As a manager, you must be constantly vigilant in ensuring that the most accurate policy definitions and supporting procedures are in place and available to your employees and team members. Creating and maintaining well written, relevant policy and procedure manuals helps to maintain productivity, reduce liability, and improve consistency and is a critical component of maintaining regulatory compliance.

One of the major hurdles for managers in managing policies and procedures is keeping the information current and accurate. Managing reviews, approvals and updates to company documents becomes time consuming and often unmanageable due to constantly adapting to changes in market and resource dynamics. Ensuring that the correct stakeholders and information authorities regularly review and contribute to company documents is non-trivial, especially when distributed across multiple organizational units.

Managers need an effective and simple tool to keep information current and accurate.

Other policy and procedure management solutions fail to address these challenges for a number of reasons. Paper systems are very difficult to track, maintain approval and manage revisions for, in addition to being very costly to reproduce and distribute. Some manuals are updated while others may be missed, leading to confusion, inconsistency and increased liability. Paper systems require complex indexes and tables of contents to locate documents which leads to wasted time and even then relevant documents may be missed. Regulating compliance and acknowledgment for critical roles and policies requires dedicated staff to constantly monitor and review.

Even digital documentation systems based on document formats such as PDF and Word suffer from similar drawbacks, especially with respect to ensuring that all stakeholders and employees are aware of and familiar with the most authoritative versions of the policies and procedures. Document archives on shared servers are difficult to locate due to file system limitations and may rely on inconsistent naming conventions.

Many online document management and policy and procedure software dramatically increase the ease and accuracy of managing documents, but fail due to being too far removed from daily employee activity or requiring unnecessary complexity.

KMx succeeds in naturally integrating policies and procedures with daily duties.

Managers need a solution which lowers the barrier of entry and complexity for employee adoption of and access to policies and procedures while integrating them into day to day activities. Additionally, document versioning, review / approval cycles, acknowledgment, compliance and distribution should be simple, straight-forward and natural processes.

KMx successfully lowers the barrier of entry and eliminates the most hindering frustrations of policy and procedure management because it was developed from the ground up specifically to provide the most natural integration of policy and procedure management with daily employee activities. Every feature of KMx has been developed based off of the actual needs or ourselves and our clients in working through the same challenges that you are currently facing with respect to policy and procedure management.