Record Each Employee’s Policy Review With Digital Sign Off
Policies are essential to increase consistency within an organization. Your Policy is only as effective as your employee understanding and agreement to follow the policy. It can be easy to ignore an emailed copy of your policy document, and yes you can get a read receipt but we all know that email have a way of going missing. And even handing out paper copies is not without its share of people who seem to lose their copy which creates additional time and cost into the process.
PolicyMagic gives you complete monitoring and tracking from the first step of selecting who will receive a notification and login to review the Policy. This makes it easy to see who is required to review the policy and monitor their status.
You have the ability to see in seconds who has looked at the Policy, how much of it they have looked at, when they have accessed the materials, and whether they have completed and signed off on the policy. When employees know you have the ability to do this, compliance goes way up. All of a sudden saying they lost their copy no longer buys them a day. You can resend their login details in seconds, and actually track when and how often this has been done.
You have the option to create multiple test questions at the end of the policy review process. This can be done if there are specific points in the policy which you want to emphasize and ensure that employees have complete understanding of. You can also have a very basic set of questions:
Did You Review This Policy?
Do You Understand This Policy?
Do You Agree to Follow This Policy?
Once they have answered yes to these questions they can use their mouse or a stylus to record their signature or initials. This is merged with a copy of their acceptance of the policy and created as a sign off certificate. The policy sign off certificate is emailed to you for electronic filing, or you have the option to print one piece of paper to complete the policy review process.
Sign Here x______
Who knew getting a signature could take so much?
Actually you do and so do we. You have to get the policy in their hands. And some times we have supporting materials like video or PDF files or even just audio clips to make the policy clear and understood so the sign off means something.
Getting the signature and sign off sheet back should be easy once they have signed but if I had a dollar for every time I had to resend a policy sign off – I would have a lot of extra dollars.