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Organizations are realizing that being open and honest about their compliance records builds trust with stakeholders. Transparency has become a popular trend as companies compete to share meaningful information. Corporate Social Responsibility (CSR) initiatives often take center stage in these efforts, focusing on positive actions to show companies as responsible and ethical.

The push for greater transparency in compliance goes deeper. Regulations exist to ensure businesses follow professional standards they might not meet on their own. Traditionally, it’s assumed that companies comply unless proven otherwise. However, when an organization chooses to share its specific compliance record, it brings the topic of compliance into focus, encouraging further discussion and accountability.

Your compliance team should aim for the highest standards before sharing compliance performance. Just like a chief engineer on a cruise ship won’t show the engine room unless everything is in perfect condition, your compliance status should only be shared when every detail has been thoroughly checked.

Our compliance software solutions can help you manage your processes and accurately report to stakeholders. ​SP Marketplace offers tools like policy management software, contract management software, and conflict of interest software, all built with industry best practices. These tools make it easier to handle compliance workflows, from creating policies and contracts to managing ongoing renewals.

Creating effective policies and procedures isn’t just about following regulations. It also requires teamwork, the right tools to share information, and ways to check if employees understand them. Using automated systems can make these tasks easier, saving time and effort.

Here are 5 steps to ensure compliance and what to consider when choosing the right software:

• Meet with department leaders to make sure policies and procedures work well for every team.
• Choose the right format for your policies so they’re easy for your audience to understand.
• Make policies and procedures easy to access for all employees.
• Set deadlines for employees to acknowledge they’ve reviewed each policy or procedure.
• Measure employees’ understanding of the policies and procedures to ensure they know what to do.

By following these steps, your company can create a safer and more efficient workplace.

To make sure policies are followed, start by involving leaders from every department. Policies are often created by someone who may not fully understand what each team does. Even a short 30-minute meeting with department leaders can help. This ensures that:

• There are no misunderstandings.
• The right terminology is used.
• Employees see the value and importance of their work.

By including leadership in the process, policies will be more effective and better suited to the organization’s needs.

​Every department is unique, with different routines, experiences, and personalities. To help employees follow policies and procedures, share them in a way that works best for each team. Meeting with department leaders can help you understand how to deliver policies effectively.

For example, if employees don’t have computers but do have company smartphones, video presentations might be the best way to share policies. Choosing the right format makes it easier for employees to understand and follow the rules.

Organize your policies in a way that’s simple and logical. Employees from any department should be able to find the policies they need in just three clicks. This helps prevent frustration and encourages them to stay compliant.

Here’s how to organize your folders:

• By department.
• By policy type (e.g., “Fire Drill Procedure” under Management).

Share the links to these folders with managers so they can guide their teams to the right resources.

Setting deadlines for employees to acknowledge policies isn’t just about marking dates on a calendar. It’s about ensuring understanding and compliance. Here’s how to do it:

• Hold weekly manager meetings after the policies are created and shared. These meetings help managers create plans to ensure their teams understand and follow the rules.
• Send email reminders to managers about deadlines and policies.
• Include contact information (like a phone number or email) in reminders so employees know who to reach out to with questions.
• Use policy management software to streamline the process. Tools like SP Policy Manager, built into SharePoint, can help manage policies efficiently while keeping everything secure and accessible through your company’s systems.

Each policy or procedure should be handled individually. For basic policies, simple “I agree” responses might be enough, but for more important ones, you need to go further to make sure employees truly understand them.

To improve compliance, try:

• Practice runs to let employees apply what they’ve learned.
• Quizzes to test their understanding and reinforce key points.

These steps help ensure everyone knows how to follow the rules.

1. Work with Division Leaders
Meet with team leaders to make sure policies and procedures can be implemented effectively.

2. Choose a Program for Custom Certifications
Use a tool that lets you create quizzes and certifications tailored to your policies. This helps employees remember key details.

3. Select the Best Format for Your Team
Look for software that supports multiple formats like Word, PowerPoint, mp3, or mp4. This ensures policies are presented in a way that suits your audience.

4. Make Policies Easy to Access
Pick a program that allows flexible folder organization and has permission controls. This reduces clutter and ensures users can quickly find what they need.

5. Set Deadlines and Notifications
Use a program that sends reminders to the right people about tasks, overdue items, or policy renewals. This keeps everyone on track.

Find the best way to check how well employees understand your policies and procedures. You can automate this process to make it more efficient. Tools with features like automated alerts, central discussion boards, and workflows can save time when creating, sharing, and auditing policies.

​Today, ensuring effective policy management is vital for organizational success. For businesses operating on Microsoft 365, the key to streamlined, efficient policy management lies in fully utilizing the platform’s existing infrastructure—specifically, SharePoint and other Microsoft 365 apps. This blog explores how adopting a policy management on Microsoft 365 can enhance compliance, and why SP Marketplace stands out with its no-code, integrated business applications

​Effective policy and compliance management on Microsoft 365 ensures that employees understand, follow, and implement company policies, helping avoid compliance breaches and legal risks. Poorly managed policies can lead to inconsistent enforcement, operational inefficiencies, and non-compliance with industry regulations. SP Marketplace’s policy management tool, natively built on Microsoft 365, provides a secure and adaptable platform to keep pace with changing regulatory requirements.

Managing compliance in today’s complex regulatory environment is no small feat. With Microsoft 365’s robust capabilities and policy management tools, you can consolidate business apps across departments, simplifying compliance and reducing the risks associated with the spread of multiple SaaS solutions throughout your organization. When organizations rely on Software as a Service (SaaS), they often encounter fragmented security measures and potential exposure points as data is spread across various third-party platforms.
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By contrast, using Microsoft 365 as a Platform as a Service (PaaS) to centralize policy management tools and other business applications offers enhanced control over security. With PaaS, your IT team can oversee security protocols within a single, trusted environment

SP Marketplace’s SharePoint Policy Management application is natively built on Microsoft 365 and enables 000’s of businesses to centralize policy creation, management, and enforcement. By using Microsoft’s familiar environment, organizations create a single source of truth for all policies, ensuring easy access and uniformity across the board as well an enhancing the ROI of the platform that already exists within their organization.
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The SP Marketplace solution takes advantage of Microsoft 365’s powerful ecosystem—combining the strengths of SharePoint for document management with Teams and Power Automate for seamless collaboration and workflow integration. This ensures that policies are consistently updated, easily accessible, and effectively enforced. Employees can access and update policies within their everyday workspace, enhancing adherence while minimizing disruptions to workflows

Maximizing the potential of Microsoft 365 for policy management system requires establishing clear governance frameworks and structured change management. SP Marketplace helps organizations do just that. Assigning roles such as administrators, policy owners, and end-users ensures accountability and consistent updates. Additionally, a structured approach to policy updates—through clear communication, training, and feedback loops—keeps everyone on the same page.
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By implementing our policy management tool in your Microsoft 365 environment, you can streamline compliance processes, promote transparency, and enhance overall operational efficiency. Through these features, businesses can remain proactive in meeting regulatory demands while cultivating a culture of accountability and continuous improvement

​In conclusion, a Microsoft 365-based policy management solution, like the one from SP Marketplace, allows organizations to consolidate tools, improve collaboration, and ensure compliance—all within an environment they already trust and use.

Are you ready for audits by the Office for Civil Rights (OCR) under the U.S. Department of Health and Human Services (HHS)? By 2015, approximately 400 healthcare providers were expected to face these audits.

If your compliance program isn’t fully updated or you haven’t been preparing, don’t panic.

A TechTarget report highlights the main HIPAA violations OCR focuses on, including:

• Not conducting risk assessments for data breaches.
• Ignoring security threats to Protected Health Information (PHI).
• Providing inadequate staff training on protecting PHI.

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Hospital compliance officers should understand and implement the seven key elements of a strong compliance program to address these issues and stay prepared.

Your compliance program should include well-written policies such as:

• A Corporate Compliance Program
• A Code of Conduct or Ethical Conduct
• Training, Acknowledgment, and Corrective Action Plans
• A Disaster Recovery Plan

These policies should apply to everyone in the organization, including employees, volunteers, staff, and hospital management. When creating policies and procedures, remember to align them with your organization’s mission, values, and core principles. Also, ensure they follow all relevant laws and regulations. It’s important to create these policies before an incident happens, not afterward.

Involve hospital staff and management in the process. Ask for their feedback on changes to policies and how they should be applied. This helps build a culture of compliance and ensures everyone is on board. Regularly review and update these policies to keep them current with new regulations and your organization’s evolving needs.

Choose someone to lead the compliance program as the Corporate Compliance Officer. Then, decide who will be part of the compliance committees. Clearly define each member’s individual responsibilities and how they will work together as a group.

Plan how often the committees will meet, what topics they will cover, and how they will share their discussions and decisions. Outline the communication methods they’ll use and how they will collaborate to achieve the program’s goals. This ensures everyone stays on the same page and works toward compliance success.

If your staff doesn’t know about the compliance program, it won’t work. Effective policy and procedure management requires three things: education, access, and enforcement.

Ask yourself:

• Who will train new employees, and when?
• Will employees get printed materials or access policies online?
• Who should they go to with questions?
• Will they need to confirm they’ve read and understood the policies?
• Will there be refresher training and follow-up tests?
• Who will ensure employees are properly trained and have acknowledged the policies?

To make sure tasks don’t fall through the cracks, you’ll need a reliable management system. This system should handle large amounts of documents, distribute policies to the right employees, and send automatic notifications when updates are available. Employees should be able to quickly find policies, confirm they’ve read them, and complete any necessary tests. This ensures everyone stays informed and prepared.

A culture of openness is important for your company. Employees should feel safe reporting compliance concerns without fear of punishment. If staff are unsure about a policy or procedure or think there might be a compliance issue, they should feel comfortable asking questions.

Your policies and procedures should clearly explain how employees can communicate concerns and who they should contact. These communication channels should be easy for everyone to access, ensuring employees know where to turn for help.

Plan how you’ll enforce your compliance program. Begin by deciding how to train employees and share policies and procedures. A policy management system can help by sending automatic notifications when new policies are published. Employees can then confirm they’ve received and understood them.

Next, decide what actions to take if someone doesn’t follow the compliance program. Clear guidelines will ensure everyone knows what’s expected and the consequences of not following the rules.

Just like getting a yearly check-up from a doctor, it's important to regularly review your compliance program to make sure it’s working well and stays relevant. Decide how often your organization will be audited and create a plan to address any issues found during the audit.

Use an automated system to stay on track. This system should remind you when policies need to be updated, renewed, or retired. Make sure your compliance committees and the compliance officer have access to the system so they can easily view the documents they need to manage policy compliance effectively.

In step #5, we talked about educating employees, enforcing policies, and addressing violations. A strong compliance program also includes plans for dealing with violations and improving training to prevent future issues.

Corrective action plans should explain how to:

• Identify and confirm compliance violations.
• Decide who needs to be notified.
• Take appropriate disciplinary actions.

The goal is to fix the problem and find ways to improve your program so the same issue doesn’t happen again.

All seven elements of a compliance program come from detailed written policies and procedures. These documents should be well-organized and reviewed regularly to help your compliance team manage the program effectively.

Comprehensive and well-maintained policies and procedures are essential for ensuring organizational compliance and minimizing risk. However, it can be challenging for policy managers to keep documents updated with ever-changing laws and regulations. They also need to ensure employees have the latest information to do their jobs and maintain compliance.

Organizations need a solution to manage policies and procedures effectively. This includes tools that allow administrators and policy managers to:

• Quickly distribute updated policies to employees.
• Easily collect employee acknowledgments.
• Collaborate on policy updates.

Microsoft SharePoint is a popular tool for managing policy documents, especially for companies using Microsoft 365 in their business processes. Leveraging SharePoint is a powerful way to streamline document management.

With SharePoint, employees can access the latest policies and procedures from a central platform. Features like version control, workflows, and permission management help organizations:

• Maintain compliance.
• Improve collaboration.
• Boost operational efficiency.

SharePoint is an effective solution for organizations looking to simplify their policy and procedure management processes.

Microsoft SharePoint is an online platform that helps people work together, both inside and outside an organization. It’s a centralized system for managing documents, making it easy for users to access and share information. SharePoint also allows organizations to automate important workflows across different business areas.

SharePoint Online is the backbone of many organizations’ digital workplaces, especially those using Microsoft 365. It supports collaboration and helps create intranets, making it an excellent foundation for managing policies and procedures.

• Powerful Document Management: SharePoint has features that support every stage of a document’s lifecycle, from creating new policies to reviewing and updating them.
• Process-Driven Approach: Policies can be managed in an organized and systematic way.
• Integration with Microsoft 365: When paired with other Microsoft 365 tools, SharePoint offers a complete and advanced solution for managing policies in organizations of any size.

SharePoint is an ideal choice for organizations looking to streamline and improve their policy management processes.

SharePoint is a powerful tool for policy management, and chances are, it’s already available in your organization as part of Office 365 or Microsoft 365 licenses. Microsoft has made SharePoint faster and easier to use, making it a trusted platform for document management. With features like version control and easy document sharing, SharePoint ensures a single source of truth, which is crucial for managing policies effectively.

1. Automate Policy Lifecycles
Managing policies successfully starts with lifecycle management. SharePoint integrates seamlessly with Power Automate, enabling you to create automated workflows for policy creation, updates, and reviews. Clear ownership, notifications, and views allow administrators to track the progress of policies and ensure they stay up-to-date.

2. Ensure Compliance with Audit Trails and Version Control
SharePoint provides transparency and accountability with full audit trails for all changes to policies and procedures. You can track who made changes and when, which is essential for compliance and audits.

3. Easy Access for All Employees
Centralized access is critical for effective policy management. SharePoint makes it easy to integrate a document library for policies into existing intranets, project sites, or communication sites. Employees can quickly access documents through Microsoft Teams or the intranet.

4. Powerful Search Features
Microsoft Search simplifies finding policies and documents. Employees can use intranet search functions to locate them quickly. With Microsoft’s AI solution, CoPilot, policy content and knowledge can also be included in AI-generated outputs, improving search results.

5. Track Policy Usage
SharePoint tracks policy views and updates. By integrating Active Directory and Power BI, you can generate real-time reports to manage policies more effectively. For instance, you can track mandatory documents to ensure compliance.

6. Target Policies to the Right People
With Azure Active Directory, you can target specific policies to the appropriate groups, such as new hires or specific departments like sales or engineering. For example, HR policies can be tailored by location, so employees in Brazil see different policies than those in France.

​SharePoint is already familiar to many employees and supported by Microsoft, making it an ideal platform for policy management. Its integration with tools like Power Automate, Teams, and Power BI makes it a comprehensive solution for automating workflows, tracking compliance, and ensuring policies are easy to access and manage.

SharePoint is a flexible platform with many useful features for document management. However, it doesn’t cover everything needed for a full policy and procedure management system. To fill these gaps, you’ll need to either customize SharePoint or use advanced configurations.

​Microsoft does not offer specialized software for managing policies. However, organizations can use SharePoint to manage policy documents. While SharePoint provides basic features like version control and workflows, it lacks advanced tools such as automated attestations and audit trails. For a complete solution, SP Marketplace’s policy software can be integrated with SharePoint to create a robust policy management system.

If your organization needs advanced features, you have two main options:

1. Build It Yourself with Microsoft Tools
Microsoft provides powerful tools like Power Automate, Power BI, and custom code that you can use to build additional functionality. While this approach requires effort and technical skills, it’s a great way to learn and customize your system.

2. Use SP Marketplace’s Policy Management Platform
SP Marketplace is a SharePoint-based solution that enhances SharePoint’s features. It allows you to manage all your policies within SharePoint while adding the missing functionalities like automated attestations and detailed audit trails.

Both options help create a more complete and efficient policy management system tailored to your organization’s needs.

SP Marketplace offers a comprehensive policy management solution that addresses the gaps in SharePoint. It provides advanced features to support a strong and efficient policy management system. Here’s what SP Marketplace brings to the table:

1. Central Policy Library
SP Marketplace provides a central repository for policies and procedures, accessible through a SharePoint intranet or website. It features a user-friendly interface that makes it easy for employees to locate necessary documents.

Key features include:

• A list of policies with titles, owners, formats, last updated dates, and tailored instructions for each user.
• A summary at the top showing how many policies need to be read.

2. Auditability
Organizations often need to demonstrate to regulators that they have proper policies in place and that employees have read mandatory ones. SP Marketplace leverages SharePoint’s power to:

• Provide a complete audit trail of document changes.
• Track and display clear review policies.

Employees can confirm they’ve read mandatory policies directly in the app. Reports show administrators the percentage of employees who have completed their readings.

3. Automated Notifications
The system automatically reminds policy owners to review and update their policies. A dashboard displays policies that need review or have expired, helping keep everything current.

4. Reports and Tracking Tools
SP Marketplace includes tools to track and report on:

• The percentage of employees who have read a policy.
• The status of required readings and other document-related tasks.

These reports help prepare for audits and highlight areas needing attention.

5. Powerful Search Engine
Finding policies quickly is essential. SP Marketplace offers a robust search feature that allows employees to:

• Search by keywords.
• Filter policies by categories like mandatory readings, responsible departments (e.g., IT, HR, Legal), or custom tags.

6. Easy Installation and Deployment
SP Marketplace is simple to implement and can convert existing SharePoint libraries into its system. It can be deployed from any SharePoint intranet site or standalone SharePoint site, making it quick to set up.

SP Marketplace transforms SharePoint into a full-featured policy management system, ensuring your organization has the tools needed for effective and compliant policy control.

Effective policy and compliance management on Microsoft Teams is essential for preserving compliance, guaranteeing employee awareness, and developing a positive workplace culture in today's fast-paced company climate. If your organization currently operates on the Office 365 infrastructure, Microsoft Teams is an excellent tool to help enhance and streamline policy management procedures across departments.
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The capabilities of using SP Marketplace’s out-of-the-box business application, SP Policy Management, natively built on Microsoft Teams for policy management, can enhance these processes significantly and with minimal effort required by your team. Explore below 7 compelling reasons your organization should leverage Microsoft Teams for policy management and the benefits of partnering with SP Marketplace. 

​Microsoft Teams is a perfect platform for compliance management on Teams. It allows for real-time editing and version control, enabling multiple stakeholders to update policy documents together, ensuring everything remains current and clear. This keeps all policy management accessible in one secure spot.

Partnering with SP Marketplace enables organizations to leverage the policy dashboard, creating dedicated channels and tabs for compliance management on Teams discussions, making it easier to find relevant information and engage with the right stakeholders.

Microsoft Teams' real-time editing makes teamwork smooth. Team members can edit and give feedback instantly. The version control keeps track of all changes, making the  making the teams business apps policy creation process clear and efficient on our simple-to-use teams business application. Furthermore, SP Marketplace integration Our unique app offers tools for  collaborative document editing and version control, allowing teams to track changes, comment, and finalize policies seamlessly.

Teams offers a one, safe location for all policy papers with its centralized document repository. This ensures that everyone has access to the most recent versions of policies and removes the complication associated with maintaining several file-sharing websites or email attachments.

SP Policy management enhances this repository by offering advanced document management features, including version control and automated notifications for updates, ensuring that employees are always informed of changes and keeping employee acknowledgement high. 

Since Microsoft Teams is already widely used in organizations operating on Microsoft 365, employees are likely comfortable with its features and layout. SP Marketplace leverages this by designing its policy management solution directly within the Teams environment. This means employees don’t have to learn or navigate a new system—everything is integrated with the Microsoft tools they use daily.
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By using a system familiar to employees, businesses can reduce onboarding times and enhance user engagement, making policy management smoother and more intuitive.

​Microsoft 365 offers robust security features, including encryption, multifactor authentication, and secure sharing options. Opting to manage policies on teams rather than alternative SaaS solutions, ensures you retain your data and sensitive policy documents are protected by enterprise-grade security.

Targeted policy updates ensure the right people receive necessary information. This approach reduces the risk of policy confusion or gaps in communication. In large or dispersed organizations, this is particularly beneficial. SP Marketplace takes this a step further by enabling read receipts, allowing organizations to confirm that employees have not only received but also acknowledged important policy updates, fostering a culture of responsibility and awareness.

If your organization already subscribes to Microsoft 365, adopting a Teams-based policy management solution avoids additional licensing costs for third-party platforms, maximizing your ROI by fully utilizing the tools you already have in place.

This integrated approach to policy management software helps maintain compliance and reduces administrative overhead. The integration of SP Marketplace policy management into Microsoft Teams offers a holistic approach to compliance and governance. By leveraging teams business apps, organizations can create an efficient policy management ecosystem. This drives better decision-making and stronger adherence to organizational standards

Ultimately, a Microsoft 365 and Teams-based policy management system allows businesses to streamline policy processes, reduce errors, and ensure compliance while leveraging a familiar and secure platform.

If your organization currently utilizes Microsoft 365 and Teams, SP Marketplace SharePoint Policy Management is a complete solution that encourages cooperation, effectiveness, and the compliance of your policy development and procedures. By utilizing these resources, companies can make sure that their policies serve as living manuals that foster a positive workplace culture rather than merely being written down.
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Contact our team to discuss our solution today