Create a Culture of Records Management Best Practices – A Guide for Startups
How to add records management best practices to your Startup culture.
One of the most rewarding aspects of creating a Startup is its unique culture. Incorporating Records Management Best Practices into your Startup culture can be as rewarding as it is smart.
Many of the reasons for creating a culture of records management best practices are the same for having a Startup culture.
1. A Records Management Team Culture
You want to build a team of individuals who work well together. By definition, team members must know what every other team member is doing in order to coordinate actions effectively.
2. Following the Same Game Plan
Creating a Startup culture also ensures that everyone is on the same page and thus friction arising from disagreements it reduced if not eliminated.
Consistent use of records management best practices by all employees keeps everyone on the same page regarding records. This makes for a smooth and productive operating environment.
3. Play the Same Game
One of the most important aspects of creating a Startup culture is getting everyone to play the same game. What ever your company goals are you stand a better chance of achieving them when everyone is aligning their actions to achieve the same thing.
Likewise, a Records & Information Management Programme will only be as effective as the number of people actively applying its procedures. Thus, creating a culture of following records management best practices will ensure greater success in reaching your RM goals.
How to create a culture of Records Management Best Practices
Aside from the obvious need for a well thought out Records & Information Management Programme, the fundamental element needed to create an effective culture is communication.
Communication implies an exchange and understanding of ideas. You need to understand how your employees use the company’s records and information. Your employees need to understand the need for following best practices as well as what procedures they entail.
In broad terms you need to do the following:
Ask & Listen – Ask you employees about how they use records and information. Find out what data is important to them. Ask how they use it. Find out about problem areas and areas that can be improved. Learn about their feelings on software currently being employed.
Create questionnaires and do surveys of your employees experiences. You will be able to gain considerable insights that will help you build the right records management culture.
Educate & Promote – Once you know how your employees use records and information you will be able to create and align your procedures to help your staff manage documents more effectively. Once done you have to educate staff and regularly promote the need for compliance.
Meetings and even mini workshops are a great way to educate employees. Regular announcements, posters, internal emails and other means can be used to keep promoting compliance.
Rewarding Compliance – If you carry out proper education and promotions then achieving compliance should be a lot easier. Including rewards and making them known through your promotional actions can further increase compliance.
The truth is, compliance is not really optional, but you can grease the wheels using rewards. This does not mean there should not be penalties for non-compliance. Its just that people tend to be more motivated in the pursuit of rewards than they are in the avoidance of penalties.