Trojan CorporateTrojan Corporate

By Narelle Davidson

Are you using technology to manage compliance?

Mistake #6 Technology is not being used to manage the compliance system

Can we use technology to manage compliance?

Technology is now accessible to almost anyone, anywhere at any time.   If technology is not being used at your club to manage and drive the compliance systems, then the system is likely clunky and cumbersome.  The system will operate until it, or someone within it fails.

Is your compliance management system becoming a massive case of paper warfare? Have manuals become doorstops and dust collectors? Are you spending precious time chasing people up to sign off on policy?

Aging platforms with compliance functionality may not provide for flexible solutions and can require investment in time to set up and manage.  The system should be sleek, simple and fun to use and above all provide a solution; for this it will need to be flexible in design and future development.

We should not become slaves to technology.  Rather it should allow us the freedom and flexibility to become slaves to our customers.

Solution: consider using technology

Take a look at contemporary compliance management systems with platforms that are “modular, easy to change, agile, flexible, user friendly, very simple to use and manage and suitable for multiple devices that can be used anytime, anywhere”. Bill Owens.

If you want to find out more about cloud solutions check this out.

 

By Narelle Davidson

Make time to test compliance performance

Mistake #4 – Failing to test compliance performance

Failing to test compliance systems is a recipe for malfunction.  We must monitor, evaluate and review our compliance management system.

We take the time to set smart business goals.  It is critical to monitor and measure these regularly.  We must test compliance and make assessment to ensure sufficient resources are allocated.  The performance of the system should be reviewed regularly, along with those who use it.

The compliance program must be documented, communicated, implemented, monitored and measured. The compliance management system should demonstrate performance of the compliance program.

A major incident, or compliance failure is not the ideal way to find out that there is a problem with your compliance management system.  Test compliance to prevent a systemic failure.

Solution:

Ensure that your compliance management system is regularly monitored, evaluated and reviewed.  Test the system. Does it pass or fail?

Work out your points of vulnerability.

Put a plan in place to address the non-compliances or weaknesses in your system.  This will ensure informed, considered and effective results.  Achieving business goals becomes possible.

By Narelle Davidson

How to demonstrate compliance

Mistake #3 – The compliance management system doesn’t demonstrate compliance

How to demonstrate compliance response ability?

The compliance management system must allow the business to respond to what needs to be done.  An unresponsive system, leaves room for error and important items to be overlooked.

There is a risk of compliance obligations slipping through the cracks and falling to the bottom of the pile. Paper based models are antiquated and ineffective.  Paperwork bogs business down making for an ineffective system.

The compliance management system should allow the business to respond to events and tasks due.  Compliance should be demonstrated by corrective actions taken within reasonably efficient time frames.   Does your compliance management system demonstrate compliance? Does it:

  • Send automated alerts and workflows?
  • Provide task status updates?
  • Send reminders for incomplete tasks?

Compliance management systems collect information.  This information should be easily extracted into reports for the team, management, or Board.

Being able to respond to a question of status regarding an incident, policy review or even a customer complaint will demonstrate compliance.  A responsive system provides:

  • Informed decision making.
  • Improved performance management of team members.
  • An assessment of business strategy.

Solution:

To alleviate compliance burden, consider how technology is being used within other areas of the business. Can it be extended to the compliance management system? The answer is yes!! Talk to the IT department and get some tech savvy advice on what options are available and will best fit with existing systems.  Simplifying compliance will allow for greater time to be spent profitably.

By Narelle Davidson

Seven mistakes club managers make with their compliance management systems

Mistake #2 – The compliance management system doesn’t protect the club

As a club manager you need a compliance management system that  offers protection for both yourself and the club.

You want your team to focus on member and guest satisfaction; not being reactive to out of hand compliance issues.  Imagine the value of compliance documentation, records and reports in one central location.   Even more value in being able to check the status of compliance tasks and know that the compliance management system is protecting the club.

The compliance management system should protect the business.  It should demonstrate an audit trail. It should be a repository of records and include a schedule of calendar events that serve as timely reminders of tasks due, done, or delegated.

Does the existing system at your club allow compliance tasks to be ignored, or to remain incomplete? Are there compliance tasks that are outstanding, or outdated policies and procedures that need reviewing, incidents that are unresolved? If the system doesn’t record the status of the task or corrective actions; can you demonstrate and evidence it?

The compliance management system must be active and functional. Every member of the team should know what is required of them by the management system and understand the consequences of non-action.

Solution:

Calendar and email reminders should trigger an action to get things done. This might include; delegating certain tasks, attending a workshop or training session, submitting a report to a regulator.   Meeting compliance.

Implement a system that allows for tasks to:

  1. Be done.
  2. Be delegated.
  3. Be deferred (but not forgotten).
  4. Followed up and reported on.

By Narelle Davidson

Seven mistakes club managers make with their compliance management systems

Mistake #1 – The compliance management system doesn’t prepare the business to meet compliance obligations

A good compliance management system should prepare the business to meet its compliance obligations. The compliance management system should provide an accessible knowledge base for team members and customised information that will help them to perform their role and attain the necessary standards to ensure compliance.

In order to manage strategic and regulatory compliance obligations as efficiently as possible, a centralised system is best.

Solution:

Implementing a centralised, organised repository for policies, procedures and practices including training, incidents, reports, review and continual improvement will ensure that every team member has access, to important compliance information they need to get them prepared.