Administrative staff are acutely aware of the pain points when it comes to managing the organization's rules and regulations. From updating systems, to internal corporate promotion, employee questions, and implementing policy, the admin department is always looking for better ways to communicate with staff.
How can truly efficient and effective management of organizational rules and regulations be achieved? In just three steps, Lark can help you improve efficiency in multiple ways, from the smaller details up to the bigger picture.
I. Review rules and regulations efficiently
Have the rules and regulations changed again before the previous update has been fully implemented?
Updates to an organization's rules and regulations must undergo multiple rounds of review, and administrative staff needs to work alongside multiple departments over a long period of time, which means much time is spent on communication. Policy files will be changed and changed again with repeated confirmations sent back and forth, making maintenance costs extremely high. This means that it's highly likely that policy updates won't have been announced and implemented with all employees before a new iteration appears.
In Lark, no matter how many revisions are made, one document can cover it!
After using the Lark docs to write up and annotate an update, simply send a link for the document to multiple departments, and all collaborators will be able to see the latest version of the document in real-time, as well as leave comments and annotations online. Policy reviewers can see everyone's edits, comments, and interactions in the document in real-time, and can quickly view the document's edit history to accurately see a record of who made what changes and when. If there are any differences in opinion or additional information is required, you can directly @mention someone in the document or reply to a comment, and the other person will immediately receive a notification that allows them to open the document and join the discussion with a single click.
II. Establish organizational regulations Wiki
Are your policy documents all a mess?
Rules and regulations involve all areas of an organization, so not only are there a large number of documents, but the hierarchal relationship between the documents can also be difficult to visualize, which poses a great challenge for systematic data management. Every time someone wants to confirm specific details, they have to ask multiple times and check all the relevant documents one by one. What happens more often than not, is that in the end, the more you ask, the more chaotic things get.
Building a Wiki in Lark will help you straighten out your whole file organization structure!
Add Lark Docs to Lark Wiki and integrate them into an online Wiki space with a tree structure following the logic of the policy. This type of page tree structure will be able to clearly display the hierarchy and relationships between all your policy documents, allowing members of your organization to understand the overall rules and regulations framework at a glance. After enabling the relevant permissions, all members of your organization will be able to independently search for keywords and check all necessary content.
You can also set more detailed permissions according to the sensitivity of each policy document. For example, whether all employees can read a document, who can share it, who can create a copy of it etc. to further ensure the security of your organization's data.
III. Publicize and implement rules and regulations internally
Find rules and regulations difficult to implement?
Good rules and regulations can help build corporate culture and promote centralized cohesion. However, if internal publicity is only carried out through staff email and in-person meetings, the reach rate of this information is low. It's not enough to simply make employees aware of rules and regulations, as even after spending a lot of time publicizing and implementing them, there will always be people repeatedly asking the same questions.
Make use of Docs in Lark to help you effectively improve your reach!
For training materials on rules and regulations that are used a lot, you can use Lark Meetings to host an online training session and record it. Once it ends, you can paste the Minutes file into the relevant policy documents, so that employees can watch it back in their own time.
You can also paste links to documents that summarize rules and regulations or FAQs in your signature or organization-wide announcements, so all employees can easily view them. If anyone has any queries about a certain rule, they can comment on the relevant content in the document, and the document owners will be notified and can easily reply. Other employees who have the same query will then be able to see the comments and quickly get their answers, reducing potential time spent on repeatedly answering questions.
To do a good job at managing complex rules and regulations, administration staff must be dependable and meticulous with details. Using Lark to manage rules and regulations allows you to work more efficiently and skillfully.