Let’s say your sales manager, Jordan, has a question about accepting a gift from a vendor. Their first instinct? A quick search on your intranet for a simple answer. Instead, they’re directed to a 17-page GMET policy. Frustrated, Jordan skims the documents, makes an educated guess—and gets it wrong. 😬
Situations like this happen every day in organizations that lack a well-organized compliance resource library.
Right now, with the business climate uncertain, many orgs. are in a holding pattern, waiting to see how things shake out. This is the optimal time to reinvest in your compliance program by building a resource library—a one-stop shop where employees can quickly find clear, practical guidance on ethics and compliance topics, plus where to go for more help. A thoughtfully structured library ensures employees and managers get the right answers when they need them, reducing risk and reinforcing a strong ethical culture.
It can feel like a big project, but just like developing a new community, if you break it up into phases, it’s a lot more manageable.
A housing community like this 🏡; not a supportive community of people
(although 100% advise building those, too)! |Source: Nintendo’s Paperboy via YouTube
Create a blueprint
Begin by identifying the core compliance topics your employees need most. What are the essential “building blocks” of your ethical culture? For example, do you need your teams to have a better understanding of conflicts of interest, or are unallowable gifts a big pain point? Once you’ve narrowed it down to your highest-priority risk areas, add everything else to a backlog for later. Now, it’s time to draft a blueprint!
🚧Don’t skip this step or you’ll end up doing way more work than necessary. Invest time now in crafting a template that drives consistency, is flexible for different content types, and is easy to follow. You’ll want to make sure it includes:
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An introduction: A brief, clear summary of the risk and why it matters.
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Key guidance/job aids: Quick reference guides for common questions in a clear, actionable format.
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Additional resources: Placeholders for links to (1) policies, (2) forms and systems, (3) relevant sections in your Code of Conduct, and (4) other tools and webpages.
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Where to go with further questions: An email and phone number.
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Key words: Related search terms people may use.
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Don’t forget to add formatting (H1, H2, etc.), along with tips on length, tone, and language. Even if you’re drafting the first batch yourself, this will keep everything on point.
And because I’m feeling generous, I’ll let you skip this step on one condition: Use Broadcat’s complimentary template to get straight to work!
Build it
Time to break ground! Think of this first set of risk areas as the model home you’ll show off to generate interest. Make it accessible, user-friendly, and filled with practical guidance.
You know how they say, “Measure twice, cut once”? Same goes here—except by “measure,” I mean “edit,” and by “cut,” I mean “publish.” Revise everything so it feels cohesive and aligns with your team’s voice. No need for perfection—you can make improvements over time, but make sure it’s in plain language and has a friendly, helpful tone, like a good human customer service rep. (if those even exist anymore!). 🤖
Once you feel good about the copy, double-check that the content flows well and creates an encyclopedia-like structure (e.g., consistent headers, icons, and outlines) across all pages, and get to building!
With robust WYSIWYG (“wizzy-wig”) web tools, designing a webpage is easier than ever—even without tech skills. That said, loop in IT and Comms for feedback. They can ensure the design is user-friendly, set up correctly for easy back-end edits, and it integrates well with your intranet’s search capabilities.
💡Pro tip: Add icons—not really for decoration, but as visual cues to define each section. This helps users to quickly scan and find answers. And don’t forget keyword tags! These act like address signs, guiding employees to your content no matter what term they search for.
Showcase your model
Now that you’ve built a fabulous resource, it’s time to show it off! 🎉
Source: Universal Pictures’ Field of Dreams via Giphy.com
Unlike fictional baseball fields, “if you build it, they will come” doesn’t quite work for compliance tools. Work with your comms team on an announcement strategy that highlights your library’s key features and demonstrates how it simplifies compliance. And be sure to add links to each risk area page throughout your Code of Conduct—your resource library and Code should work together.
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You built it. They saw it. Everyone wants in! 😃
Source: Comedy Central’s South Park via Giphy.com
Good news: Your team doesn’t have to create all the content. Enlist risk owners to contribute—they’re the experts, after all, and their buy-in is invaluable.
First, revisit the Phase 2 backlog you created earlier. Prioritize the next batch of risk topics, then reach out to SMEs to ask them to write content using your handy-dandy template. To set them up for success, give them:
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A completed template as an example
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A link to the live page for reference
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Make expectations clear. Let them know your team will edit their draft for consistency and you’ll share the final draft for approval. Set reasonable deadlines—or better yet, ask them when they expect to have the draft back to you. Follow up regularly to see how it’s going and remind them of the deadline so it doesn’t sneak up unnoticed.
Once you receive a draft, review and revise just like you did your own. Remember, your resource library should be written in one, unified voice—your program’s voice!
Maintain it
Like homeownership, your resource library will need some TLC to stay in good working order. Here’s how to keep it relevant and effective:
⭐ Gather feedback. At least once a year, ask a sample of employees at various position levels, “Are the resources clear and helpful?” and “What's missing?”.
📊 Track usage. Update content based on what’s getting clicks (or what’s not!).
🔄 Make updates. Assign a task to upload new tools to the library as they’re created.
🛠️ Fix broken links. Routinely run a scan for dead links or redirects.
👀 Optimize searchability. Review search terms people use and new keywords (or topics!).
🚗 Drive traffic. Find new ways to promote the library within your org.
Take these steps now, and you’ll have a well-organized compliance resource library up and running in a few months. As you work through topics and identify gaps, know that we’re here to help! Design Club is packed with one-page guides, short videos, and talking points you can leverage for this project. No matter how you build it, employees will appreciate having a go-to resource—and your program will be stronger for it. 💪