How an eSignature Solution Improves Workflow and Efficiency
How an eSignature Solution Improves Workflow and Efficiency
Businesses with documents that require signatures can benefit from eSignature solutions. These can be delivered via secure text messages, web or mobile apps.
An electronic signature solution should automate as many touchpoints as possible to save time and improve data accuracy. Learn how to identify key evaluation criteria when choosing an eSignature solution.
Improved Collaboration
The old-fashioned way of signing documents – receiving paper documents, providing your John Hancock and mailing them back – can slow down workflows, create a poor customer experience and be costly for businesses. E-Signature solutions help to eliminate these interruptions and increase productivity for everyone involved.
The first step in streamlining a business process with an esignature solution is to identify where and how signatures are needed in the workflow. Businesses can use document workflow mapping tools to map out the steps involved and the associated touchpoints in order to get a better understanding of where the bottlenecks are and how they can be improved.
Once the document flow is mapped out, it’s important to think about how your customers will access their documents for signing. Typically this is through email but some solutions offer the ability to present documents via secure text message or web browser for even more convenience.
Natterbox, for example, uses Conga Composer and Sign to streamline their proposal and contract process, eliminating paper and allowing them to deliver a more consistent experience across all customers. This not only speeds up the process for their sales team, but it also helps to improve data accuracy and compliance with COVID-19 regulations.
Reduced Time
When it comes to managing document processing, manual processes can be expensive and time consuming. Eliminating this expense through the use of eSignatures can also increase staff productivity and satisfaction. The ability to remove human error from the process means that documents are sent out on time and without delay, which can help speed up contracts, proposals and more.
Rather than waiting for an email or downloading an app, a mobile-optimized eSignature solution can ask customers to sign in the moment they’re interested in making a purchase, saving them valuable time and creating a better customer experience. In addition, it can pre-populate forms and documents with transactional data for an even faster signing process.
Finally, an eSignature solution can eliminate the need for printing, scanning and faxing, which are not only inconvenient but also create an unnecessary environmental footprint. In addition, the ability to send documents from a desktop or smartphone means that it’s easier for staff to sign on the go and reduce office interruptions.
It’s crucial to consider your organization’s culture when implementing an eSignature solution. Make sure that all staff members, from frontline workers to the CEO, understand the benefits and have the necessary training needed to adopt the new system. A slow, gradual approach can also be helpful to avoid workflow obstructions and ensure that everyone is comfortable with the technology.
Increased Security
Unlike paper documents, an eSignature solution can be used with any device. This allows users to review, sign and return documents from anywhere in the world using a smartphone, tablet or computer. Using an eSignature tool also saves time by eliminating the need to print, scan and mail documents. This can cut down on process delays and enables your staff to work more effectively.
Whether you’re looking to improve workflows for customers or internal teams, an eSignature solution is an easy way to remove bottlenecks. This will help your team complete their tasks in a timely and efficient manner, giving you a competitive edge.
It will also allow you to verify the authenticity of documents by creating a digital audit trail. This will show you who prepared, signed and modified the document along with a timestamp. This will protect you from any legal liability, and is especially useful if your company has stringent compliance standards.
Additionally, many eSignature solutions provide customizable and branding options for your documents and signature experience. This can enhance customer satisfaction and give your business a more professional look. You can even choose to integrate the tool with your existing apps to streamline the signing process. This will save your teams time and money while reducing the risk of errors and disruptions. This will ensure leaner turnaround time and boost productivity throughout your organization.
Improved Compliance
When you use an eSignature solution, you can be sure that each document has a full version history and all signatories are recorded in detail. This helps you maintain strict compliance and auditing of your processes – especially in areas like data protection, securing documents with passwords and encryption, and ensuring that documents are only signed by authorized people in trusted locations.
In addition, eSignature solutions enable you to create signing sequences, add mandatory signature fields to documents and ensure that they’re signed in the correct order. Depending on the needs of your business, they can also deliver documents via email or as links that can be accessed in web or mobile apps. This increases your responsiveness and allows you to better serve customers, particularly when they’re away from their desk or using outdated tools.
Unlike the old way of submitting documents by paper, which often led to contract delays due to lost or misplaced contracts or the time it took for them to reach the right person in your company, eSignatures can eliminate these workflow obstructions and speed up your business. That means that your sales teams can close deals faster, employees can get reimbursed quicker and accountants can finish their monthly financials sooner. This all translates into more business opportunities and better customer experiences. For example, Claremont Graduate University is able to accelerate its workflows and increase revenue with airSlate’s eSignature automation for adjunct contracts and student applications.