Sep 19, 2022

How Small Businesses Can Solve Compliance Challenges and Which Tools to Use

With the fast digital transformation, almost every facet of the business, including compliance, has been impacted. Digitizing compliance and enabling digital record keeping has become a requirement.

Compliance is challenging. There are numerous obstacles to an organization's compliance. Non-compliance can lead to huge fines or, in the worst-case scenario, the company being forced to close.

According to CEI Ten Thousand Commandments 2021, regulatory costs average $10,000 per employee in the United States.

You can mitigate non-compliance issues by using solutions such as compliance software tools. This solution assists organizations in becoming more efficient, using resources, improving performance, and improving essentials such as adaptability, efficiency, security, and performance, as well as making the organization more compliant overall.

What is Business Compliance?

The process of following rules, regulations, standards, and legislation in an organization’s daily operations is referred to as business process compliance. Process compliance’s main objective is to ensure that an organization’s daily operations and business processes adhere to established standards and regulations.

The process of following rules, regulations, standards, and legislation in an organization’s daily operations is referred to as business process compliance. Process compliance’s main objective is to ensure that an organization’s daily operations and business processes adhere to established standards and regulations.

Best Practices in Solving Compliance Challenges

1. Enhancing Data Collection

Data quality is significant, and it requires structured handling. A minor error can harm the entire company. For instance, if a prospect’s or customer’s contact information is entered or mishandled, there could be a severe violation of data privacy if the information ends up in the hands of the wrong person. In such circumstances, businesses may be required to pay significant fines.

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2. Clear Understanding of Process Workflow

An organization may not be business process compliant if its employees do not understand its procedures or rules. A lack of awareness can usually work against you when an institution introduces new systems due to organizational change.

People typically dislike change because they are accustomed to specific methods of doing things. To be receptive and accept change, they must be informed about its significance and the new procedures. To be accepted, complicated procedures must be carried out in small, gradual changes.

3. Establishing Efficient Processes 

Complicated business procedures can be time-consuming and challenging for employees to comprehend. This can result in mistakes and low acceptance rates. It is also usual for staff members to perform manual processes that, in most cases, can be automated.

Automation also eliminates the possibility of human error. Process updates and improvements will allow employees to accomplish more in less time and work more effectively.

4. Proper New Systems Onboarding

When an institution brings new software or a platform to its staff members, it must also effectively onboard the employees. Inadequate onboarding measures increase the risk of discrepancies in following procedures, data capture, and other possibly harmful situations.

Employees must be trained to use compliance software to complete tasks correctly, entering the correct data in the correct places and format.

5. Availability of Audit Trail 

An organization may be at risk of non-compliance if no audit trails exist. Companies should keep audit trails and log systems because most industries today are subject to many regulatory statutes, and these state laws demand the regular maintenance of records.

Tools for Business Compliance

Companies can have some control over employee output with the right business tools. According to Verified Market Research, the market size of compliance management software was worth USD 32.1 billion in 2020 and is expected to grow to over USD 74 billion in 2028, with a 10.9% CAGR.

Here are some compliance software examples that businesses employ to make compliance simple.

1. Regulatory Compliance Tool

This tool makes it easier for institutions to comply with laws and manage them more efficiently. It enables organizations to use a framework that assists them in avoiding compliance violations by staying current with regulatory standards in a digital manner.

2. Compliance Management Tool

This tool enables the overall monitoring, controlling, and management of compliance processes. Blind spots pose the greatest threat to compliance, and the compliance management system offers visibility to these threats.

3. Incident Management Tool

It can be challenging for management to get a clear picture of what is occurring on the compliance front. The company can identify trends in incidents and put policies in place to ensure that they do not occur again in the future by using incident management software to track and mitigate compliance incidents.

4. Document Automation Tool

These tools ensure that resources leaving the company have the appropriate legal language and warnings. They control access and check for proper language, labels, disclosures, and disclaimers. With a centralized asset depository, automated document systems enable legal teams to implement updates across the entire organization.

Legal institutions also use the best case management software to assist them in running their operations seamlessly. Case management software features include case management, time monitoring, calendar, and client communication. The top case management system allows you to manage and monitor your lawsuits in a safe environment protected by secure encryption.

5. Audit Management Tool

The compliance calendar in audit tools makes it simple to monitor and track all upcoming audits. The audit management solution also holds data on all completed audits. As a result, all information about past, recent, and upcoming audits are easily accessible within a single system. Feedback and audit reports are also available in the system, enabling discussions and action plans to be shared with all stakeholders.

Addressing Compliance Challenges with the Right Business Tools

By default, the business environment is unstable. The least you can do to protect your interests is to take the necessary precautions to prevent compliance risks.

You can choose your battles with the aid of the best compliance management software. You can recognize and address compliance risks with an efficient system before they become more serious. By doing this, you better handle other business difficulties that might arise without warning—talk about being ready for a rainy day. Let the right business compliance tool relieve you of the responsibility, as it has aided many businesses in improving their compliance efforts.

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