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Having a strong policy on most business aspects is a best practice which is found in every business organization. Ensuring compliance with these policies is a major issue and there is never enough one can do about it. However, having the best policy management software is a best practice, which cannot be taken lightly.

The best policy management software must have the capacity to ensure compliance with requirements for best practices. It must have the following features:

• Capacity to import and/or create documents: To ensure best practices continue without interruptions, the software must be able to import existing documents. At the same time, it must have the capacity to create new documents in accordance with requirements for best practices.
• Capacity to review and/or approve decisions: There must an automatic renewal and approval system within the software. This is important in order to maintain compliance with policies on best practices. At the same time, there will be less wastage of time because; publishers of policies will not need to run after experts. This is one of the major requirements for facilitating risk management strategies in any organization.
• Capacity to Publish and/or Notify: It is a best practice to notify end users of any policy or valuable information. Therefore, the best policy management software must have the capacity to publish a document to notify the end users. This is also recommended to ensure risk management in any system.
• Capacity to Provide Accessibility and Authenticity: Ensuring that the end users of any policy have accessibility to the information is a best practice. The software must have the ability to offer end users of the valuable information accessibility at any time. Additionally, this will allow acknowledgement and testing of the policies by the end users. Acceptance of policies is important to ensure compliance and risk management best practices.
• Capacity to Remind: When some end users of policies fail to acknowledge receipt of notifications, reminding them is a best practice. This happens in every organization and is a cause of failure of compliance. The ideal policy management software must be capable of sending scheduled automated reminders in order to make sure action is taken.
• Capacity to Provide Statistics: It is a best practice for managers to obtain statistics on their policies, documents and other activities related to documentation. For example, acknowledgement comments, test scores and time the action was taken. This best practice promotes accountability as a best practice and ensures compliance with policies.

Ensuring that policies in any organization are being managed adequately is an important best practice for managers and CEOs. This is because failure to ensure this leads to failure in risk management, compliance and other related best practices.

This is especially recommended for best practices in health care organizations. Therefore, using appropriate policy management software applications is very important.

Further reading: Corporate Governance | Audit | Performance Improvement