The client currently utilises SharePoint Online for the creation and distribution of company policies, leveraging pages to ensure easy access and sharing among employees. While this approach facilitates efficient dissemination of information, it presents a significant challenge: the inability to track employee acceptance of these policies. This lack of accountability may result in compliance issues and misunderstandings regarding essential company guidelines.

CHALLENGES:

The current SharePoint Online setup does not include a mechanism to confirm whether employees have read the policies, potentially leading to compliance issues. Without an acknowledgment process, it becomes challenging to ensure that employees fully understand and engage with company policies. Furthermore, the demands on employees’ schedules often result in missed opportunities to review these critical documents.

SOLUTIONS:

Acknowledgment Tracking: Implemented a feature that allows users to confirm their reading of specific policies, with the system securely recording this acknowledgment for future reference.

Record Details: Ensure the capture of essential information for each acknowledgment, including the acknowledgment date, policy name, policy version, and the employees’ name.

Email Notifications: Established an automated email reminder system that prompts users to complete any outstanding policy acknowledgments. Notifications are dispatched every seven days until the acknowledgment is completed.

Dashboard Features: Developed a user-friendly dashboard that provides employees with a clear overview of their outstanding and completed acknowledgments, thereby enhancing user engagement and accountability.

Increased accountability among employees for reading and understanding policies.

Improved compliance with company policies, resulting in a more informed workforce.

Enhanced tracking capabilities for HR and compliance teams to monitor policy engagement effectively.