Online Code of Conduct Training: Success Story
A Code of Conduct Manual or a Code of Conduct Handbook are a common tool used by successful organizations to ensure their employees are aware of the acceptable and unacceptable actions and business practices.
It can be helpful to know what other policy managers or people looking for a better way to manage their training have gone through to know what questions to ask and what some of the benefits and challenges are ahead of time.
Janet is an HR Manager in an organization with just over 100 full time employees. She looks after the company's policy management. The have a Company Code of Conduct manual that is in a 60 page Word document. For the past three years they have been delivering a face to face presentation to new hires several times a year. At times people are waiting a long time until the next scheduled session and it is not very economical to do with individuals or even small groups. Janet has been looking at a way to move the process online and allow employees to do the training on more of an on demand basis, anytime from anywhere.
Online System Requirements
Janet's conduct manual includes a lot of sections of content specific to each policy and procedure. This means there are frequent revisions to the master version of the document. The ability to have one master version as well as seeing each previous approved version is important. And the ability to easily make changes to the content or the option to have someone make changes for her is also an essential requirement.
Each employee needs to review the content and ideally is able to do this online anytime from anywhere with the ability to monitor people's progress or lack of progress. One of the concerns is that people will not get the training done. At least with the face to face training sessions people are less likely to not show up as they would be to not login. But that still does happen and when they don't show up they are waiting even longer. Because there are about 20 employees waiting for this training there is some urgency to get the training material from the Word doc into an online training system or in this case an online policy management system where it can be viewed online by employees and managed online by their HR Manager.
Challenges to Overcome
The first challenge is to get the training materials from Word into an online format or online management system. There are several options here. The simplest is to convert the Word document to a PDF which can be uploaded as a part of the training material. It is fast, simple, and if you have a nicely formatted Word doc will give the employees that same look and feel. Another option is to convert the Word in a stand alone document to a set of text pages in an online training delivery system which can be as easy as copy and paste from Word to the course builder tool in the online policy management system.Once this is done Janet can now test what this will look like and how the employee training experience will be. Janet opted for the second option with a PDF version as a resource attachment for anyone who wanted to download or print the manual locally.
This setup portion of the project was completed in 4 days. The next challenge was to get the 20 employees to review the materials and sign off on their acceptance of the code of conduct at the end of the materials. Janet emailed us a spreadsheet with the list of names and their email addresses, and department names which we imported into her Employer Account. And with a couple clicks the system created a unique login called and Access Code and emailed a notification to each employee.
Some employees logged in right away either just to see what it was and some actually completed the training on their first login. They can logout and back in as many times as they want and resume where they left off until they finish the training. There were a few that needed a reminder or two which Janet was able to send from the system and made it really easy to keep on top of it until all 2 people had completed the training.
Benefits of an Online Solution
The main benefits of the online solution are the centralized policy management, and the online policy training delivery.
The centralized management ensures that each version of the handbook materials is stored preserving the history of changes made over time. An Admin user can login and view the content, make revisions and manage the materials as needed.
The online training delivery is so easy to schedule which means there is no waiting for a group, as each new hire is confirmed they are sent a login and can complete the training within their first few days on the job. The employees appreciate the ability to do the training on their own schedule which means it gets done and gets done faster with less push back.
If you have a Code of Conduct manual or handbook you are interested in having your employees be trained on, or review online, contact us with your questions, we look forward to hearing from you.