Case Study: Turning HR Policies into Microlearning That Employees Actually Use
New HR policies only create value when employees understand them, can easily find them and apply them correctly in their daily work.
For Orsi Academy, Keep Growing iDesign transformed new policies around leave, sickness absence and employee absences into a clear and practical microlearning solution: accessible, easy to navigate and available whenever employees need it.
From HR policy document to practical microlearning
Communicating new HR policies sounds straightforward. You document the changes, share them with employees and assume that everyone will read, understand and follow them.
In reality, it rarely works that way.
HR policies and employee handbooks often contain important information, but they are not always easy to navigate. Employees may not read the entire document, struggle to find information later or interpret policies differently. For HR teams and managers, this often leads to repeated questions, inconsistent application and unnecessary administrative effort.
To support the introduction of new policies around leave, sickness absence and employee absences, Orsi Academy partnered with Keep Growing iDesign to develop a practical microlearning solution.
Not as a replacement for formal HR documentation, but as an accessible complement that helps employees quickly understand what has changed, what is expected of them and how policies should be applied in practice.
The challenge: clear policies around leave, sickness absence and employee absences
Orsi Academy was preparing for an important organisational change: the transition to a 40-hour work week. This change affected multiple policies relating to annual leave, compensatory leave days, sickness absence and employee absences.
Employees needed clear answers to questions such as:
What exactly is changing?
Which policies remain the same?
How should leave and absences be requested and registered?
Which deadlines and notice periods apply?
What are my responsibilities as an employee?
When do I need to consult my manager?
This type of information is important, but also sensitive. Policies around leave and absence directly affect planning, team collaboration, fairness and trust. Simply communicating the information formally is rarely enough.
Employees need information that is understandable, easy to find and practical to use.
The solution: a practical microlearning guide
Keep Growing iDesign translated the new policies into a concise, visual and user-friendly microlearning experience.
The module was designed as a practical guide for employees. Step by step, they learn why the changes were introduced, what has changed and how leave requests and absences should be handled correctly.
The microlearning covers topics such as:
employee responsibilities
the transition to a 40-hour work week
annual leave and compensatory leave entitlements
the difference between sickness absence, annual leave and special leave
rules regarding medical certificates
leave request deadlines
leave during school holiday periods
exceptions and consultation moments
correct registration and communication procedures
By dividing information into manageable sections, employees can quickly find what they need without having to work through lengthy documents.
More than an onboarding tool
Although the microlearning supports new employees during onboarding, its value extends far beyond the onboarding process.
Existing employees can also return to the module whenever they need clarification on a specific policy or procedure. Thanks to its accessible structure and search functionality, the microlearning becomes an ongoing knowledge resource rather than a one-time communication effort.
That is a significant difference compared to a document that disappears into a shared drive and is rarely consulted again.
Managers also benefit from having one clear and consistent source of information. This reduces interpretation differences and helps ensure that policies are applied consistently across teams.
From information to application
The objective of this microlearning was never to transfer as much information as possible.
The objective was to help employees understand the policies and apply them correctly.
That is why the content was built around practical situations and concrete actions. The module includes: a step-by-step process for requesting leave or reporting absences, clear request deadlines, practical checks and reminders, confirmation of key takeaways
As a result, the microlearning becomes more than a digital version of an HR document. It becomes a practical tool that supports daily behaviour:
submitting requests on time
registering absences correctly
Coordinating with colleagues and supervisor
following procedures consistently
communicating clearly and responsibly
This is where microlearning can create real value: translating complex or formal information into practical application.
What Orsi Academy says
“Keep Growing developed a clear and practical microlearning solution around our new policies on leave, sickness absence and employee absences.
Thanks to the accessible approach, employees quickly understand what has changed and how requests should be registered correctly. It has become a valuable addition to our internal communication.
The module is clearly structured, user-friendly and can be consulted whenever employees need it.”
Deborah Croes Assistant Lab Manager
The value of microlearning for internal communication
Many organisations invest significant time in developing policies, procedures and internal guidelines. Yet the challenge often remains the same: How do you ensure that employees actually understand, remember and apply that information?
Microlearning can be a powerful complement to formal documentation.
Especially when information:
comes up regularly
must be applied correctly
affects team collaboration
is open to interpretation
should remain easily accessible
By transforming policies into an engaging learning experience, internal communication becomes more practical, consistent and useful.
Our role
Keep Growing iDesign helped Orsi Academy translate formal HR policies into a clear, practical and visually engaging microlearning solution.
We did not start with the question: “What information should we include?”
We started with a different question: “What should employees understand, find and do correctly after completing this microlearning?”
That focus on application is what makes the difference.
Looking to make HR policies easier to understand?
Do employees regularly misinterpret important policies, struggle to find information or fail to apply procedures correctly?
A targeted microlearning solution can help make critical information clearer, more accessible and easier to use.
Keep Growing iDesign transforms complex information into practical digital learning solutions that employees can actually use.
Book an exploratory conversation and discover how microlearning can strengthen your internal communication.
