The recent years have seen human resources grow as a fundamental part of any organization. The human resource departments have managed to provide a seamless working experience within an organization. They are responsible for sending and receiving authorization on key documents. The Federal Deposit Insurance Corporation has stated that esignatures have been introduced to facilitate foreign and interstate commerce. It gained popularity in the HR document to eliminate all the paperwork that would eventually delay the workflow. For example, important documents such as employment agreements can be now electronically signed without having to sign and print multiple copies of the same document. This eliminates the challenges related to any paperwork, employee handbooks, insurance data, emergency contact numbers, and more.
Before we know about the important features and advantages of esignature solutions for Human Resource department, let's know the different types of electronic signatures. These include:
Biometric signatures, like fingerprint or retina scans.
Digital signatures, that use private keys or certificates.
Signature capture devices, like tablets and signature pads.
Identity verification services that use email validation.
Now Let us look at some of the important features and advantages of esignature solutions for human resource department.
eSignature solutions for human resource department
Human Resource departments are always looking for ways for streamlining operations to improve productivity. Managing all the large amounts of personal information can slow down an employees productivity rate. Switching to esignature solution for Human resource departments has helped in reinforcing a smooth and faster way of communication between the organization and its employees by professionally scanning paper files into a digital database.
Accelerate the employee onboarding and recruiting processes
Delay in getting signatures can derail the most diligent recruitment processes. Any documents like nondisclosure agreements (NDA), annual reviews, training forms, insurance policies, etc can take hours, days or even weeks to process, impeding the speed to hire and snapping up the opportunity to the competitor HR departments. eSignature solutions for Human resource departments eliminates the process of stacking documents and slogging through the print-and-scan routine.
Candidates will like to accept offers from companies that are more progressive and quicker on signing and hiring. eSignature solutions for Human resource departments gives the team the ability to automate administrative tasks, streamline workflow, digitize paperwork as well as revolutionize the way it performs its duties of acquiring talent.
Making a good first impression on the younger generation
Given that Millennials will make up in excess of 50% of the workforce in the immediate future, you should remember they are being brought up in an exceptionally innovative age. These millennials have become used to life where everything is being carefully smoothed out. They tackle issues and conquer virtual worlds with a button click. For an HR professional, it becomes important to feature your company at its technological best. By sending them offers they can sign document electronically, you'll establish a good first impression with tech- savvy applicants. This can increase the chances of getting references for your company.
Track the status of your document in real time
Waiting for any document to be signed could get tedious- and normally at the most critical occasions. It's difficult to tell if the signers have received the documents, if they signed in all places indicated, or which of the contracts has been overlooked and now lay covered on someone’s desk in a remote office. However, this issue has now been resolved. With an esignature solution, you can monitor the status of your documents in real time. The application will send you significant notices on any progressions made to the record, just as data on its status, regardless of whether the document is being sent, waiting for a signature, or completed. One can spend more time working and less time tracking down signatures, with unnecessary guesswork and unneeded follow-ups.
Work from anywhere in the world
Another great benefit of adopting esignature solutions for Human Resource is that managers are able to contact employees from any part of the world and sign necessary documents immediately, even in a hurry, without the requirement for printers, faxes or scanners. Since HR managers have frequent business trips and various professional conferences, they can smoothly continue to work from anywhere in the world. The offline mode is one of the best features of esignature solution. HR managers can work in places even with sporadic or no internet connection which makes a seamless work experience.
Authenticating employee identity
Another aspect of eSignatures solution for the Human Resource departments is that it can be a a hotshot saver for Human Resources offices is personal authentication. Electronic signature meets the authentication requirements identified with consistency since all digitally signed documents are consequently transferred into the HR information base; decreasing the expenses of printing, paper, and messenger. Employees can sign HR papers and structures from anyplace, on any gadget, whenever without thinking about omitted initials, incomplete forms, and signing in the wrong spot.
Become a tech-savvy organization
In current times the millennia of current Gen-Y have taken over the technology space. Hence it becomes important to have a digitized process while hiring such technology-oriented people for leaving a good impression behind. When you use esignatures solution for the contracts of your employment, it will give a good impression of your company. This can put your company on a digital front and shoot up your sales.
Be more environment conscious company
Apart from shifting to a tech friendly image, you can also become more environment-friendly as well by adapting esignatures for your contracts. Shifting to a esignature solution reduces use of papers that were earlier used for offer letters, employment contracts, etc. saving trees by forging the use of paper for these processes. This can play a crucial role in having a positive impact on the new hires of the company as well as its customers.
Save money by cutting the unnecessary costs
Besides the fact that e-signature solutions relieve HR groups from the old print-and-output routine and smooth out its work process, this technology also provides tangible economic savings. Relatively speaking, no matter how much the costs for paper, stamps or toner are less, they can still add up to a shooting budget. These expenses are sliced by advanced documentation. Moreover, e-signature software can altogether decrease all shipping charges, different authoritative expenses, and office space rent. eSignature solutions for Human Resource departments help in productively minimize the cost of unnecessary resources without affecting the workflow.
Save time by eliminating physical meetings
Traditional paper agreement requires both the parties to be physically present for signing a contract. This is time-consuming as both parties take back and forth calls and coordination. This can take several hours or days and cause delay in responses to the hired candidates. With esignature solution you can well create a contract in minutes, share, authenticate and sign within a snap of a finger. Esignature solutions thus help eliminate the need for physical presence for both the parties.
Simplify document management to save time
Apart from reducing unnecessary costs, esignature solutions for human resource departments can significantly reduce time by simply signing any documents like NDA agreements, labor contracts and other related documents from anywhere across the world. With the candidates signing these forms and submitting in lesser time, can lead to the HR department having all the digitally signed documents in lesser time anticipated for processing and archiving all the documentation for the hiring processes. eSignature can also help to centralize contract management, by having the complete history of signed documents that can be accessed with ease. Esignatures solved the problem of physically storing and searching all the documents to storing and archiving the documents in cloud storage.
Accuracy and Compliance
When the HR department prepares new hiring forms, they are likely to make some mistakes that can later affect the productivity of an employee in an organisation. Digitally signed documents are pre-drafted templates that are prepared by the legal experts which makes signing legal documents accurate. HR department’s stay compliant with fundamental laws, reviews and processes. Electronic signatures ensure these disparities are decreased, particularly while preparing employee tax forms.
Allows to attach documents in the same sending process
After confirming the final candidate, the esignature often is accompanied by other documents like the photocopy of an ID, or a bank statement or any other personal document of the new employee. Document eSign’s advanced authentication system asks for the other documents at the same time it requests the signature, making it easier to collect all documents.
Throughout employees’ working life and at the end of it
As far as employment is concerned, one has to sign on a lot of documents throughout the whole tenurity, such as payroll, contract extensions, maternity leave, pay rise setc. Esignatures helps one to automate all the signature processes and check them. Less interrupted documents cause the work flows of those who need to chase a signature.
Complete Documentation Process Digitally
Esignatures makes contracting easier for both hiring managers as well as the employees. The know-your-customer form is trending in recent times for your document uploading and sharing. Forms like mark-sheets, previous employment records, ID proof, etc can be directly shared and saved digitally in a single platform.
Other benefits of esignature solutions for Human Resource departments.
Versatile for signing any document
There are quite a lot of documents that the company and a candidate has to fill and send to each respective party. The integrated and versatile esignature solutions let the management systems duly manage and record under a single unified system.
Electronically Sign Legal Documents
Sign documents online that are legally binding and each involved party needs to accept it. With the appropriate show of consent you sign a contract.
New recruits and existing employees can read and digitally sign the document from the employee handbook to ensure that they have read it.
Authorization forms for Payroll and Direct Deposits
Esignature solution for the Human Resource departments aims to update the employee details for payment to their respective bank accounts just to ensure that every employee receives their salary on time on their first pay-out.
Enrolling for Pensions
Esignature solutions ensure that the employees are enrolled for pension under the government norms in order to streamline administration and ensure better compliance for the pension system.
Electronic Signature framework in recruitment monitors all your resources while maintaining up each data needed to guarantee better performance and appraisals with time and results.
Offer Letters, Contracts and Bonds
Using the eSignatures in the HR industry has decreased the process of printing, signing, scanning, mailing, etc., and simplified things for everybody to ensure compliances and apply without a hassle.
These are some of the benefits of switching to a digitized way of contracting any business organization and its HR department. Document eSign can offer you legal document templates crafted by our skilled developers for all your legal requirements. Switch to an online esignature solution and create your Human Resource work more effectively and efficiently.