I'm part of a company that manages several brands, and we're trying to improve how we provide policies to our employees across these brands. Currently, each brand has a virtual "bookshelf" hosting PDF policies, but this approach is becoming cumbersome. Many of these policies are similar except for some branding differences, while others vary completely.
Right now, I use Adobe InDesign with a feature called "Conditional Text" to create these PDFs, allowing me to switch texts and links for different brands from a single document. We want to transition to a mobile-friendly format that's easier to access and read. However, we're unsure how to implement this while enabling non-tech staff to edit the documents without adding too much work on our end. I'd love to hear if anyone knows of a solution or any adaptable options we can explore. Thanks!
3 Answers
From a process standpoint, it’s best not to duplicate policies as you mentioned. Instead, common policies should be clearly labeled and only need minor branding adjustments according to your corporate style guide. You could cross-link to more specific local policies as needed. This way, it’s clearer for employees which policies apply to their specific brand, tackling potential messiness during audits or regulatory reviews.
You might consider using platforms like iDrop.com, which can host 'Smart Folders' that display non-PDF versions like mini webpages. Alternatively, you could create mini profile pages as shown on LinkVines.com. These could provide a more user-friendly experience while managing your content better.
Have you thought about using a Content Management System (CMS) like WordPress or a headless CMS like Sanity or Strapi? These can help create web-based, mobile-friendly policies. You can set up visibility options for different brands, ensuring that shared content can exist alongside brand-specific information, while making it easy for non-technical staff to update content.
Thanks for the insights! However, our management prefers that brands don't see each other's policies, so we need a way to restrict visibility.