Practical guide: What to do with the digital signature in the office

In an increasingly digitized world, there are still many remnants of the traditional way of working, in which you accumulate dozens of papers on the desk, the processes are delayed by too complex bureaucratic procedures; you lose hours in a traffic jam because of have to go to sign a certain document, etc. We will tell you how the digital signature can benefit any company, in different areas and levels of your organization.

At present, we often face difficulties that prevent us from doing our work correctly or in the most efficient way possible. The simple fact of having to go to sign a deal can take too long coming and going to the place, time that could be spent on more important issues.

The use of paper in the office also brings with it a series of drawbacks, which slow down and hinder the internal processes of any company. The image of a desk in an office with a stack of folios on the sides is still normal today and is not a good thing for a company that wants to operate smoothly.

The accumulation and abuse of paper involve problems in the organization, such as loss of important documents or difficulties and delays when it comes to finding them. That is why the digital transformation advocates the arrival of the paperless office.

The elimination of paper in the paperless office

The paperless office is looking for less paper dependence, which entails a series of advantages that must be taken into account by any company that wants to improve its efficiency and competitiveness.

The economic saving that occurs when a large part of the paper is dispensed with is remarkable, since 70% of the waste generated by an office is made of this material and up to 30% of the documents that are printed are not even collected from the printer. In the United States, the annual paper expense in the offices is 120 million dollars.

The paperless office also has a great organizational effect, since the documentary management with the digital format is noticeably more agile and faster. In the search of files, if they are properly saved, much less time is lost than if you have to go to the original physical document and without having to move from the office chair.

This is not only applicable within the office, but outside it as well, since it may be the case that due to a business trip or an employee working remotely, you need to have access to the documentation to continue with your obligations daily

In addition, being a unified system, all workers have access to all documents, and if needed, permits can be created and different access levels depending on the importance or confidentiality of the files stored in the server of the company.

Beyond being a practical way of working, it is also a safe system. Paperless offices are more protected against possible loss of information, such as accidents or data theft, thanks to the possibility of backing up and saving all important documents in the cloud.

Mobility inside and outside the office

Certain employees within a company, such as the commercial department, have a job that is not always done in the office, but have to move to see customers or close deals outside their offices. In these cases, the digital signature becomes an essential tool for the performance of its functions.

Digital signature solutions allow you to always carry over (on your mobile, laptop or tablet) the necessary documents to close an agreement and do it at the same moment, without having to go to the office or arrange another meeting to place the final signature needed.

This is especially useful in specialized fairs, where each company comes to sell their products or services and often reach commercial agreements with new customers. Any negotiation can be closed at the moment thanks to the use of the digital signature and thus not delay more time the beginning of the collaboration.

Help for the CEO: signature delegation

Not only can the commercial take advantage of the mobility of the digital signature, but also the positions of greater responsibility within a company, such as the CEO. In these cases, the signature delegation is used, through which a representative can sign on their behalf.

The more you ascend the hierarchy of a company, the greater the number of responsibilities the position has, until you reach the maximum responsible, who is the executive director. This has to approve large amounts of documents that concern the operation of the entire company, a necessary process, but that takes too much time that should be devoted to other issues of greater importance.

For this reason, the delegation of the digital signature allows the CEO or any other highly responsible position to give the ability to sign documents to someone they trust to streamline processes that otherwise would be too long and thus reduce workload and have more time to other of his many tasks as director of the entire company.

All these uses of the digital signature in the office can be achieved with Viafirma solutions, which provide all the advantages that this tool has in day-to-day work in any company.

In addition, thanks to its universal signature concept, it ensures that it can be used on any device, be it a laptop, a mobile phone or a tablet, and on any operating system, with native apps designed for iOS, Android and Windows.

In short, the use of the digital signature provides a series of advantages at different levels within the organization of a company, starting with a simpler, faster, more efficient and safer document management, facilitating the tasks of high positions and lightening their load of work by delegating your signature to trusted people.

The implementation of this type of solutions, in essence, contributes to any company a greater efficiency in their way of working, with which their degree of competitiveness increases considerably and improves their relative position with respect to the companies of the competition.

Finally, the adoption of a paperless office also has very positive environmental effects, thus achieving significant savings in the use of paper on a day-to-day basis.