Recommended steps for introducing a new company policy

Introducing New Company Policies: A Step-by-Step Guide

Introducing new company policies is a crucial aspect of maintaining an organized and compliant workplace. However, it requires careful planning and execution to ensure that all members are well-informed and aligned with the changes. Here are the recommended steps to take when introducing a new company policy:

• The first step in introducing a new policy is to inform your members well in advance. Clear communication is key to ensuring everyone understands the upcoming changes and what is expected of them. Consider the following approaches for notifying your members:
• Push Notifications: Sending a push notification through the company's app is an effective way to grab your members' attention. It ensures they receive the message directly on their mobile devices.
• SMS: Text messages are a quick and direct way to reach your members. Be sure to include all the necessary details about the policy update.
• Email: Sending an email is a more formal and comprehensive method. It allows you to provide detailed information, including when the new policy will be introduced and what actions your members need to take.

Create and Activate the New Policy

Once your members are aware of the impending policy change, it's time to create and activate the new policy. Here's what you should do:

• If the new policy is replacing an existing one, be sure to inactivate the previous version. This step ensures that the old policy no longer governs the organization, making room for the new rules and guidelines.
• Detailed instructions on creating a new policy can often be found in your organization's Member Master - Company Policies.

Inform Members About the Active New Policy

The final step is to keep your members informed about the active new policy. To do this, consider using push notifications, as they have the advantage of automatically opening the app for your members. This prompt ensures that your members read and sign the new policy promptly.

This process can be easily executed through the Contact Member Screen by selecting "Send SMS" and then choosing "Send as a Push Notification." By doing this, your members are directed to access the app, where they can complete the necessary actions regarding the new policy.

Policy Implementation Options:

In addition to the recommended steps, you have two options for implementing the new policy:

Option 1 - Making the Old Policy Inactive:

In this scenario, the old policy is made inactive, and the new one is uploaded. All members will be required to sign it, and the app will not work until they do so. Please note that making the old policy inactive removes it from personal cards and the app interface, but the data is still stored. If you choose to reactivate the old policy, it will reappear with the Original (OG) Signed date, but all members who haven't signed it will be prompted to do so.

Option 2 - Updating the Current Policy:

With this option, you update the current policy with the new policy file. It will only ask new members or applicants to sign it. The Original (OG) Signed date on the member card remains intact, but members can see the new policy file whenever they check it. If needed, you can export all members who acknowledged the current policy before the update by requesting this from support and signing the quote for our developers to extract this information for you. It's important to note that the decision of whether everyone should read and accept the new policy or only new members moving forward is up to the Company’s requirements. Additionally, please be aware that this is not a legally binding document like E-signing.

If you require physical signatures, consider uploading the contract to Xeople Sign and assigning it while removing the policies from the system.

By following these steps and considering the implementation options, you can smoothly introduce new company policies and ensure that your organization operates in compliance with the latest guidelines.