Paymaster Magazine

Hat 3 – Gatekeeper of compliance (stand firm on policy and procedures) – you won't regret it.

The definition of compliance (noun) is: “The action or fact of complying with a wish or command”. We need to make sure that before we demand compliance that we have done what we can to make sure that everyone understands what is being complied with. This compliance is normally twofold:

1) Compliance with the law and policy

2) Compliance with procedures.

Last week we spoke about standing firm this article needs to address the issue we highlighted in point 4.  Education! Education! Education! We need to make sure that everyone understands what they are required to comply with. I believe we need to be pro active, going out of our way to keep our clients up to date. It is not good enough to rely on other people or departments.

Adopt the motto: education of line managers and staff will lead to compliance and will reduce deviation requests.

How do we educate our line managers and staff? Let me give you 7 ideas:

  1. Training sessions:

Training sessions do not have to be long and take the whole day. Short and sharp sessions can be very effective. These can be arranged monthly or when there are changes to just update to managers and staff. Teach our staff to complete the documentation accurately and timorously. They need to understand the consequences of not complying

  1. Booklets, flyers and notices.

The company policy procedure manual should be our guide. If this is true, then we should be taking responsibility for assisting with the writing and up keep of this document.  But we should be going further. We should be publishing flyers that deal with critical aspects. We can have info graphics made to demonstrate what is needed. We can have example forms or screenshots that can be useful.

  1. One on one sessions

Sometimes it is very powerful to go and have a cup of coffee with the serial transgressors and try and understand why they can’t or won’t comply.  It is a good opportunity for you to explain the reasons why you need compliance and the consequences of noncompliance. In some companies, continuous noncompliance may lead to disciplinary action.

  1. Payroll webpage

Creating a webpage today is easy. It takes a few minutes and can easily be hosted on the company intranet or on a secure server. A webpage gives the employees a chance to access information when required. You can post videos, “how to” pdf pages and updates.

  1. Tweets, Facebook and social media.

Everybody has a cell phone and most people have access to Facebook, Twitter and a host of social media apps. We use these apps to communicate. We can have a twitter account that is there just to help people, to give them answers. Facebook can be used to create discussions and keep people informed. The more avenues we create, the more we educate our staff, the more we can expect compliance.

  1. Monthly newsletter.

A monthly newsletter or a section in the company newsletter can be negotiated.

  1. Remuneration contracts.

Managing expectations goes a long way to getting compliance. I want to suggest that                                          once a new set of conditions of employment has been agreed. It is a good idea to print pro forma payslips for signature by the employee. An updated contract should accompany this.

In summary. Let’s educate and inform as best we can as a way of making the enforcement of law, company policy and company procedures as pleasant as possible.

Next week: Accurate keeper of information (we cover your butt)

Adrian Baillie-Stewart

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