shifting a policy manual online

Project Overview

Client: Sydney Early Education Centre

When: February 2023

Project Description

With not 1, not 2, but 3 childcare centres to run, having a paper-based policy and procedure manual was becoming a chore! If changes were required, it meant manually updating each page and then printing it to update the folders.

Stitch developed the templates and framework for Sydney Early Education Centres policy and procedure manual. Creating an online space where all of their team could access this manual online.

Project Scope

The scope of the project included:

Needs Assessment: Conduct meetings with key stakeholders and designers to understand the existing offline manual and identify the specific requirements for transitioning to an online manual.
Content Analysis and Organisation: Review the existing offline manual and analyse its content to determine what information needs to be included in the online manual. Organizing the content into logical sections and chapters for easy navigation.
Digital Platform Selection: Assessing different digital platforms and tools suitable for hosting and presenting the online manual. Recommending the most suitable platform based on the client's requirements, such as user-friendliness, customization options, and accessibility features.
Formatting and Enhancements: Enhancing the content by reformatting it for the online platform. Incorporating interactive elements, such as hyperlinks, multimedia, and search functionality, to improve user experience and ease of navigation.
Content Migration: Once the format was generated the client could fill in and begin the process of transferring the content from the offline manual to the chosen digital platform. Ensuring that the content is accurately and consistently represented in the online manual.
User Access and Permissions: Establishing user access levels and permissions to ensure appropriate access to different sections of the online manual based on employee roles and responsibilities.

Project Highlights

Increased Accessibility and Searchability

The transition from an offline manual to an online manual significantly improved accessibility and searchability. Employees could now access the manual from any device with an internet connection, and the search functionality enabled them to quickly find the information they needed, increasing efficiency and reducing time spent searching for specific procedures.

Dynamic and Interactive Content

By leveraging the features of the chosen digital platform, we enhanced the manual's content with interactive elements. This included embedding multimedia, creating hyperlinks between relevant sections, and incorporating interactive checklists and forms. These additions made the online manual more engaging and user-friendly.

Real-Time Updates and Version Control

The online manual allowed for real-time updates and version control, ensuring that employees always had access to the most up-to-date information. With the ability to make instant revisions, the client could respond quickly to changes in processes, policies, or regulations, keeping employees informed and aligned.

Reduced Printing and Distribution Costs

Moving from an offline manual to an online manual eliminated the need for printing and physical distribution, resulting in significant cost savings for the client. The online manual also reduced environmental impact by minimising paper waste.

The wrap up

The successful transition from an offline manual to an online manual provided SEEC with a more accessible, interactive, and cost-effective solution for sharing and managing information. The online manual improved employee productivity, facilitated efficient searches, and enabled real-time updates. This team now has a modern and scalable platform for maintaining their documentation and ensuring consistent access to crucial information throughout the organisation. Yay!