Episode Description:

In this episode of Accreditation Made Easy, Areaka focuses on practical end-of-year tasks that can quietly set the stage for a smoother accreditation year ahead. Instead of waiting for January to reset, this conversation walks through intentional planning steps you can take now to reduce stress, improve organization, and create momentum before the new year begins.

Timestamps:

0:00 Why end-of-year planning matters

0:41 Shifting the mindset from January resets to year-end preparation

1:23 Setting proof collection goals before the new year

2:04 Resetting time-sensitive tasks to align with the calendar year

2:46 Communicating upcoming accreditation dates early

3:29 Planning internal mock reviews and file check-ins ahead of time

4:16 Committing to professional growth in the coming year

4:55 Conducting a quick year-end file health check

5:37 Cleaning up outdated tasks and reducing mental clutter

6:19 Final encouragement and offer to help

Companion document to download: End-of-Year Tasks

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Description:

In this episode of Accreditation Made Easy, Areaka walks through two closely connected topics that can dramatically impact how assessors experience your files. First, she explains how to choose the best proof available and why clarity, completeness, and legibility matter more than most agencies realize. Then, she shares a hard-earned lesson on why printing documents using Microsoft Print to PDF can resolve common issues like blurry text, shifted formatting, and unreadable proofs once they’re uploaded into PowerDMS. This episode is packed with practical advice straight from real assessor and accreditation manager experience.

Timestamps:

0:00 Welcome to Accreditation Made Easy

0:47 Why proof quality matters to assessors

1:19 Introduction to the two-part topic

1:52 Choosing proofs with the assessor in mind

2:25 Common issues assessors face when reviewing proofs

2:58 Recommended formats for proofs

3:28 Ensuring proofs are complete and accurate

3:56 The value of mock assessments

4:32 Transition to PDF formatting lessons learned

5:04 Real-world PowerDMS rendering issues

5:32 Microsoft Print to PDF explained

6:05 Why flattening documents works

6:37 When to use Print to PDF (and when not to)

7:04 Revisiting existing proofs only when needed

7:30 Key takeaway on proof quality and presentation

8:04 Companion documents overview

8:29 Episode wrap-up

Companion documents to download:

Best Proof Available

Best Option for PDFs

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Description:

Hyperlinks are one of the most powerful — and underrated — features inside PowerDMS. In today’s episode, Areaka breaks down exactly how to add them the right way, why “smart hyperlinks” matter, and the simple setup choices that save assessors time (and prevent accidental lockouts). If you’ve ever added links that opened in the same window or lost your place in an assessment — this episode is a must-listen.

Timestamps:

0:31 Welcome + why hyperlinks matter

1:05 When hyperlinks make more sense than uploaded documents

1:32 Navigating to your standard + where to begin

2:01 Choosing New Rich Text + naming your attachment

2:24 Linking to the correct part of the standard

2:56 Critical: cursor placement before hyperlinking

3:19 Using the Hyperlink Manager correctly

3:49 Why clean link titles are better than full URLs

4:18 The second “smart hyperlink” rule: Target = New Window

5:13 Why this saves assessors time

5:38 Previewing and testing your hyperlink

5:58 Free plug-and-play required references for Florida agencies

6:51 How automatic updates work

7:18 Why the plug-and-play system feels like “magic”

7:45 Episode wrap-up and next steps

Companion Document to Download:

Hyperlinks – How To Add

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Episode Description:

In this episode, Areaka breaks down simple, thoughtful, and budget-friendly ways to thank your accreditation assessors without going overboard. From traveler essentials to agency-branded swag, curated packaging, handwritten notes, and smart timing, you’ll hear practical ideas that leave a meaningful impact while keeping things easy and intentional.

Timestamps:

0:00 Welcome back

0:47 Why gifts aren’t required (and why you might still give them)

1:21 Keeping appreciation simple and genuine

1:51 Traveler-friendly gift ideas

3:22 Using agency-branded items you already have

4:15 Thoughtful presentation matters

5:12 Adding a handwritten note

6:08 Deciding when to give the gift

7:55 Wrapping up and companion document

Companion document to download:

Smart Ways to Thank Assessors



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Episode Description:

Assessment planning doesn’t have to feel chaotic or last-minute. In this episode, Areaka walks through the five key decisions every agency should make when preparing for an on-site assessment. From choosing dates, coordinating participants, and setting up the assessor workspace to handling travel arrangements and deciding on optional extras, this episode gives you a clear roadmap to stay organized, reduce stress, and set your agency up for success.

Timestamps:

0:00 Welcome and introduction

0:47 Why planning matters

1:21 Decision #1: Dates

2:33 Working backward from your assessment

3:18 Planning mocks and pre-mocks

4:06 Decision #2: Participants

5:01 Decision #3: Assessor workspace

6:02 Internet considerations

6:28 Setting up early

6:56 Decision #4: Travel arrangements

7:46 Per diem and agency processes

8:19 Decision #5: Optional extras

9:08 Companion document reminder

9:35 Closing

Companion document to download:

Assessment Planning – 5 Key Decisions

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Description:

Researching policies doesn’t have to feel overwhelming—or like you’re reinventing the wheel. In this episode, Areaka breaks down the smartest, most reliable places to look when writing or revising agency policies. From accreditation standards to model policies, Florida-specific resources, legal guidance, SME insights, and more, you’ll learn how to build strong, defensible, accreditation-ready policies without starting from scratch.

Timestamps:

1:10 – Why you should never start from scratch

2:05 – Using accreditation standards as a policy foundation

3:15 – Accessing policies from other accredited agencies

4:05 – Florida-specific policy sources

5:05 – Model policies and national associations

6:00 – Legal requirements and counsel

7:00 – Subject Matter Experts (SMEs)

8:15 – Additional agreements & governing documents

9:00 – Why policy research matters

10:05 – Wrap-up

Companion document to download:

https://public.powerdms.com/theacademy/documents/2605224

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Description:

Ever wonder how to handle change notices without getting lost or falling behind? In this episode, Areaka walks through what change notices really mean, why the one-year window isn’t a free pass to delay compliance, and how to stay current in PowerDMS. From practical tips to real-world pitfalls, this one will keep you a step ahead — and your assessors impressed.

Timestamps:

0:00 Introduction

0:44 What are change notices

1:18 Where to find them

2:10 When standards become effective

2:54 The one-year compliance rule clarified

3:40 Common pitfalls agencies face

4:35 When to adopt the new standards

5:10 How to upgrade to new versions in PowerDMS

6:00 How to keep up with future changes

6:55 Handling legislative updates

7:35 Final thoughts and wrap-up

Companion document to download:

Back to Basics Series: Change Notices

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Episode Description:

Wrapping up the highlighting portion of the Back to Basics Series, Areaka Jewell walks you through how to highlight proofs of compliance — those attachments like training records, memos, and reports that show your agency is doing what its policies say it does. Learn how to keep your highlights simple, consistent, and easy for assessors to follow, while avoiding the most common mistakes that make reviews take longer.

Key Takeaways:

• Start by reviewing the standard’s proof of compliance section and noting how many examples and what timeframe is required.

• Highlight both the document title and the date (if applicable) and include any key notations like approvals or signatures.

• Keep highlight labels simple — use “Proof 1,” “Year 1,” or short keywords. Avoid adding names or dates.

• When linking, deselect the default checkbox for the standard statement if your highlight supports a specific bullet.

• Consistency and simplicity make it easier for assessors to follow and for you to maintain across cycles.

Timestamps:

00:00 – Introduction and overview of the Back to Basics highlighting series

01:22 – Step 1: Review the proof of compliance requirements and timeframe

02:27 – Step 2: What and when to highlight in your proofs

03:33 – Step 3: Labeling your highlights clearly and consistently

05:06 – Step 4: Linking your highlights to the right part of the standard

06:22 – Wrap-up: Keep it simple, intentional, and repeatable

Companion document to download:

Back to Basics Series: Highlighting Part 2 of 2

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Know someone doing great things in the accreditation world—or want to share your own insights? We’re always looking for experienced Accreditation Managers, assessors, and change-makers to join us on the podcast. Sign up to be a guest or share with a colleague