Employee policies are a necessary tool for protecting a company from organizational and reputation challenges — especially when operations span countries or address sensitive material.
But if your policies are outdated, redundant, and unclear, employees may inadvertently create far more risk than anyone realizes. To protect your company and empower employees, you need clear, action-driven policy documents.
The Background: Complicated Employee Policies Open Up Risk
A global company approached Zuula hoping to make two of its employee policies easier to understand and support efficient operations. With thousands of employees around the world, the organization dealt with highly sensitive, strictly regulated information. Ensuring employees knew how to protect trade secrets and control technology export was essential.
However, the existing policies didn’t provide the protection they needed. Instead, the policies opened the company to significant risks. The dense language and structure made the documents difficult to understand — and even harder to use.
As a result, employees weren’t fully aware of their confidentiality requirements, creating financial, reputational, and geopolitical risks.
The Process: Analysis Identifies Content Needs and Goals
Our client wanted to unite two complex, confusing policies into one clear tool for global audiences. Before creating a new, plain language policy, we needed to scrutinize the two existing documents and create our strategy for information hierarchy and structural flow.
In this process, we:
- Outlined exactly what each document included
- Identified overlapping content — and any inconsistent guidance
- Clarified when supporting information diverged for each guideline
- Compared how global location and user citizenship affected each rule
- Built a structure for the new combined policy
After presenting our team’s findings and suggested restructuring of these critical policies, our client approved the strategy without a single change.
With our strategy in place, we merged the policies into one and rebuilt the policy’s structure and content. We focused on providing employees clear instructions designed to help them:
- Find: To follow the guidelines, employees needed to know where to find information and which variables affected the supporting guidance.
- Understand: Employees needed to easily comprehend their responsibilities, why specific actions matter, and when details are relevant to them.
- Act: The policy needed to share where to receive help and when they needed to act on certain measures.
In place of two dense documents filled with legalese, our client received an actionable policy that every employee could use to protect highly sensitive information. Regardless of their role, native language, or global location, employees now had clear guidance for upholding confidentiality and finding help whenever they needed it.
The Outcome: Client Rethinks Global Policy Ecosystem
Revising these policies into plain language affected more than the specific documents we addressed. Rather than simply having one new, clear policy in place — the process inspired the organization to rethink their entire policy ecosystem. From adjusting how they protect sensitive information at locations worldwide to identifying policy gaps, one example of clear employee guidance created a cascade of changes.
This process highlighted an outcome we see time and again: The process may start by addressing one document, but revamping content is only one part of a fix. As our client discovered, this work often helps companies uncover opportunity for clarity company-wide — and transforms an entire communications culture.