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The latest Compliance posts from the Go1 Blog. Bringing you insights into learning technology, professional development and thought leadership.

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There are a number of different cyber threats that you need to be both aware of, and actively trying to prevent in your workplace. These range from the classic phishing calls and emails, to increasingly sophisticated attacks using tools like Artificial Intelligence to bypass company data security systems. 

Luckily, there are a number of effective methods you can employ to reduce the risk of these attacks on your company systems and data.

This is one of the longest running forms of cyber crime, and hackers are constantly developing new ways to trick people into revealing sensitive information. Social engineering attacks are reliant on human error, as opposed to badly protected systems and software. 

Generally in email form, phishing is the attempt to gain valuable personal information such as bank details, credit card information or system passwords. These scams can be very sophisticated, with information, email addresses and company branding all appearing to be authentic.

Phishing attacks are popular with hackers as they are effective, cheap, and easy to do. With a minimal investment of time and effort, these strategies are low risk but can result in high reward.

The term malware covers all types of malicious software including viruses, spyware, adware and bots. It’s essentially any kind of software created for the purpose of stealing data or damaging devices and systems.

Ransomware, such as the Petya virus, has the ability to freeze or shut down computers – from a personal device, to the servers of an entire organisation. Once this occurs, hackers and cyber criminals can extort money from companies or individuals in return for decrypting the virus and allowing access to devices.

While Machine Learning and Artificial Intelligence are both useful tools in the fight against cyber threats, they can also be used against us in more sophisticated attacks. AI can be used as a weapon to breach security systems as it permits a face or voice to be superimposed over another, and this allows a hacker access to previously protected data.

Endpoints are generally end-user devices like PCs, laptops and mobile devices. With the use of cloud based systems, SaaS providers and enterprise networks on the increase, cyber criminals have larger attack surfaces and more vectors to choose from when bypassing security systems. It’s important to note that attacks will begin at the endpoint, even if this device isn’t the actual target.

Cyber attacks are costly events for a number of reasons. Aside from the obvious expenses incurred when repairing your systems and recovering data, you may well be hit with fines and legal costs. On top of this, the time spent rectifying the issue will cause a drop in overall employee productivity, it’s highly likely you will lose customers, and the damage to your company reputation may be irreparable. Recent research shows that cyber crime costs the Australian economy over a billion dollars annually.

How to prevent cyber threats in your workplace

Unfortunately, many companies have experienced the negative effects of serious cyber attacks. The good news is there are a number of ways you can prevent these, including:

Ensuring your antivirus programs, firmware and firewalls are up to date

Employing a policy of least privilege for your users; this limits the systems and resources available to the minimum required for each particular role 

Maintaining a full inventory of all internet-connected devices on your company network, and details of their operating systems

Applying security solutions to all devices on your company network - your system is only as strong as your least protected asset

Creating an offsite backup of your company data as part of your company disaster recovery plan

Ensuring your company systems are up to date, and removing any unused or unsupported software 

It’s vitally important that you have effective data security programs and policies in place to protect your business from cyber threats. This means your company data is secure, along with any sensitive information relating or belonging to customers and clients.

Take a look at our Go1 Information and Data Security pathway. You'll find courses covering everything you need to keep your systems and information protected, from email etiquette and how to handle sensitive data, to guarding against identity theft, phishing and malware attacks.

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Avoiding common cyber threats in the workplace

Victoria Houchin, Business Development Manager for Training Alliance at the Cerebral Palsy Alliance, talks about the importance of providing high-quality training to employees in the disability industry. 

The disability industry has undergone significant changes and growth over the past few years since the introduction of the NDIS, and the dust is yet to settle. With the sudden increase in numbers of clients as well as providers, most providers felt the chaos with registering to become an NDIS approved provider as well as change the way that we cost our services.

We must first appreciate the NDIS for what it is, a huge step in the right direction for people with disability, many of which now have access to funding or more funding and able to utilise fantastic supports that enable them to live a fulfilling life. 

Nonetheless, the Quality and Safeguards Commission is here (replacing the Ombudsman) and all providers are or have undergone audits to ensure they provide a quality service. Most are given some minor improvements to make and more often than not, staff training is at the top of the list.

Training in the disability industry has peaked and dipped in it’s popularity over the past few years because of the impact that the NDIS introduction had on most organisations bottom lines, and as an RTO who’s No.1 customer base are disability providers we noticed that organising regular or comprehensive training became difficult with most providers simply trying to keep their head above water with the changes.

David Moody, the newly appointed CEO for NDS released a sobering message on November 1st 2019 regarding the interim report for the Aged Care Royal Commission, titled “Neglect”. From this report he states that there is an expectation of the focus of the upcoming Disability Royal Commission to look at:

restrictive practices including significant attention to the use of medications as a restraint;

quality of food and attention to oral health;

health and medical care including pain management;

It’s a great idea for all organisations to carefully look at each of these points, as well as all of the NDIS Practice Standards and understand exactly what they are doing to support their clients to the absolute best standard, and be able to evidence it. 

Over the past 75 years Cerebral Palsy Alliance (CPA) has supported people with disability to build enriching lives. Training Alliance, as a division of Cerebral Palsy Alliance has developed all of our training through the expertise and experience of CPA and our industry partners to be specifically for the disability and health sectors. 

CPA offers a range of cost-effective in-person, Nationally Recognised and online learning that supports many organisations across Australia to upskill and prepare staff to provide an excellent service.

Our online learning is a great tool for providers who need comprehensive, time efficient and cost effective training for their teams. It’s especially great for organisations who may have regional locations that can be difficult to find in-person training.

Our online learning library offers a range of essential health and compliance topics for Disability Support Practitioners. It is used as a full induction and refresher program for many organisations, and others choose to blend our online and in-person courses. 

Get started with CPA content through Go1 today!

The importance of providing high-quality training to employees across the disability industry

The hospitality industry is fast-paced, creative and unpredictable. In such an energetic environment, ensuring staff members are up to date with the latest training and compliance can be a challenge.

With the anti-social hours most employees work, and the physical nature of the job, finding the time for training can be difficult. The team is exhausted at the end of a busy shift, and when the customers are in, the focus is on their experience. 

Essential areas of training for hospitality staff

Hospitality environments are often stressful and fast-paced. Kitchens are places where a lot of accidents can happen, so safety of staff and customers should always be paramount. Training in this area will supply learners with the knowledge and skills required to apply solid WHS practices.

Being up to date with guidelines on workplace bullying is crucial for those in hospitality management. The high-pressured service industry often creates a climate of perfectionism, and in such conditions, it can be easy for staff members to take out their stress on each other. Training will encourage staff to reflect on how they should act in certain situations and what to do about bullying incidents.

Linked to training on workplace bullying, harrassment and discrimination can easily arise when a workplace cutlure becomes unfriendly.  In times of stress, it can be difficult to remain civil and treat other employees and customers with the respect they deserve. However, customers will notice if staff members or other customers are being treated poorly. 

Knowledge in this area is a basic prerequisite for any establishment preparing food for customers. Making mistakes can result in businesses paying the ultimate price and being shut down. Training your team with real-life scenarios will educate them on the importance of food safety, and the consequences of their actions if mistakes are made.  

The hospitality industry can be physically draining.  The heat of the kitchen, constantly being on your feet and lifting stock can be extremely taxing on the body. Those responsible for staff welfare need to be sure that the team understands how to stay safe. They need healthy bodies to do the work to the best of their ability! Training will provide learners with the skills they need to look after themselves in the workplace. 

Tips for hospitality staff to make the most of online learning: 

As the person responsible for ensuring your staff is compliant, it can be difficult to know whether the information from an online course has been taken on board. It can also be tempting to tick the box once the course has been completed, but your staff needs to apply what they’ve learnt to a practical context. 

If you are the manager or owner, you will already have a lot on your plate to keep your business running.  It might be helpful to designate a trusted employee to oversee and implement training. Then, you can be sure your staff members are not only well-trained, but also have a senior member of staff to ask for help should they need it.

However you decide to ensure your team is up to date with the latest training, here are our tips to be sure your staff members make the most of their online learning experience:

When setting staff the task of completing online training, it can sometimes be difficult for them to see the bigger picture or understand why it is important.  They have physical and often challenging work days, so they need to understand why they are making the extra effort.  

Many who work in the hospitality industry are driven by the desire to serve customers to the best possible standard.  If you can use this purpose to frame regular training updates, it will help staff to become invested and want to ensure they complete the training to the best of their ability. Ultimately, if your staff is not compliant in these areas, the customers will pick up on this and think twice about coming back to your establishment.

 It is important that every member of staff is well-versed in the online training.  This includes those in management, or even investors. Anybody who has regular contact with the business should understand the rules and live by them.  A whole-team approach is key.  

Show staff examples of best practice: Whether you as the manager are responsible for training, or you have allocated this job to another member of staff, modelling best practice is the best way to ensure team members take their learning on board and begin to apply it in the workplace.  If those in leadership are not showing staff how things should be done, the online training will lack purpose.

Although it can be difficult to find the time to do so, taking the time to consolidate learning from online courses in a practical environment can be invaluable to staff members.  Every staff member needs learning put into the context of their daily work.  This could be as simple as demonstrating steps throughout the day to ensure the safe handling of food, followed by reviewing the steps with staff members. 

To make the learning process easier, Go1 has partnered with Allara Learning to help you keep your staff up to date. Whether you run a bustling cafe or sophisticated fine-dining restaurant, well-trained staff members are guaranteed to improve customer satisfaction. Allara Learning’s Hospitality Compliance Training Package is specifically designed for the Australian market, and is essential for reminding staff of their legal obligations.  The package can also be used to on-board new team members, and focuses on five key training areas. All are equally important for ensuring your establishment is up to scratch and meets the basic requirements. 

Easy steps to make sure your hospitality business is compliant 

Part 4 of the Aged Care Quality Standards Series

The new Aged Care Quality Standards are now in place across Australia. The standards apply to all aged care services, including residential care, home care, flexible care and services under the Commonwealth Home Support Program. Now is the time to familiarise yourself with them.  

In order to meet the standards, staff must be well-equipped and feel confident in delivering the best possible care. To support this, Go1 has partnered with Australian training provider Aged Care Learning Solutions to bring you all the online training courses you need to be ACQS compliant.

For Standard 4, organisations need to ensure their services and supports for daily living allow for consumers to do the things they want to do. Meeting the requirements for this standard is closely linked to the guidelines set out in Standard 1.  If consumers are provided with the help to maintain their independence, they will be able to live with purpose and have a sense of belonging to their community. 

What does ‘services and supports for daily living’ include?

Your organisation’s services and support systems include any provisions in place for consumers’ health and wellbeing that enable them to do things they want to do. 

Whether you are working with consumers living in their own homes or those in residential care, each consumer will have goals they want to achieve.  They will also want to be engaged in activities which have meaning and purpose, but may have challenges in their health and abilities which make this more difficult. 

The services and support your organisation provides should enable consumers to work towards their goals and aspirations, and help them to engage in meaningful pursuits. 

domestic help, such as cleaning, laundry, gardening and home maintenance services

food services, including meals, food advice, delivery and preparation

services to encourage and support consumers to take part in social and other activities they are interested in, including community life.

Reviewing your services and support systems

Whether you believe the services your organisation offers are of a high standard, or you think they need improving, you will need to complete a review and ensure they meet the requirements for the new ACQS. 

These are our top tips for aged care providers to use and to generate conversation around the topic. The advice we share is to be implemented at the discretion of those responsible for the quality of aged care provision. Staff wishing to implement changes should do so in consultation with colleagues and line managers:

1. Provide opportunities self-management 

Where possible, allow those you are caring for to take ownership of organising activities and making changes in their home. Of course, there are policies and guidelines everyone has to adhere to, but there is room within these to allow consumers to shape the world around them. 

Perhaps the consumers in your organisation could set up a community association, or organise a fundraiser? If a person in your care is living at home, are there organisations in their community which could help to give them a voice? Of course, this won’t be possible for all individuals, but highlighting the opportunity to those who are able can make a huge difference to their sense of independence.

2. Encourage consumers to remain physically active 

Staying in the best physical shape possible is essential for the individuals in your care and their ongoing level of independence. Although the extent to which an individual is able to move or how far they can travel will vary, encourage them to continue doing what they can.  This might be as simple as walking in the garden, or organising household items. However small, each opportunity for movement will help those in your care to remain as active and engaged as possible. 

3. Tailor your services to the consumers’ needs

When reviewing the support your organisation offers to consumers, the best place to begin is with the information on the care plans.  If the services on offer meet the needs and wishes of consumers as closely as possible, consumers in your care will feel safer and that they are being listened to. This also applies if you have room in the budget to put new services in place.

It is equally important to involve consumers in the review process and ask for their feedback.  Their opinions will be the best indicator as to how the organisation is doing, and it is important to listen to them as you implement change.  Communicating any changes to consumers is also essential, as changes to an environment or routine can be stressful. 

4. Encourage consumers to take part in community life 

In order for consumers to feel as though they are engaged in daily life, it is important that staff members encourage them to take part in their community. Consumers need to be supported to overcome any impairments or conditions they may have which make participating difficult. 

If consumers are in residential care, there should be a range of activities that those with different personalities will enjoy taking part in. Some will enjoy physical activities, some more creative pursuits, and others will enjoy staying up to date with world politics. Provide activities for consumers of all personality types to enjoy their environment. 

Consumers in residential care should also be encouraged to take part in activities in the wider community if possible. Family members or friends might be able to assist with this. In residential care, it is also beneficial to have networks with the community, so that those outside of the organisation can provide services to consumers. For example, a massage therapist might visit consumers in residential care on a weekly basis. 

On reflection, are there any improvements you need to make to the services and supports in your organisation?  For information and support with meeting the requirements for Standard 4, you can find reflective questions on the Aged Care Quality and Safety Commission website.  

If you have a Go1 Premium portal, log in to view the Aged Care Learning Solutions video guide to Standard 4. Here, you will also find learning resources related to Standard 4.

How to review your services and supports for daily living in line with the new ACQS

Here at Go1, we work to partner with high-quality content providers across various topics so that we can cover all our customers’ training needs. That is why we’re excited to introduce two content partners who are helping us provide training across the professional development, safety, and compliance training spaces.

Sarder Learning offers over 200 courses and more than 450 byte-sized lessons on the world’s best business practices, all available in Go1 Premium. Their content leverages the expertise from Fortune 1000 corporate leaders, Ivy League professors, and best-selling book authors, including:

Peter Senge - author of The Fifth Discipline and MIT professor
 

Henry Paulson - former US Secretary of the Treasury and former CEO of Goldman Sachs
 

Jeanne Beliveau-Dunn - Chief Knowledge Officer at CISCO
 

Tiger Tyagarajan - President and CEO at Genpact
 

ERI Safety Videos is a US-based work health and safety content provider with over 580 courses in Go1 Premium. 

With over 30 years of experience creating employee training products, ERI Safety Videos produces courses that engage and motivate workers while delivering key safety lessons in an efficient manner. Their slogan, “Preventing Injuries Through Employee Training,” reaffirms their commitment to creating safety training products that speak to real workers about the safety issues they need to know about to prevent workplace injuries. They believe that employee safety training products need to accomplish more than just OSHA compliance; they must also be powerful and motivational. 

ERI releases new programs four times a year, ensuring that their training is always fresh and applicable.

Go1 partners with leading professional development, safety, and compliance training 

Regardless of company size or industry, remaining compliant with current laws and regulations is imperative. At the same time, it’s essential for employees to stay compliant with internal policies and rules. With both, an organization runs smoothly, safely, and effectively. The best way to protect your business is by adopting the right corporate compliance program, one specific to your type of operation.

Compliance programs cover a wide variety of topics. For instance, implementing machine guards as part of a manufacturing process, using a properly rated fire suppression system in an internet data center, installing a ventilation system in a restaurant, or as in the case of Medicaid, saving a minimum of $5 million a year under the Deficit Reduction Act of 2005 are all examples. Regardless of the situation, an effective program accomplishes multiple goals, including:

Operating in accordance with current laws and regulations

Meeting high professional and ethical standards

Maintaining a culture of integrity and honesty

Identifying compliance issues early on, followed by taking prompt corrective action

Developing employee and customer confidence and trust

What it comes down to is corporate compliance programs ensure your company and workers follow all applicable laws and regulations mandated by the government, along with ethical practices and standards established in-house. 

By not meeting all compliance guidelines, your company could be at significant risk. Perhaps the most critical concern is it changes the legal status, making your business vulnerable to government audits, hefty fines, lawsuits, and even failure. Following are a few examples of how a non-compliant issue could severely compromise your company.

Not paying your staff minimum wage plus required overtime pay would put you at risk of violating your state’s compliance laws. Once someone reports it, you could expect an audit and possible lawsuit, not to mention losing valued employees and damaging your company’s reputation.

In recent years, the government has come down hard on businesses with unethical and even illegal hiring practices. As an example, you can’t discriminate a job interview or actually bringing someone onboard due to age, race, gender, sexual orientation, and so on. Make sure your HR Director is up-to-date by visiting the US Equal Employment Opportunity Commission’s website.

For multiple businesses like law firms, hair salons, day spas, and automotive repair shops, staying compliant requires them to maintain all necessary business licenses and permits. For instance, a convenience store that sells alcohol must have a current license from the Alcohol and Tobacco Tax and Trade Bureau.

One of your greatest responsibilities as a business owner is to provide your employees with a healthy and safe work environment. The great thing about compliance programs is they ensure everything is in order from the floor to the ceiling. Even one accident leading to an injury could prove catastrophic to your company. 

Often, the requirements to remain compliant are complex, which is why becoming educated and having the right leadership team in place is crucial. Thanks to compliance programs, which include training courses offered online through a reputable Management Learning System platform, you have a way to protect both your financial and legal standing.

Compliance programs are a formal solution based on current laws and regulations combined with your company’s policies, procedures, and actions. The ultimate goal is to prevent, detect, and fix issues. This type of program goes well beyond a standard “code-of-conduct” policy by focusing on specific risks within your organization and then addressing them by taking the appropriate measures. 

Even if you have a compliance program in place, it may not offer the maximum level of protection that you need. In fact, the wrong program could be wasting valuable time, money, and resources. Instead of a “hit and miss” system, meaning some things are compliant while others aren’t, you need to implement a comprehensive program. With that, your company leaders can detect all potential problems quickly. 

Whether you need to develop a corporate compliance program for the first time or fine-tune an existing program, it’s essential that you keep it focused and simple. After all, your HR Director, Risk Management team, and corporate trainers need to communicate the details of the program to their staff in a way that’s easy to understand and adhere to. 

From day one of bringing a new employee onboard, your HR Director needs to have information prepared to ensure that person has what he or she needs to follow compliance laws, regulations, and policies. Again, during orientation and training, it is imperative your leaders provide the same information.

As for your current employees, they need the same details. Any time a compliance law, regulation, or policy changes, the respective department’s manager should pass down the information to every employee. If you receive a fine, get audited, or face a lawsuit, ignorance isn’t going to help. Fortunately, there’s an abundance of videos, podcasts, and articles available online that cover a broad range of compliance topics.

Every corporate compliance program worth adopting consists of specific core elements. Knowing what these are will help you develop or refine a program that protects you, your business, and your employees. The benefits of building a successful corporate compliance program far outweigh the risks. 

The program works to develop a work environment based on accountability, starting with the top executive level and moving down. A well-developed program also makes it easier to identify and address issues, document all pertinent information, and evaluate the efforts made.

Have a credible Compliance Manager as part of your team. It’s this person’s responsibility to understand current laws, regulations, and policies, educate employees, detect potential risks, correct issues, and create detailed reporting. Overall, the Compliance Manager protects the company from fines, audits, lawsuits, and failure. This individual will lead the way in building compliance into your company’s operations.

On a periodic basis or as compliance laws, regulations, and policies change, it’s critical to identify both internal and regulatory compliance needs. At the same time, the program scope should properly align with responsibilities across the organization. 

For some people, the only way they will open up about a potential problem is if they feel comfortable going to their direct manager. For that reason, provide your leadership team with training resources that help them improve communication and build relationships with their staff. You want your managers to have an “open door” policy so that employees feel safe to bring up even sensitive topics.

Unless there are distinct and clearly defined objectives, your employees will struggle to achieve the set goals. As part of your strategic planning process, make sure to include a list of well-defined objectives based on both internal and external mandates.

Your HR Director, Compliance Manager, and L&D Manager all play a critical role when it comes to identifying risks and probabilities. As trusted leaders within your organization, they need to develop their knowledge, giving them a keen sense of what to look for, how to report it, and what corrective measures to take. These three positions, in particular, need a clear understanding of their roles in relation to compliance.

Especially if you have a company with more than one location, it’s vital to provide training to ensure the culture matches across the board. In other words, your Compliance Manager might be on top of things at headquarters while at a remote site, non-compliant issues exist. This is a prime example of why education and training are crucial for all employees regardless of position or level of authority.

The last thing you want is to receive notification from a state or federal entity advising your company is being audited due to a possible non-compliant issue. To avoid embarrassment, risk, and fine, develop an internal monitoring system into the corporate compliance program.

You also need a place within the program for keeping your leadership team abreast of results, changes, and other pertinent information. Cross-communication about internal and external matters is of significant importance when it comes to compliance.

Remember, maintaining compliance requires a joint effort by many different people within your organization. However, it starts with the people you put in positions of authority. For the program to work, it must contain the following core elements. Even one oversight, whether intentional or not, could bring your entire company crashing down.

Designated Compliance Manager (and other members of your leadership team)

Quick response using appropriate corrective action for any identified problem

Enforce standards based on clear disciplinary guidelines

 As for the seventh core element, “enforce standards based on clear disciplinary guidelines,” you want your HR Director to work alongside your L&D Manager to create a set of internal policies and procedures. You need to provide this information to all new hires, as well as current employees. Your entire staff must understand the risks of being non-compliant and what their role is in reporting an issue. 

Not only does this give your staff better direction and expectations on what you expect from them, but it also helps them invest more in the company. In other words, understanding how critical their insight is into possible compliance issues will make them feel valued and respected. After all, you depend on them to report anything suspicious. In return, you’ll find your employees more dedicated to achieving the company’s broader goals.

Those three words are the epitome of what an effective corporate compliance program is all about. Prevention covers your written policies and procedures, having a qualified Compliance Manager on staff, and ensuring that everyone within the organization has the proper training and education. 

As for detection, this includes your manager’s “open door” policy for communication. Now, if you have a sizable company, you should consider setting up a toll-free hotline. That way, your employees can report an issue quickly but also anonymously if they choose to do so. Detection is also about internal auditing and reporting.

Then there’s corrective action. Included in this is the investigation process that commences after detecting a potential compliance issue, followed by determining the best remediation and taking action. Your disciplinary policy for failure to report or causing a compliance problem also falls under this category.

Of particular interest are the written policies that you include in your code of conduct or code of ethics policy. For this, you need documentation for two levels. First, your leadership team needs complete details about the program, how it works, and the implementation process. Keep in mind; this goes beyond your HR Director, Compliance Manager, and L&D Manager.

Second, you want information compiled that goes out to every person working within your organization. These details should stress the urgency of staying compliant and what non-compliance could mean for the company and their employment. Again, recirculate information on both levels whenever laws, regulations, or internal policies change.

You also want the right person in the position of Compliance Manager. As a critical player in your company, this individual should have a bachelor’s degree at a minimum, experience, and compliance certification specific to your industry. A lot falls on this role, so having a qualified individual serving as your Compliance Manager is vital.

However, for your compliance program to work, your Compliance Manager can’t carry all the burden. This person needs an excellent support team. For this, consider establishing a committee that meets anywhere from two to four times a year. Along with other leaders in your organization, you can include outside experts.

During compliance committee meetings, the group would discuss trends, new and amended laws, regulations, and policies, reporting, grievance monitoring, additional employee training requirements, and any other topics of interest or concern.

According to LW Consulting, Inc., when it comes to leadership, “A successful compliance program is fully endorsed by senior management. In addition to support and endorsement by senior management, a company’s board of directors should also be involved in the process.” It went on to say, “When senior officers take compliance seriously, employees are more likely to follow suit.” Talk about spot on.

Allow us to help with your compliance program

For a broad range of compliance topics, as well as those covering leadership responsibilities such as communication, motivation, building morale, and more, we have a vast library of professionally created training courses available. Especially in today’s world, you can’t afford to have any non-compliance issue. Start developing or refining your program today for optimum protection.

How to establish or refine corporate compliance programs