The “policy problem” plagues many companies and has become an annoying reality: There are countless policies on almost every topic, but hardly anyone knows which ones are relevant to him or her. This is particularly fatal in the area of information security – things that can only be regulated organizationally fall “under the radar” of the target group.
What is the consequence? Policies are ignored, become outdated and lose their effectiveness. Typical symptoms of policy chaos – from my experience:
- Hundreds of policy documents exist, often stored decentrally, sometimes centrally.
- The content is either too generic or too specific.
- The documents are often outdated and are rarely updated.
- Employees don’t know which regulations apply to them – and therefore ignore them.
This means that the company is giving away valuable management tools – and exposing itself to unnecessary risks.
Why is that?
I have worked intensively with hundreds of guidelines in a wide variety of organizations – large and small. The causes of the situation described are always the same:
- Information overload: employees are confronted with too many policies that are difficult to find and sometimes contradictory. The relevant information gets lost in the daily stress.
- Lack of target group orientation: Policies are often formulated in legal or technical terms – impractical language is a deterrent.
- Scattered storage locations: Policies are scattered in emails, on intranet pages or in departmental folders.
- Lack of updating: Without regular review, policies become outdated and lose touch with reality.
How to do it better: Five steps to effective policies
A few ideas for overcoming the challenge described are outlined below:
- Use a central, digital platform: All guidelines are stored in a central, easily accessible repository. This allows employees to find what they need quickly – without having to search for a long time.
- Target group-oriented communication: Policies must be formulated in a clear, understandable and practical way. Avoid legal jargon and use concrete examples from everyday working life. Define the exact area of application for each policy: who has to comply with it and who doesn’t?
- Relevance through personalization: Employees should only be confronted with policies that are relevant to them. Modern policy management systems enable target group-specific display.
- Regular review and updating: A defined policy life cycle ensures that policies are regularly reviewed, adapted and versioned. Involvement of the relevant stakeholders ensures practical relevance and acceptance.
- Interactive communication and feedback: Use microlearning, short quizzes or e-learning modules to impart knowledge and check understanding. Create feedback channels so that employees can ask questions and make suggestions for improvement.
Conclusion: less is more – and the right thing counts
Well thought-out policy management is not an end in itself, but a decisive lever for information security, risk minimization and corporate culture. Instead of relying on mass, companies should focus on clarity, timeliness and relevance. This is how policies become what they should be again: Orientation and support for all employees.
