8 reasons why you need digital acknowledgement
The general process of informing staff members about team communications, policies, or compliance information will usually involve large amounts of paper. As well as time consuming tasks such as collecting signatures and chasing people to ensure everyone has received, understood and signed against the information…
For any business that has different departments or is spread across multiple locations, have staff in the field, or even work with a lot of third-party subcontractors, this can be a huge time drain!
Imagine having to rely on emails, which don’t effectively tell you when someone has read your internal communications, or even worse imagine having to physically collect signatures on a hard copy sign-off sheet. This provides very little in ways of an audit trail or measurability.
Our digital acknowledgement solution
A digital acknowledgement solution allows you to dispatch information incredibly quickly to all the right people and places.
You can monitor your communications, the efficiency of the system and even check time frames for recipients to acknowledge your most important messages, notifications, documents, policies and updates.
There are huge benefits in using a digital acknowledgement solution like read&sign to send your important notices. Here are just a few…
1 Digital acknowledgement is secure and confidential
Every business dispatches confidential, key information which needs to be signed and sent back by recipients in order to prove compliance and make sure the recipients are aware of details they need to know in their line of work.
Imagine a situation where a physical sign-off sheet goes missing… read and sign software will totally remove this issue!
In terms of physical document storage, it becomes a thing of the past. Regardless of what you need to gain acknowledgement for, using a digital solution means any sensitive documentation or policy updates are encrypted, protected from any nasties out there.
Employees can access their HR corporate communications anywhere, on any device by logging into their profile within a web browser. In terms of infrastructure security, our system is fully safe and sound, held on servers with outstanding security.
2 Gain instant insights and data rich reports
Each user in a digital document acknowledgement system has a full audit trail, which instantly shows what they have received, read and signed off with an acknowledgement declaration.
Admin users and authors can see this information. From the raw data, reports can be created to show which notices have been read and who needs to be sent a reminder, ensuring everyone sees important information.
Reporting can be automated based on individual and bespoke requirements, providing the information you need, whenever you need it; from an internal point of view, or from a regulatory point of view.
3 A digital audit trail to protect your business
What would happen if your business can’t prove people are acknowledging what they need to? How might regulators and governing bodies react to an inferior acknowledgement process? Can you provide an effective audit trail with your current notice/document acknowledgement processes?
You can develop a true digital communication environment with read&sign, which is completely GDPR compliant. As well as GDPR compliance you can guarantee documents, procedures and workplace safety and health risks can be communicated straight away to everyone that needs to know.
A digital audit trail is a major advantage of adopting digital acknowledgement processes in your business. Knowing exactly who has acknowledged any document and precisely when, is a key benefit. This level of detail will protect any company from a compliance point of view and from a regulatory, legal point of view.
4 Improve time management
Automatically have reminders sent out to any recipients who haven’t yet acknowledged any notice. Remove the need to manually chase staff to sign pieces of paper, wherever they may be based. A digital acknowledgement will allow you to do all of the above, with little to no time spent on managing the transformed processes.
A cold hard fact relevant for every organisation; there is always a need for greater efficiency and to complete tasks to a high standard, but quickly. Digital acknowledgement solutions reduce paper and manual interaction, meaning you can send and start gaining employee acknowledgement instantly. Through automation, a digital solution will also reduce human errors, to prevent factors slowing down operational processes.
5 Simplify the acknowledgement process
By rolling out a digital HR acknowledgement solution into your organisation you are immediately streamlining a variety of processes. Yes, this will definitely save a lot of time, but will it be simple enough for employees to start using?
By carefully aligning a read&sign to how your organisation is used to operating, we are able to configure a digital solution that doesn’t confuse your authors, dispatchers or recipients. This enables a digital acknowledgement tool to simplify the process for everyone that stakeholders in your company will be happy with.
read&sign enables any business to streamline their operations whilst improving the simplicity of these processes in a digital fashion. It couldn’t be easier to send communications out, and it couldn’t be easier for recipients to acknowledge them.
6 Integrate with other solutions
One big benefit to our digital acknowledgement solution and our approach to treating each project as a unique set of specific requirements, is the ability willingness to explore third party integrations.
In most cases, we are able to integrate with other systems to further automate the digital processes it provides. If you have systems in place already which compliance communications are associated with, they don’t need to exist as separate entities and we can further simplify your operational procedures.
7 Everyone loves convenience
Within an organisation every software user is essentially a stakeholder. It’s in our best interest to provide a solution dedicated to ease-of-use. Simplicity and versatility in a digital solution equals convenience. Meaning they can easily use it wherever they are, on the go and on any device. These users engage with the solution and its use is encouraged.
Convenience like this inevitably improves interaction, meaning a digital acknowledgement solution will increase the ease of which you obtain document and notice sign off from recipients. It improves your acknowledgement rates.
8 Initiate the digital transformation take-off
Getting people on board with digital transformation can be a difficult task. The best way to get the organisation aligned with your vision, is through demonstrating how easy it is to succeed with digital solutions.
Depending on your requirements a read&sign solution can be rolled out within a few short weeks, meeting the requirements it needs to for your business operations. This makes it a good entry level solution to initiate wider digital transformation, or alternatively will support your wider, ongoing digital vision. The benefits of a digital acknowledgement system will be immediate so you can quickly encourage further evolution.
In summary…
The traditional, paper-based acknowledgement process and manually chasing people for their signature no longer suits the modern way of business operations.
Adopting a digital approach to capturing acknowledgement is surprisingly simple. With a bit of planning and configuration there are many easily accessible benefits associated with digitising your acknowledgement process. Making the move over to digital acknowledgement is a great gateway into further digital transformation.
Find out more if you’re interested in making the digital switch for your document, policy and notice acknowledgement processes…
Alternatively, get in touch today to discuss the perfect acknowledgement capture system.
