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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 office desk, processes are delayed by bureaucratic procedures too complex, you lose hours in a traffic jam because of having to go to sign a certain document, and so on. Below, we tell you how digital signatures can benefit any company, in different areas and levels of your organization.

Nowadays, we are often faced with difficulties that prevent us from doing our work properly or as efficiently as possible. The simple fact of having to go to sign to close a deal can take us too much time going back and forth to the place, time that could be dedicated to other more important matters.

The use of paper in the office also brings with it a number of drawbacks, slowing down and hindering the internal processes of any company. The image of an office desk with a pile of paper on its sides is still commonplace today and is not a positive thing for a company that wants to run smoothly.

The accumulation and abuse of paper leads to problems in the organization, such as loss of important documents or difficulties and delays in finding them. This is why the digital transformation advocates the advent of the paperless office.

The disappearance of paper in the paperless office

The paperless office seeks to reduce dependence on paper, which brings with it a series of advantages to be taken into account by any company that wants to improve its efficiency and competitiveness.

The economic savings produced by going largely paperless are remarkable, since 70% of the waste generated by an office on average consists of this material, and up to 30% of the documents printed are not even collected from the printer. In the United States, annual paper expenditure in offices is 120 million dollars.

The paperless office also has a great organizational effect, since document management in digital format is significantly faster and more agile. When searching for files, if they are correctly stored, much less time is wasted than if the original physical document were to be found, and without the need to leave the office chair.

This is not only applicable inside the office, but outside the office as well, since it may be the case that a business trip or an employee working remotely needs to have access to the documentation to continue with his daily duties.

In addition, as it is a unified system, all employees have access to all documents, and if needed, permissions and different levels of access can be created depending on the importance or confidentiality of the files stored on the company’s server.

In addition to being a practical way of working, it is also a secure 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 storing all important documents in the cloud.

Mobility in and out of the office

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

Digital signature solutions allow you to always carry with you (on your cell phone, laptop or tablet) the necessary documents to close an agreement and do it at the same time, without the need to go to the office or arrange another meeting to place the final signature required.

This is especially useful in specialized trade fairs, where each company comes to sell its products or services and commercial agreements are often reached with new customers. Any negotiation can be closed on the spot thanks to the use of the digital signature and thus no longer delay the start of the collaboration.

Help for the CEO: signature delegation

Not only salespeople can take advantage of the mobility of the digital signature, but also the most responsible positions within a company, such as the CEO. In these cases, signature delegation is used, whereby a representative can sign on their behalf.

The higher up the hierarchy of a company, the more responsibilities the position has, all the way up to the top manager, who is the CEO. He or she has to approve a large number of documents that concern the operation of the entire company, a necessary process, but one that takes up too much time that should be devoted to other more important matters.

Therefore, the delegation of the digital signature allows the CEO or any other position of great responsibility to give the ability to sign documents to someone he trusts to streamline processes that would otherwise take too long and thus relieve him of work and have more time for 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 the daily work of any company.

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

In short, the use of digital signatures provides a number of advantages at different levels within the organization of a company, starting with a simpler, faster, more efficient and secure document management, and even facilitating the tasks of senior managers and lightening their workload by delegating their signature to trusted people.

The implementation of this type of solutions, in essence, provides any company with greater efficiency in the way it works, thus increasing its degree of competitiveness considerably and improving its relative position with respect to competing companies.

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


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