing SharePoint library it means you can convert an existing policy library to the app. It can also be deployed from within any SharePoint intranet or other SharePoint site. Simplified Policies takes a few days to implement. Content Formula can handle the whole implementation or work in partnership with your IT function to deploy the app.

7. Options for customisation

If you have special requirements around managing and presenting your policies, there are options for customisation. Call us to discuss.

SharePoint is made for policy management

When it comes to managing your policies and ensuring your employees can find and access them, SharePoint is a strong option. If you’d like more information about using SharePoint for policy management or about Xoralia Policies, and would like a product demo then get in touch!

Book a live demo

Find out more about Xoralia policy management software

During the demo, we'll walk you through Xoralia’s various features and functionality, providing plenty of time for you to ask our experts questions along the way.

Book a demo