The market for GRC systems is still immature. This has created space for suppliers who fail to adequately prepare customers to take full advantage of the system. Consequently, many systems end up not fulfilling the tasks they were intended for. As a matter of fact, many are actually never put into use.
– Many companies find themselves left alone once the contract is signed, and the onboarding period has expired. In most cases, not enough time is spent helping the companies' make the system a success, says Christian Møller, Head of Customer Relations at Wired Relations. He continues:
– It's devastating for an organisation to end up in a void, paying for a system that the compliance officers haven't been sufficiently trained in. When you need to learn a new system, there should be a transparent process that gives the compliance officers peace of mind, so they can perform their work independently without expensive consultants.
Christian Møller highlights three demands you should make of your supplier to achieve the best possible onboarding in your new GRC system:
Be conscious of your goals
Initially, you need to focus on the goals of your organisation. Compliance is a broad area, and therefore needs prioritising. A guided conversation is needed about where to start and where to end.
– It's important to align your compliance goals with the system. We know that in the future, there will be an increased demand for compliance in many areas, and this can seem very daunting. But if you can prioritise your main focus, you are already halfway there, says Christian Møller.
Creating clarity about the company's objectives is crucial for planning the onboarding and understanding the company's situation. Make sure that your supplier facilitates this conversation and designs the onboarding accordingly.
Distribute Responsibility
Onboarding in a GRC system is not about gathering a few people in a room and ticking boxes on a predefined list. It's a process that involves the organisation – a collaborative exercise where responsibility and tasks need to be distributed and communicated properly.
In many onboarding processes, the company appoints one person as a coordinator, responsible for transferring all knowledge. According to Christian Møller, this approach is rarely successful, as it places too much responsibility on one person.
– The start-up phase in a GRC system is not the same as implementing a new warehouse or payroll system. It's important to involve key personnel across departments and communicate that they need to engage with the new system. It's not just about learning how to use the new system but also about encouraging curiosity, understanding the processes behind it and asking questions, says Christian Møller.
If the supplier doesn't suggest it, you should demand that the onboarding is decentralised and involves all relevant employees. Also, remember to communicate to your colleagues that you will be drawing on their perspectives and expertise during the onboarding period and afterwards.
Get early access to the system – and avoid consultants
Many GRC systems are set up with the help of a consultant alongside a small steering group. The organisation rarely has access to the system from the beginning, which is a big mistake, Christian Møller believes.
– Few onboarding processes provide access to the system from the start. The suppliers fear that the company does not have the necessary insights and training and will be scared away, says Christian Møller.
It is crucial to gain access to the system as early as possible to accelerate learning. This requires choosing a user-friendly GRC system. A system that the responsible employees can navigate themselves – without expensive consultants. This not only improves compliance but also the anchoring, efficiency, and robustness of the system.
Now it's your turn!
Clear goals, decentralisation, and user-friendliness are the keys to a grat start with a new GRC system. By standing firm on these demands, your organisation can ensure an effective start in the system, creating value – also after the consultants have left.
At Wired Relations, we aim to create the best onboarding experience for our customers.
Read our e-book and learn more about how to choose the best GRC system for you.
Onboarding at Wired Relations
The onboarding process at Wired Relations typically consists of five meetings. We determine the customer's goals and how the platform can help achieve them. Throughout the entire process, all involved employees will have access to the platform, and a dedicated contact person from Wired Relatios will continue to follow up. The customer will also receive integration guides and workflow templates for inspiration. Wired Relations' staff can always be contacted via chat, phone, or email.
