UX guidelines for Employee Mandatory read/ Reading confirmation on Intranets

Question

I'm currently working on a feature for an intranet called mandatory read or reading confirmation. There are two group of users. 1- Admin who sets up and track the mandatory reading page. 2- Employees who need to confirm that they've read the content. I had access to 5 users, and most of them expressed frustrations at the scrolling and reading + checkbox model. Also quizzes were not a preference as it added more work for the employees. Another concern from admins was that they didn't wanted to annoy their co-workers with multiples notifications and reminders. Does anyone's have tips, resources, or guidelines in that field? Much appreciated!

Answer 1

If the employees complain about the long text and you/your company wants to make sure ("force") they read it, you have two options (the third is a special case):

1. If the consent is critical to the company: Make it relevant like a contract they need to sign (not by checkbox). Maybe even print one page which states "I hereby guarantee I have read and understood the long text. Signed _______" and make it mandatory to file this to HR/admins whom this may concern.

2. Give a synopsis of the full text in a few bullet points which covers the contents and is sufficient to understand everything instead of reading all the text. I am thinking of "EULAs" here as an example.

3. If the text is not critical but could come in helpful later to understand processes and procedures: Make it a "read on demand" instead of a "mandatory read beforehand". Meaning: Provide easy access to it and enhance navigation by adding subsections and table of contents etc. If at some point something comes up everybody can say: "Hey, pls read section 3 of the project documentation". And the user will go and gladly appreciate the availability of the document. (Can also be combined with the synopsis to have a quick overview at the beginning and read details later)