I've been in business for over 18 years, with 6 employees. We have over 300 policies and procedures that have been written and rewritten. They have always been stored on our Sharepoint server in a file folder structure. Because of it, nobody uses them for they are difficult to find. Sometimes you don't know the name of what you're looking for, other times its an SOP that could be under production or finance. The system has just never worked.
I'm looking for a good solution to manage my policies and procedures and wondered if Zoho Wiki, or any other product would work for me?
I'm currently implementing a system in OneNote. I have one large 20 page document for each department (Ex. Marketing Manual) and it hoes through every topic that has to do with our company marketing in detail. These detailed descriptions then refer to checklists and small procedures, which are separate documents. An example is in the Marketing Manual, there are five paragraphs explaining what brand colors are, why they are important, and why we can't stray from them. It then has a few links to references, one of them is our Branding Sheet that is a Word document, stored inside OneNotes.
OneNote is also great because it's desktop software that each of our computers has, every single document can be searched at once, you can utilize links to any part that you'd like, you can utilize tags, and you can store the referenced document inside OneNote (so I don't have to deal with somebody changing the file name or somehow breaking the link to the server. I haven't released it yet, but my employees say they would use it if it were easy.
As I'm slowly going through and entering the SOPs into OneNote, I'm finding minor issues with my system.
- The formatting is VERY limited. So making a great SOP is not as easy as it is in Word
- Once I have everything in there, I think I can get it back out in an editable fashion. I can print the .pdf but it's not like it's a Word document that can be moved around
- You can't really set permissions on it. I can lock pages, which would work, but I'd prefer permission on different areas
- Getting everything in there is going to be challenging enough, then I have to go back and link everything.
First, does Zoho have the tools to help me with something like this? If not, can anybody recommend an alternative?