In Woven, you can create procedures on how to perform tasks and policies requiring team members to acknowledge that they have viewed the procedure. This is especially helpful when you have a critical procedure, such as sanitation practices that prevent the spread of the coronavirus, that you want staff to regularly acknowledge their commitment and understanding.
To create a new procedure, consult the article, Creating a New Procedure. Once the procedure has been created, you can edit the procedure steps and start adding content. To see how to edit a procedure step, view the Edit a Procedure Step Help Article.
When adding text to a procedure step, make it clear and concise. If possible, accompany the text with either videos or pictures as these tend to be more engaging to staff. To add videos to a procedure step:
- Click “Edit Step” under the “Actions” drop-down button for the intended step.
- Click the Video icon. A pop-up window will appear asking for a video URL.
- Enter the URL and select the “Insert Video” button.
To get a URL for your video, please use one of the following platforms (links for how to upload videos to these platforms are provided below):
- YouTube – https://youtu.be/6C4dEpT0rYg
- Vimeo - https://vimeo.zendesk.com/hc/en-us/articles/229838988-Preparing-to-upload
- Vidyard – https://knowledge.vidyard.com/hc/en-us/articles/360009869234-Upload-a-new-video-from-your-computer
Once the procedure has been created and published, you can then set up a policy requiring your team members to acknowledge that they have viewed the new procedure. You can set the policy up so staff are required to acknowledge it every X number of days. To see how to create a new policy, view the Adding a New Policy Help Article. For more information on how to set up a policy for acknowledgement, check out the Setting Up Policies for Staff Acknowledgement Help Article.
When adding content to a policy, it should include the most important, condensed aspects of the procedure for acknowledgement as well as a reference to the procedure that has the complete content (i.e., include a link to view the related procedure).
PRO TIP: If you are copying text from a Word document or a PDF file that outlines the procedure, you will first want to copy and paste the text in Notepad, or another app that strips formatting. Notepad will strip all formatting from the text so when you add the text to Woven, it will paste more cleanly.
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