Policies and Procedures “Checkpoints” – Make sure your policies and procedures are followed

Writers of policies and procedures have faced the dilemma of finding ways to get people to follow the content of policies and procedures for decades. The writers have tried everything from:

1. Training
2. Communications
3. Orientation and tutorial
4. hold hands
5. newsletter articles
6. Posting on a bulletin board
7. videotape, dvd
8. Auditing
9. And much more

These traditional methods may work in some cases, but let’s be honest, unless these traditional methods are done on a routine basis, there is no way to guarantee that policies and procedures are followed.

There are some “safe” methods to ensure policies and procedures are followed. My two favorites are “Checkpoints” and “Buy-In”. Since I’ve written articles on “Purchasing”, I won’t focus on that other than to say that “if you ask your users for help while writing policies and procedures, then the chances of those users following the policies and procedures are much higher.” “.

Under “Checkpoints”:Checkpoints are “built-in” mechanisms that help a person follow the instructions of a policy or procedure or force the person to follow the instructions. Let me explain.

1. In the first case, you simply integrate these mechanisms into your policy or procedure. For example, you may have a procedure that requires approval from person “X”. In this case, you would insist (and may also audit the individual) that this individual “X” just sign whatever comes your way, when the PREVIOUS PROCESS has been correctly followed. And reject (or not sign) when the PROCESS appears to be broken. For example, if the procedure is about purchase requests and certain fields are mandatory and when person “X” receives the request and these certain fields are not complete, presto, person “X” must reject the document! And now the process works.
2. This checkpoint can also be a form that only contains the correct fields to enter, and better yet, in electronic forms, the form can be designed to “stop” form completion (or force a correct response) by insisting on specific requirements. . fields.

You understand.

One last fact: Checkpoints work well when management believes in doing the right thing, but if you have management that lets things slide, then your job of ensuring compliance will be more difficult.

In conclusionI’d suggest using all the traditional methods and incorporating “checkpoints” wherever possible.

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