Stay Aligned with Regulations Using the Plain Language App
Meet Adrian, a Compliance Manager at a global manufacturing company. He drafts safety procedures, internal memos, and product labels that must conform to relevant plain language guidelines. With the “Ensure compliance” command, Adrian easily identifies missing legal disclaimers or policy requirements, making sure the final documents remain clear and compliant.
The Challenge: Balancing Clarity with Legal Compliance in Safety Protocols
Adrian was responsible for updating the factory’s safety protocol guidelines. The documents needed to:
- Incorporate all required legal disclaimers and policy requirements.
- Communicate complex safety information without overwhelming employees.
- Stay updated with frequent regulatory changes across multiple regions.
How the Plain Language App Mitigates Compliance Risks
Step 1: Identify Legal Requirements
Adrian accessed Microsoft Teams and clicked on "View Prompts." He then selected Ensure compliance, which pre-populated the prompt:
Ensure compliance
Adrian must then paste or type the content requiring compliance checks into the prompt. Below is an example of content that needs compliance verification:
Factory Safety Protocol Update
All employees must adhere to the new safety guidelines to ensure a secure working environment. Failure to comply with these protocols may result in disciplinary action, including termination of employment. It is imperative that all machinery is operated according to the specified procedures to prevent accidents and maintain productivity levels. Employees are responsible for reporting any unsafe conditions to their supervisors immediately. Regular safety drills will be conducted to reinforce these practices.
Emergency Procedures
In the event of an emergency, employees should remain calm and follow the evacuation plan posted in each department. Do not use elevators during a fire alarm. Assemble at the designated meeting points outside the building for headcounts. First aid kits are available in the main office and should be used only by trained personnel. It is essential to familiarize yourself with the location of all emergency exits and equipment.
Step 2: Locate Missing Disclaimers
Adrian now needs to ensure that all necessary legal disclaimers and mandatory statements are present in the safety protocols and emergency procedures. Using the Plain Language App, he will identify any missing disclaimers to mitigate compliance risks. (Modify or rephrase below prompt as needed.)
Can you review your response to identify any missing legal disclaimers or mandatory statements required for full compliance. Highlight areas where disclaimers are absent and suggest appropriate additions to ensure all regulatory and policy requirements are met.
Step 3: Confirm Readability and Legality
After initial changes, Adrian requested (Modify or rephrase below prompt as needed.):
Here is my original content. Please show your final revised version side by side.
Factory Safety Protocol Update
All employees must adhere to the new safety guidelines to ensure a secure working environment. Failure to comply with these protocols may result in disciplinary action, including termination of employment. It is imperative that all machinery is operated according to the specified procedures to prevent accidents and maintain productivity levels. Employees are responsible for reporting any unsafe conditions to their supervisors immediately. Regular safety drills will be conducted to reinforce these practices.
Watch the 'Ensure compliance' prompt in action:
Why This Matters
With the help of the Plain Language App, Adrian:
- Reduces the risk of non-compliance by catching missing disclaimers early.
- Ensures clarity so employees across all levels can follow safety protocols.
- Saves time by integrating legal checks with plain language edits.
Try the Plain Language App Today!
Protect your organization from costly oversights. Let the Plain Language App keep your documents both clear and compliant, all in one step.