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The key to a strong compliance culture isn’t what your program looks like on paper—it’s how effectively your people can put that program into action. If your resources are buried in a hard-to-navigate intranet, or your managers don’t know how to answer basic compliance questions, even the most well-intentioned employee might struggle to do the right thing.
And then they’ll use their best guess … And (maybe) do the wrong thing. 🙀
The good news is, making compliance more easily accessible doesn’t mean overhauling your systems or investing in flashy new platforms. (In fact, if you’ve been around us a while, you know we’re anti-flash at Broadcat!) You likely already have what you need; you just need to re-think how you use it.
Here are five simple, practical ways to make compliance easier to access for your teams, using the tools and resources you already have.
1. Partner with IT to put compliance front and center
Give your IT team the opportunity to flex their creative muscles beyond “turn it off and turn it back on again.”
We gotcha.| Jimmy Fallon via giphy.com
One quick, easy win is to ask IT to add a desktop shortcut that links directly to your compliance helpline. Instead of expecting employees to dig through the intranet or memorize a helpline number, you’re giving them a clear, visible path right from their desktops.
You can also add shortcuts to compliance resources like your Code of Conduct, internal landing pages, resource libraries, and even your COI or gift disclosure portals. Ultimately, you want to think about reducing friction: If someone spots a red flag, they should be empowered to act immediately.
Something to consider: If your employees need to report something, it’s likely a source of stress in their lives. Figuring out the helpline shouldn’t add to that stress; otherwise, the experience becomes a deterrent.
Pro tip: Use language that’s friendly and action oriented. Rename the shortcut “The Ethics Helpline” or “Check with Compliance” instead of “Whistleblower Reporting Hotline.”
2. Use QR codes to meet people where they are
QR codes are everywhere right now. For those of us in compliance, QR codes are another low-cost, high-impact way to place resources right where people need them.
Think about how you can display codes when information is needed most.
- Give business travelers immediate access to travel policies by adding QR codes on company provided luggage tags.
- QR codes on employee ID badges can link directly to the helpline so they can easily reach out anytime they have a concern.
- Create wallet cards for your sales team with a QR code that goes directly to your gift and hospitality register so it’s readily available as soon as their lunch is done.
Pro tip: Use dynamic QR codes so you can update the destination URL without generating new codes and reprinting your badges, tags, posters, etc.
3. Empower your managers to be compliance connectors
Leader-led training (also known as discussion-based training) is one of the most effective tools you have for embedding compliance into day-to-day operations because managers are often the first stop for most questions and concerns. They don’t have to be compliance experts, but they do need to know:
- How to address basic compliance questions related to their departments.
- When to loop in the Compliance Team if an employee’s concern is beyond their purview.
We’ve written a whole blog post on the benefits and implementation of manager-led training, but here are the highlights:
- Job aids that solve specific problems equip managers with quick, actionable guidance.
- Talking points addressing compliance issues guide conversations at weekly standups.
- Explainer emails provide easy templates for your managers to share compliance updates.
Pro tip: Make things as easy as possible for your managers. While you’re asking managers to do something that will ultimately create less work for them, you’re still asking them to do something. Create the templates for them, tell them exactly what they need to do, and don’t complicate it by making it into a 30-minute scenario they have to spend a lot of time working through. A simple message that takes 5-10 minutes to discuss is the sweet spot.
Easy peasy lemon squeezy | via giphy.com
4. Build a resource library
You probably already have all the materials… A code of conduct, reporting instructions, checklists, FAQs, you name it. But if they’re dumped into a single, bloated SharePoint page, no one’s going to find (or use) them.
Instead, build a streamlined, clearly labeled compliance resource library. Organize it by topic and clearly label the resources on each page: “for everyone” and “for managers.” This allows you to tailor content and speak directly to each group’s responsibilities.
No library science degree needed! | via giphy.com
For employees, include things like:
- What happens when I contact the helpline?
- What “conflicts of interest” means, with examples
- Travel and gift policy guides
For managers, include:
- What to do when an employee raises a concern
- When to escalate concerns to Compliance
- Manager training tools, like this disciplinary guide
To keep things organized, consider tagging content by task such as “Planning a work trip?” or "Managing Vendors” and applying a filter-based search.
Pro tip: This doesn’t require new tech. You can do this with the folders on your intranet—and this complimentary blueprint from your buddies at Broadcat. 😸
5. Think like an influencer
No, we don’t mean posting your CCO’s OOTDs or your intern’s “5-9 before my 9-5” to Instagram. We mean use the principles of good marketing to raise the Compliance Team’s profile within your org.
Influencers use Instagram and TikTok to reach their audience; you, however, might use email or posters. If you have a staff with Outlook open on a screen 8 hours a day, try periodic email newsletters or announcements. If you have folks at a warehouse or factory that aren’t tied to their tech, go with printed materials (that have those QR codes we talked about).
Where influencers have brand collabs, you have leader-led training, where you partner with your managers, ethics ambassadors, or other leaders to spread essential compliance intel. Beyond that, if a compliance issue impacts the entire company in a big way, you could work with an exec to share an announcement. When the C-suite talks, people listen.
Close enough | Keeping up with the Kardashians via giphy.com
And if you’re looking for that relatable, this-could-be-me element that influencers do so well, try sharing real-life helpline stories. Sometimes, speaking up takes a little bit of encouragement from a peer who’s already been there.
It’s all about ease
In the case of compliance, the simplest tools are usually the most effective. But “simple” doesn’t mean “lazy” or “dumbed down”: As compliance professionals, it’s on us to strategize about putting them to work in the right way.
If you’re looking for more tips to make compliance more accessible, let’s talk! The team at Broadcat is full of ideas.