If there’s one thing that is a constant in the field of HR, it’s paperwork. Lots and lots of paperwork. In fact, in onboarding a new employee alone, an HR professional can process anywhere from 10 to 60 documents.
A number of HR tasks require careful documentation, but printing, gathering signatures, and storing hard copies can take up precious time and space. Many HR departments are now turning to digital paperwork and e-signatures, which can streamline processes—and be a more green option at the same time.
What are e-Signatures?
Before the internet, documents that required a signature had to be signed in person, with both the hard copy of the document and the signer in the same place. Documents could be faxed back and forth, but hard copies were still required to capture signatures. The next evolution allowed documents to be emailed or shared with a signer, who then had to print it out, sign it, and either scan or send a photo of the signed document back to the sender. Paper was still involved.
E-signatures allow for a paperless process that lets someone remotely sign a digital document, no printing required. And the best news is that they can be as legally binding as wet-ink signatures. There are various types of e-signatures that meet almost any need human resources, or a business, may have. See why e-signatures are becoming so important in business today.
Check out the ways e-signatures can streamline processes and specifically benefit your HR department.
Speed Up Recruiting and Employee Onboarding
Remember that onboarding a new employee can involve up to 60 documents? A mountain of paperwork must be sent, filled out, returned, and processed. If your HR department is gathering signatures and processing all that paperwork the old way, you are wasting precious time. If it takes too long, your new recruit may just get snatched up by a competitor.
Obtaining a digital signature on an offer letter can take minutes rather than days, and is more convenient for both you and them. Streamlining onboarding paperwork can help new hires more quickly find their feet in their actual job, rather than spending their first few days signing papers. E-signatures can also be extremely valuable in onboarding remote employees.
Reduce Costs in Hiring Processes
Not only do e-signatures save time when hiring, but they can also cut costs. The savings go beyond paper and printing costs. Digital signatures reduce the number of steps that HR professionals must take to complete the hiring process, so employees have more time to take care of other tasks.
Real-Time Tracking of Document Status
Waiting for documents to be signed by hand can be annoying. Common concerns include wondering if the signers received the files or not, if they signed in all places needed, or if a page or two got mislaid or buried on someone’s desk. Many e-signature services let you monitor the status of your documents in real-time—if it’s been sent, is waiting for a signature, or is completed. Typically, you get notified when something has changed, so there is no more waiting and wondering.
Centralized Document Management
Human resource document management includes storing and tracking the history of documents signed by employees. Having all documents in digital format reduces the time required for processing and archiving. Going digital with e-signatures helps centralize and simplify this responsibility since all those documents are stored digitally.
Find out more about the advantages of storing all your data in the cloud.
More Environmentally Friendly
Environmental responsibility is becoming more of a determining factor when candidates consider joining a company. Paperless processes show employees that you are doing your part to protect the environment. And for the millennial worker, in particular, added meaning and purpose in a company is one of the key things they want in the workplace.
See how to create a paperless HR department to save time and money—and help the planet.
It Makes You Look Good
One of the many challenges faced by HR departments is attracting high-caliber talent. In today’s world, a convenient, fast documentation process makes your company look good. A simple, streamlined hiring process shows applicants that your organization is future-focused. Millennials and Generation Z workers are used to everything being digitally streamlined, so using e-signatures makes a good first impression on tech-savvy candidates.
Are e-Signatures Right for You?
There have never been more options for integrating advanced e-signature software into your HR practices. Digital signatures can help your team automate administrative tasks, digitize paperwork, and streamline the way you acquire talent. It’s time to take a closer look and see if e-signatures are right for you.
