In the business world, it is essential to be able to operate efficiently and generate positive results. This means having a process that enables the productive flow of work from start to finish. To achieve this, many companies are turning to digital workflow.
In short, a digital workflow is a system that enables the exchange of company information and tasks through technology.
By adopting process digitization, companies can improve communication and collaboration, leading to greater operational efficiency.
Using a digital workflow, companies can take advantage of advances in technology, such as the adoption of electronic signatures to authenticate and ensure the reliability of digital documents. This helps ensure accuracy and accountability throughout the process.
What are the benefits of a digital workflow?
Companies use digital workflows to coordinate operational activities and synchronize information across systems. The goal is to improve efficiency, responsiveness, and profitability as organizations redefine the future of work within an autonomous enterprise.
If done correctly, implementing digital workflow can provide companies with benefits for employees and customers, including:
- Higher productivity: employees can focus on value-added tasks instead of administrative tasks.
- Reduced operating costs: less time and material spent on printing, storing, and sending documents.
- Better communication and collaboration: teams can easily share files and information, making it easier to work together.
- Lower risk of errors: Digital documents are easy to track and archive, which reduces the loss of important information.
- Greater flexibility: employees can work from any place, time, or device.
What challenges might companies face when implementing a digital workflow?
One of the main challenges of migrating to a digital workflow is the potential for technical problems. If there is any kind of failure in the system, it can directly affect the team’s productivity.
Therefore, it is a priority for companies to make sure that they are using a reliable and well-tested system before implementing any kind of change.
In addition, employees may face a certain degree of resistance when switching to a new system, creating barriers to adapting to a digital workflow.
Another challenge is to properly train staff to use the new workflow. If employees are not familiar with the new tools and technologies, this can cause delays in the process and increase the level of errors.
It is vital to the success of a digital workflow that companies provide clear and detailed instructions on the new process. Training ensures that all employees are aware of the changes.
How to set up an efficient digital workflow?
Successful adoption of digital workflows requires careful planning, implementation, and maintenance. Digital workflow automation can be as simple or as complex as we imagine.
We have separated the main steps to implement an efficient digital workflow.
1. Perform an audit of the current workflow
This helps to evaluate operational activities and identify problematic points. As well as identifying opportunities for workflow automation. It is critical to monitor the time spent on each task to determine where the major bottlenecks are that need to be addressed with the implementation of digital workflow.
2. Prioritize the processes
Workflow auditing helps prioritize the business processes that benefit most from the digital transition. Before starting automation, evaluate the impact that the processes will have on employee experience, customers, and operational results.
Eliminating redundancies is one of the important points in the process prioritization process. Automating repetitive or time-consuming activities can bring great gains in productivity.
The survey of the main areas of opportunity makes it possible to identify the main bottlenecks in the business, directing efforts to the areas that will bring the greatest benefits to the business.
3. Break down resistance by training the workforce
The transition to digitalization involves changes in processes, organizational culture, and working relationships. Despite all the benefits that automation brings, these changes can generate resistance from the workforce.
Therefore, it is fundamental for the success of a digital workflow to prepare employees for the changes, with training and campaigns that show the benefits that digitalization can bring to their daily lives.
Involve employees in the project by asking for feedback and opinions about the changes that will be implemented. This will help identify problems and solutions early on, and increase adherence to new practices.
4. Implement the digital workflow in phases
The implementation of digital workflow should be done in phases, so that the changes are absorbed gradually and do not negatively impact the work routine.
Start with the simplest processes, and gradually improve the tools and automate the most complex processes. In this way, it is possible to adapt the organizational culture to the new work model, ensuring the success of the initiative.
Have a contingency plan for the processes that are not automated, ensuring business continuity in case there are problems implementing the digital flow.
5. Use digital signature to optimize digital workflow
Digital signing is an indispensable tool for implementing an efficient digital workflow. It allows documents to be signed and validated electronically, without the need for physical printing, signing, and sending.
In practice, digital signatures help speed up decision making, since the people involved in the process can sign documents remotely at any time.
By enabling the electronic signature of documents from any internet-connected device, digital signatures speed up the approval of documents, reducing the time for tasks to be completed.
Besides being a secure and reliable solution, the digital signature also enables the tracking of documents, ensuring more transparency and control over the digital workflow.
e-valSign is more than an electronic signature, it is a digital experience
If you are looking for a fast, easy and secure way to sign documents and adopt an efficient digital workflow, e-valSign is the perfect solution for you. The e-valSign solution is more than just an electronic signature – it is a digital experience that makes signing documents simple and fast.
Offered by E-VAL Technology, to optimize the process of electronically signing or collecting signatures from customers in different industries and company sizes, the e-valSign solution is a complete solution for document approval workflows, advanced digital signatures, and document status tracking.
It allows you to electronically sign documents, anywhere and anytime, in a practical, secure, and dynamic way. Designed to quickly optimize the way companies deliver, review, approve, and sign their business documents. And since e-valSign is a digital signature, you can be sure that your documents are safe and secure.
e-valSign provides a fast and easy digital signature platform for sending, viewing, signing, and returning your electronic documents.
e-valSign is the perfect solution for companies of all sizes
Whether you are a small business or a large corporation, e-valSign can help you save time and money. In practice, there is no need to print out documents or make copies for each person.
And since e-valSign is a digital signature, you can be sure that your documents are safe and secure.
In practice, the e-valSign solution presents as practical benefits the management of large numbers of contracts and other documents:
1. improves document organization
By using the e-valSign solution, you can organize your documents simply and quickly. You and your company have access to all your documents in one place – just log in to your account and you can access all your signed documents.
e-valSign also offers the option of sharing signed documents with others, which makes document management even easier and faster.
2. Increases security in information exchange
With e-valSign, you can be sure that your information is secure. This is because all documents are encrypted and stored on secure servers.
The solution offers the option of user authentication, which makes sharing documents even more secure and legally valid.
3. Optimizes processes
By using the e-valSign solution, you can optimize your internal processes, and you can sign documents anywhere in the world, at any time – all you need is an Internet-enabled device.
You can create PDF documents and send them for signature with just a few clicks. This means that you no longer have to worry about sending paper documents for signature.
4. It is even more sustainable
By using the e-valSign solution, you also contribute to a better world. This is because e-valSign is a sustainable solution, which does not use paper or other materials to function.
In addition, the solution is fully digital, which means no energy is wasted on printing and other paper-related activities.
5. Facilitates process management
By using e-valSign, you also make it easier to manage your processes. With the solution you can monitor all signed documents in one place – just log in to your account to track the status of each document.
In addition, you can set up alerts so that you are notified as soon as a document is signed. This means that you don’t have to monitor processes manually.
6. It is a legally valid solution
By using the e-valSign solution, you can also be sure that your signature is legally valid. This is because e-valSign is ICP-Brasil certified, which means that its signature has the same legal validity as a conventional signature.
In practice, all documents are encrypted and stored on secure servers. This means that your subscription is protected against fraud and invasions of privacy.
For all these reasons, it is clear that e-valSign is the ideal solution for companies of all sizes. With the solution, you can save time and money, and contribute to a better world. Try e-valSign right now and see how your company can benefit!
If you are looking for a fast, easy and secure way to sign documents, e-valSign is the perfect solution for you.
E-VAL Technology is an information security company specialized in digital signature, authentication and data protection that has consolidated itself in the technology market, following the evolution of software development for information security in Brazil.
There are more than 24 million documents digitally signed, 25 million transactions performed, more than 200 projects developed for various institutions, and more than 50 clients in the system using our solutions.
In addition to E-VAL’s technical guarantee, which includes a team of experts with a long history of success and pioneering spirit in technology and information security, we want to offer a free subscription to the e-valSign solution for you to test and prove that it is possible to transform the way you prepare, sign, and manage contracts and other documents in your company.
About E-VAL Technology
A E-VAL Technology has been operating for over 17 years offering information security solutions to the market, pioneering initiatives in the use of digital certification in Brazil, such as SPB, COMPEAuthentication, Digital Signature of Contracts, Key Management and Data Protection e cryptographic key storage for the segments of financial institutions, education e industry.