There are infinite numbers of tasks that an HR department of a venture has to work on. The level of documentation involved in all these chores turns the work into nightmare. The document handling spans across an entire tenure of employment i.e. from offering job letters to the contracts of employment, benefits enrollment, security polices, compensations and what not? Paper works are indeed impediments equivalent to bottleneck for the professionals posing as stumbling blocks for achieving the core goals of eligible talents, streamlining the processes of organizations, and also enhancing the employee productivity. To relieve us from the pressure, we are saved by the concept of Electronic Signatures.
Not all countries have legitimized the implementation of digital signatures though. But it is slowly gaining the momentum of earning the trust globally for corporate and administration usage.
How to create e-signature?
Well, you have 2 options in this case; one is to create electronic signature online, and the other doing it on your own.
In the case of online creation, you have to:
- Draw a signature on the touch screen device with the finger or stylus
- Upload that image to the website of the service provider that will turn the signature into a .png file which you can neatly put into the documents.
In case, you want to create electronic signature by your own, you can:
- Using the mouse or touchpad, you can draw the line by dragging the cursor along the signature line
- Or you can also use the keyboard by typing the name and then selecting the best font that matches it.
Why Electronic Signatures are advantageous to the businesses across industries:
1. Portrays the company as a technologically savvy setup
Electronic Signatures imply that the company is trustworthy and electronically up smart to the new employees, especially when a major chunk of them are made up of the millennials. Millennials were born amidst technologies that are used for facilitating procedures. Any technology that is not upgraded in any area of work, are considered to be slow or annoying for them.
2. Reflects the environment-friendliness
E-Signatures save papers. In this blog, we have already mentioned that going digital saves a lot of paper works, which in turn is going green by saving paper wastage. This factor is definitely one of the many that the candidates consider before applying for a company. Who doesn’t love work with lesser involvement of paper handling?
3. Saves a lot of time
Digital signatures assist the HR department to save a lot of resources and mostly time. The requirement of signature can occur at any moment in the HR department, so instead of carrying the papers, implementing a digital signature and then submitting the documents takes out so much of hours from the chore. HR department has to work quickly in every case and with digital signature, it can be done perfectly.
4. Saves money as well
The hiring process of the HR involves a lot of cost. An HRMS empowering the authorities with the feature of imprinting e-signatures at the required document reduces the cost of travel and transfer to and fro the hierarchy. All the multiple steps are reduced to a single one and that is emailing the candidate who will in turn send the scanned .png image of his or her signature back to the authorities. The cost of travelling, sending the physical papers are saved in this case.
5. Versatile for signing any document
When a company finally chooses its candidate, a lot of other forms of documents come up for signing like photographs, identity documents, bank statements and so on. By integrating a versatile e-signature software with the HR management system, all these documents can be duly managed and recorded under a single unified system.
6. Faster approvals in all levels of the department
Electronic signature process ensures getting faster approval from the authorities hence the work flow takes a swift move. This results in more time saving, and expending it in the other HR activities that will increase the efficiency of the organization.
7. Ensuring data compliance and accuracy
Unlike paper works that harbor many unintentional errors, the electronic signature process ensures that the documental inconsistencies are kept on the lower side. The fear of unauthorized signature? Not with the digitized process of doing it.
8. Facilitating the centralized document management
The feature of electronic signature allows the HR department for centralized contract management, i.e.; the history of documents that are signed by the employees as well as the employers and then store the data in the cloud, accessible any time through the dashboard.
Truly and advantageous addition for seamless business management
Industry giants like Deutsche Bank and Tesla have given major goals of upgradation when they shifted from using the wet-ink based signatures to the digital signature. These e-signature software skillfully manage the signing of all crucial documents ranging from employment essentials to financial statements. The technology has a rising demand because of the inflating security concerns and its digital encryption guarantees maximum safety to the confidential data of the company’s HR policies.