Technology and Tools in Policies and Procedures
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An overview of some of the technology and tools we use to write, reviews, organize and deliver our policies and procedures.
Technology and Tools in Policies and Procedures
- 1. 06/23/15 Policies and Procedures Progression 1 Technology and Tools in Policies and Procedures An overview of some of the technology and tools we use to write, reviews, organize and deliver our policies and procedures.
- 2. 06/23/15 Policies and Procedures Progression 2 Technology and Tools in Policies and Procedures Speaker: Louise Tincher Proposal Manager at UES, Inc. STC Policies and Procedures SIG: discussion list administrator, web site migration, membership coordinator 20 years of experience writing and editing a variety of technical documentation Previous: 8 years selling computer systems to small businesses Projects include (A-Z): avionics, electrical systems, financial services, government contracts, inventory tracking, hardware, logistics, maintenance, process improvement, proposals, requests for proposals, R&D, RFID, robotics, and software
- 3. 06/23/15 Policies and Procedures Progression 3 Technology and Tools in Policies and Procedures Software When we talk about technology for policies and procedures, were mainly talking about computer software. These programs facilitate the key functions for developing and maintaining policies and procedures: Authoring / Word Processing Reviewing / Editing Publishing Archiving / Managing
- 4. 06/23/15 Policies and Procedures Progression 4 Technology and Tools in Policies and Procedures Software Most companies use generic business software. Microsoft Office is the 600 pound gorilla in the room. Major competitors include Adobe, Madcap, OpenOffice. Minor competitors abound. Authoring Reviewing Publishing Archiving Microsoft Word and Visio Adobe FrameMaker Corel WordPerfect and Write Google Docs OpenOffice Writer Microsoft Word and SharePoint Adobe Acrobat Madcap Contributor Softinterface Diff Doc and Word Doc Diff Microsoft Word and Publisher Adobe Acrobat and FrameMaker Madcap Flare and Doc to Help Microsoft SharePoint Microsoft Visual Source Safe (obsolete) Atlassian Confluence ** This is not an endorsement of these products. **
- 5. 06/23/15 Policies and Procedures Progression 5 Technology and Tools in Policies and Procedures Software Specialized software offers benefits, but at a cost in time and money. EMC Corporation RSA Archer Governance, Risk, and Compliance (www.emc.com) Lockpath Keylight Platform for GRC and Infosec (lockpath.com) NAVEX Global Policy Tech (www.navexglobal.com) ConvergePoint SharePoint Compliance Software (www.convergepoint.com) OnPolicy: Policy Procedures Management Software (www.onpolicy.com PowerDMS Policy and Procedure Management (www.powerdms.com) PolicyStat Policy Manager for healthcare (www.policystat.com) DMEManual for durable medical equipment (www.dmemanual.com) ** This is not an endorsement of these products. **
- 6. 06/23/15 Policies and Procedures Progression 6 Technology and Tools in Policies and Procedures Software Other programs identified through an informal survey. Microsoft Visio for workflows, etc TechSmith SnagIt for screen captures, etc BaseCamp and Atlassian JIRA for project management Desire-2-Learn LMS for developing policies TortoiseSVN and Alfresco for archiving ** This is not an endorsement of these products. **
- 7. 06/23/15 Policies and Procedures Progression 7 Technology and Tools in Policies and Procedures Software Other programs for policies and procedures. Microsoft Visio for workflows, etc TechSmith SnagIt for screen captures, etc BaseCamp and Atlassian JIRA for project management Desire-2-Learn LMS for developing policies TortoiseSVN and Alfresco for archiving The landscape changes daily. Check online for the latest reviews of currently available products. Capterra (www.capterra.com) CNET (www.cnet.com) SourceForge (sourceforge.net) ** This is not an endorsement of these products or sites. **
- 8. 06/23/15 Policies and Procedures Progression 8 Technology and Tools in Policies and Procedures Other Tools: Technical Communication Use your technical communication skills to first identify the purpose, audience and requirements, and then address them effectively. Why does the organization need the policies and/or procedures? Who or what will dictate and/or formulate the content? Who will be consuming (using) them, how, and in what context?
- 9. 06/23/15 Policies and Procedures Progression 9 Technology and Tools in Policies and Procedures Other Tools: Business Use business tools to align with organizational goals: Identify key stakeholders who must be satisfied How will you measure success? What are the risks and/or costs of failure? Do you need to demonstrate compliance? Establish appropriate life cycle(s) for reviewing and refreshing material Compare estimated costs to projected return on investment (ROI)
- 10. 06/23/15 Policies and Procedures Progression 10 Technology and Tools in Policies and Procedures Other Tools: Project-specific Organizations, industries and/or markets may dictate: Applicable laws, regulations and standards Lexicons or glossaries of standard terminology Taxonomies or classification systems Style guides for writers and editors Professional organizations are great resources. American Medical Writers Association (AMWA) Institute of Electrical and Electronic Engineers (IEEE) And many more
- 11. 06/23/15 Policies and Procedures Progression 11 Technology and Tools in Policies and Procedures Other Tools: the Bottom Line Other tools are your keys to using the available technology (software, etc) effectively.
- 12. 06/23/15 Policies and Procedures Progression 12 Technology and Tools in Policies and Procedures Louise Tincher louise@tincher.to Home 937.298.3978 3304 Carrier Drive Dayton, Ohio 45429 Society for Technical Communication Website: www.stc.org Policies and Procedures Special Interest Group Website: www.stc-pp.org Contact Information: