Perhaps you are fed up with paperwork and are starting to think about introducing more modern solutions to your company. Perhaps someone has told you about an interesting electronic workflow system and you would like to learn a little more about it.

You may have equal reasons for wanting to learn as much as possible about the pros and cons of introducing an electronic workflow into your company. We’d be happy to help you with that! Today we have for you the top 5 advantages of electronic workflow most often cited by people who have gone paperless in favor of e-documents.

1. Saving time and money

We should work to live, not live to work. The right balance of time between personal and professional life is difficult, especially for those who run their own businesses. That’s why, whenever possible, it’s worth making improvements to your business, allowing you to save time that you can later devote to your family or to pursuing your passions. A good system for electronic document workflow can realistically save many hours, which in document-processing companies are traditionally wasted on:

• printing,
• scanning,
• handling the email inbox,
• introducing new employees to company procedures.

If these activities in your company are performed by employees, you save not only time, but also money – after all, you have to pay for every hour spent over the printer. And after all, a qualified employee could do many more interesting and profitable things for the company in that time.

2. Work more efficiently on the basis of established procedures

Employees who perform their duties according to set procedures are more efficient and work more effectively. Of course, we are not talking about artificially generated procedures that are art for art’s sake and no one knows what they really serve.

We are talking about necessary procedures that lead to a specific action, such as finalizing a contract. If these processes are defined in advance, everything runs more smoothly and quickly. The employee doesn’t have to ask colleagues or dig through mountains of documentation, but is guided “by the hand” by the system.

This is exactly how the Hatiroo™ electronic document workflow system works. It makes it possible to organize all company processes and create defined procedures out of them – so clear and transparent that they can be easily used also by a new employee who is just being introduced to his duties.

3. Constant and quick access to organized documents

Looking for a lost contract among hundreds of documents that look the same is a nightmare. Electronic storage of all documentation solves this problem. Document archiving within an electronic circulation system is done online, and any document, even a contract from several years ago, can be accessed with a few clicks.

Think about it – a few clicks with a mug of hot coffee in hand or painstakingly flipping through dusty binders interspersed with compulsive sneezing. The choice is probably easy, right?

4. Data security

An electronic workflow system gives you peace of mind that all your company’s documents are safe – including those used by employees performing their duties remotely. After all, it’s hard to reign in how an employee stores documents taken from the company at home and whether they meet the conditions set by RODO.

Control over electronically stored documents is much easier. Electronically signed documents are also more secure than paper documents – each of them is encrypted using RSA algorithms (see the article Electronic Signature in Practice for more details).

5. Finalize contracts more efficiently

Using an electronic workflow system, especially one that is integrated with an electronic signature platform (that is, as in the case of Hatiroo™ + DocuSign®), realistically leads to more efficient and faster finalization of contracts. And as you know, faster contract finalization means faster profits for your business.

The Hatiroo system integrated with Microsoft 365 allows you to efficiently prepare the content of the contract and guide it through the review and approval process. Remember, the faster you can generate the necessary document after a meeting with a contractor, the:

the client will remember the details from the meeting better,
if the meeting was held in a pleasant atmosphere, the counterparty will be positive about the planned transaction,
thus, he or she will be more inclined to sign the contract and finalize the process.

Once you have prepared such a contract, thanks to the DocuSign® e-signature platform, you can send your counterparty a document to sign electronically. You don’t have to worry about sending the contract by courier, and the contractor signs electronically completely free of charge. He doesn’t have to set up an account or pay for the service – only the party preparing and sending the documents pays the fees.

Above we have cited only the 5 most significant advantages of electronic document circulation. In fact, you can talk about them for even longer. If you’d like to hear more about the Hatiroo™ system and its capabilities, schedule a no-obligation, free presentation. We’ll be happy to talk about whether electronic document workflow will work for your company.