How to improve the employee experience with electronic signatures?

Posted by Leyre Soto on December 8, 2020 at 9:00 AM

How to improve the employee experience with electronic signatures?

Employee experience and employee engagement are not interchangeable terms. Only if employees have a wealth of experience at work derived from culture, technology, or physical space, are they more likely to be engaged.

Below, we will take a look at how electronic signatures enhance this experience, making it much easier for your employees to stay motivated and work hard.

This post is also available in Spanish.

How employee experience benefits the entire company

“Employee experience” is a term that is heard more often these days in HR departments regarding talent management, and it involves planning actions while taking into account what each of its collaborators lives and feels.

This department is responsible for intentionally designing a positive employee experience that leads to their sustained engagement time (and therefore performance), rather than simply reacting to employees’ complaints or problems when they are asked in a survey.

Furthermore, considering how competitive the market currently is for attracting talent, more and more companies decide to bet on this design, the employee experience, to differentiate themselves from other companies.

According to a Gartner study, only 13% of employees are highly satisfied with their work experiences and 46% of respondents say that they are very dissatisfied with their overall experience at their organization.

This is why it has become an increasing priority of companies to take care of and facilitate this Employee Experience; not only through HR, but through the company, in general, since there is a very high return on investment in reviewing processes, and it directly influences the customer experience and, therefore, the growth and profit of the company as a whole.

 

How to improve that employee experience?

Designing the Employee Journey Map, which will grant a consolidated vision, integrating all the processes that an employee goes through since their hiring. Basically, it is very similar to the well-known Customer Journey Map.

In it, the head of the human resources department must include the different measures, which promote:

  • a culture of collaboration, transparency, and participation;
  • simpler and more efficient decision-making at all levels;
  • better access to and management of information at work;
  • proper professional and human development.
  • a more dynamic and innovative work context, supported by new digital tools;

 

The employee’s digital experience: Tools to make everyday life easier

In the same way that technology is applied to improve customer relationships, concepts like artificial intelligence, chatbots, cloud computing, etc. should contribute to increasing employee satisfaction.

Today, employees expect their work experiences to reflect their experiences outside of work. They want to work when and where they need to, in a customized way, and, above all, they want to be able to get things done quickly. However, what they find is that their workplaces, processes, and tasks are designed with many time consuming and cumbersome steps.

Designing their digital experiences involves bridging the gap between how people do things in their personal lives and how they do them in the workplace. 

This must be done, because there is a correlation between offering employees a digital experience and their well-being at work, according to the findings of Rico's Future of Work report.

They state that 66% of Spanish workers believe that their company will use technology to improve the work experience, while in the rest of Europe, this figure drops to 54%.

Based on a survey of 3,000 European workers, the study points to technology, collaboration, and sustainability as key elements for the future of business.

 

Electronic signatures as an ally for professionals

Employees have to sign many documents throughout their employment term, whether they are internal, like contracts, confidentiality agreements, or sick leave, or external with collaborators, clients, suppliers, etc., and other documents according to the sector in which the company operates.

Sometimes, there are even many departments involved in the same process, so, signing a document can become a slow task, or has to be stopped because there is an important party who is not available at the right time.

Streamlining processes by making them digital is, therefore, especially useful for companies, but especially for professionals who see their days burdened by the bureaucratic part of work.

 

How does it improve the employee experience?

 

  • Freeing up time

Thanks to electronic signatures, employees are freed up from repetitive tasks and can focus on value-adding cognitive tasks that reinforce their professional self-esteem. 

If your business requires signed contracts, consent forms, or receipts, how much time do your employees spend managing those documents? Most paper trails start with printing the document, handing it over to a client or patient for reviewing and signing, scanning the signed document into digital form, and then either shredding the form or adding it to filing cabinets or storage facilities for safekeeping. How much time could your employees save by managing everything online?

An electronic signature keeps this entire process digitized, which means hours are freed up to do other business tasks.

 

time

  

Acciona’s Real Estate Division and Signaturit's electronic signature

The former process of signing real estate contracts forced parties to travel, use messaging services, organize appointments, and face the inconvenience of not having the documents on time in certain situations.

📢 Since using Signaturit, the process of closing a real estate asset sales transaction has been simplified and streamlined.

The process is currently as follows:

  1. The documentation is uploaded to Signaturit’s platform (dashboard), which defines the spaces where the client must sign, the fields of compliance with their rights and obligations, and the order of the signers.
  2. The document is sent to be signed.

  3. It can be signed using either a mobile device or a tablet at any of Acciona Real Estate Division’s points of sale.

 

  • Providing flexibility

In this day and age, employees want the freedom to work when, where, and how they want, and they expect work to be as simple as their other activities.

To attract and retain talent in today’s job market, companies need to rethink the meaning of a “workspace” and create digital environments that cater to all types of workers, both traditional and remote.

With electronic signatures, they are provided with a simple tool integrated into their usual CRM that allows them to join the “teleworking” structure. It gives them the flexibility and freedom to make a decision and sign a document without having to travel or use a printer or scanner.

 

home office-1


According to a new VMware study,  the respondents who said that their companies gave them the option of working from outside the office with the same ease as if they were in it belong to the same companies whose employees report being much more likely to recognize being proud and satisfied, compared to respondents whose companies do not allow them the freedom to work from anywhere (74% vs 26%, respectively).

With electronic signatures, work can be done from anywhere and technology specifically facilitates this transition, freeing up workers and increasing their satisfaction.

 

How ISS Iberia has digitized its employment contracts with electronic signatures

With a human team of more than 39,000 collaborators in both Spain and Portugal, ISS Iberia allows one of its most important processes, signing employment contracts, to be done from anywhere and at any time necessary, thanks to electronic signatures.

 

  • Simplifying processes

Most offices’ workplaces are already digitized. Now, the important part is digitizing the processes.

With this in mind and the echo of digital transformation in the background, we can logically see how digitizing companies makes us reimagine personnel management by simplifying some processes in order to boost engagement between employees and managers.

Electronic signatures transform processes that used to require people to travel, use messaging services, organize appointments, and manually control the tracking of a document into just 3 clicks, easily integrating into a company's internal culture.

Fewer processes, less headaches.

 

old process

 

🌮 Taco Bell and electronic signatures for employment contracts

Because the Taco Bell restaurant chain has integrated Signaturit's electronic signature solution, new employees no longer have to make an appointment with a manager and go to their future workplace to sign their employment contract.

“The day-to-day use of electronic signatures for signing employment contracts not only improves the ability of workers to focus on the fundamental tasks of their position, but it also transforms the work experience by promoting speed in the central offices.”  

Jonathan Chamorro, Head of HR Administration at Taco Bell

 

Conclusion

The company requires more productivity and collaboration, but employees also need more speed and flexibility in order to be efficient and competitive. 

For both, a digital tool like the electronic signature promotes positive experiences (ease of use, security, multi-device, speed, etc.) and allows any department to work comprehensively and integrally with the rest of the company.

When the company offers an innovative, smart, and flexible employee experience, employees will be more productive and satisfied.

This post is also available in Spanish.

 

And if you want more information about our electronic signature solution and its benefits for human resources services, you can write to us at info@signaturit.com or call us directly at +34 93-551-14-80.

You can also try our advanced electronic signature solution for free. You will be able to use all our advanced features and see how your recruitment and personnel management processes improve.


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Topics: Electronic Signature, HR

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