Businesses have recently had to reconsider their procedures due to remote work, online collaboration, and the need for quick decisions. Many businesses are now using electronic signatures to sign documents more quickly and efficiently. If your company is considering using electronic signatures, this article will provide you with ten key points to keep in mind to ensure a smooth adoption.
1. Define your needs and goals
Understanding your business’s needs and goals is the foundation of a successful electronic signature adoption. What are your pain points? What are your pain points? Are you experiencing slow contract turnaround times, time-consuming manual signing processes, or dissatisfied customers waiting for approval? Identifying these challenges lays the groundwork for defining your desired results.
2. Choose the right Electronic Signatures
Although there’s a plethora of electronic signatures available on the internet, not everyone might be the right one for you. You must consider some factors before choosing:
*Cloud-based vs. On-premise:
Cloud-based solutions offer scalability, accessibility, and automatic updates, while on-premise options provide greater control and security for sensitive data. Consider your needs and IT infrastructure before deciding.
*Basic vs. Advanced Features:
Do you need just simple signing capabilities, or do you require advanced features like two-factor authentication, document tracking, or integrations with other software?
*Pricing Models:
Subscription-based plans are common, with costs varying depending on features, user volume, and storage requirements. Explore free trials and compare pricing structures to find the best value for your budget.
3. Prioritise Data Protection and Compliance
Data protection and compliance are non-negotiables when adopting an electronic signature solution. This is because contracts, agreements, and personal information that is sensitive to you are stored on the eSignature platform. Hence, strong security protocols are essential to prevent unwarranted access and data breaches.
Ensure your eSignature solution encrypts data both in transit and at rest. There should be tamper-proof audit trails for every signing action. This will guarantee auditability and legal admissibility. Also, ensure it adheres to the security regulations of your country.
4. Prioritise a User-friendly experience
A user-friendly electronic signature process is essential so that your employees and clients can easily navigate it. The platform should be simple to use and understand, with little training required and straightforward instructions. Users with mobile access should be able to sign in while on the go, on any device, and from any location. The platform should also include comprehensive guidelines, frequently asked questions, and easily accessible assistance resources to ensure a smooth experience for all users.
5. Integrate your Electronic Solution with existing systems
Integrating your electronic signature with existing systems such as CRM, ERP, and document management platforms increases efficiency. It simplifies data flow, eliminating the need for manual labor and saving valuable time. It also saves you from having to manually download, upload, and attach documents.
6. Provide Training and Communication for User Adoption
There may be some skepticism when switching to a new system, even one as intuitive as Flowmono. Effective training and clear communication are therefore essential for the successful adoption of eSignature technology. Provide user manuals, detailed demonstrations, and training sessions to acquaint members of your staff with the features and capabilities of the platform. Also, stress the benefits of electronic signatures to them. Illustrate how it streamlines procedures and enables them to operate more efficiently.
7. Explore Advanced Features
While basic electronic signatures offer the functionality of digitally capturing signatures, it’s important to look out for more advanced features that can improve security and efficiency in general. For sensitive documents, take into account features like identity verification to make sure signers are who they say they are.
8. Track and Analyse Performance
It’s important to track the impact of electronic signatures on your business. The first way to do this is to set your objectives for adopting electronic signatures. Are you trying to cut down on turnaround time, increase customer satisfaction, or save money? After you have set your objectives, set metrics to monitor those objectives. Some of these metrics include document turnaround time, customer satisfaction ratings, and cost savings. Regularly analyze the data to know areas that need improvement, e.g. changes to workflows, improved user training, and so on.
9. Embrace Continuous Improvement
The electronic signature industry is constantly evolving with new rules and technologies. Continuous improvement is essential if you want to maximize the value of your solution. Review your security protocols regularly. Make sure the platform you’ve chosen maintains strong security protocols and adapts to new threats. Also, look for new features that improve user experience, compliance, or efficiency. Be willing to adapt your workflows and procedures to meet changing user needs and industry standards.
10. Stay updated with new technologies
Explore new electronic signature features regularly, such as advanced identity verification and mobile signing, for maximum convenience. Also, keep an eye on emerging technologies that provide increased security, such as blockchain records.
