Sharepoint as a Policy and Procedure Management Tool

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.

What is Microsoft SharePoint?

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.

Why SharePoint is Great for Managing Policies and Procedures

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.

Key Benefits of SharePoint for Policy Management:

• 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.

How to Use SharePoint for Managing Policies and Procedures

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.

Why Use SharePoint?

​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.

What Does SharePoint Lack?

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.

Does Microsoft Have Policy Management Software?

​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.

Options for Advanced Policy Management

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.

How Does SP Marketplace Policy and Procedure Management Software Fill the Gaps?

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.