Common Mistakes to Avoid For the Successful Implementation of eSignature Solutions

While talking about electronic signatures, most of us think of the last parcel we signed for using a tacky stylus on a point-of-sale device. People who are technically unaware have limited exposure and knowledge of eSignature solutions. However, with more and more entities in the corporate world embracing technology, it’s time we learn and imbibe the culture of eSignature, which has already proven a boon during the pandemic. 

Electronic signatures are considered at par with traditional wet ink signatures. Therefore, they are legally binding and have an immense use case application. These are a few reasons why this hands-on technology has found acceptance in businesses worldwide. Moreover, they offer high security, eliminating the chances of forgery and data exploitation, expediting the whole process, and securing transactions from end to end. 

With businesses today being conducted differently than before, especially post-COVID, there is a greater need for a flexible method to attest documents, close and seal deals, and fulfill other necessary obligations by being contactless and location-agnostic. However, we must ponder that implementing eSignature solutions is not without its own set of challenges. Many organizations make common mistakes that often hinder the effectiveness of eSign solutions. In this blog, we will explore these common pitfalls and offer guidance on how you can avoid them and ensure a smooth and successful implementation of eSignature solutions!

1. Non-compliance with legal regulations

Failure to acknowledge legal standards while implementing electronic signature solutions is the biggest mistake businesses make. Not every eSign solution goes in sync with the legal requirements to guarantee the legal force of the signature. Specific jurisdictions necessitate certain authentication techniques, including multi-factor authentication or encryption protocols.

Organizations must ensure that integral laws like ESIGN regulation in the US and eIDAS laws in Europe. It is integral to opt for an eSign solution that satisfies these crucial requirements so that your company is well protected from lawsuits. Also, opt for solutions that fulfill industry-specific regulatory frameworks and compliance requirements. It should have features that seamlessly satisfy regional and international compliance standards while guaranteeing legal enforceability and utmost security.

2. Ignoring security protocols

Implementing electronic signature software and ignoring security protocols is one of the major mistakes you can make. There is no denying the fact that eSignatures are convenient; however, they must be safeguarded from tampering, illegal access, and fraud. Some uninformed companies prioritize convenience over security and mindlessly expose their sensitive data and documents. 

See that the eSignature solution provider provides strong encryption features, tamper-evident seals, and safe storage. Any changes made in the signed document will be easily noted. With cyber-crimes evolving constantly, businesses must update their security measures continuously. Failure to do so will likely make it vulnerable to data leaks and cyber hacks.

3. Inadequate integration with existing systems

Failure to choose the right eSignature tool will pose problems in integrating with existing systems in the organizational network. It is integral that your eSign solution seamlessly integrates with existing systems such as customer relationship management (CRM), enterprise resource planning (ERP), and document management software. 

Insufficiency in deploying a premium quality electronic signature tool is likely to cause difficulty working harmoniously with other solutions, ultimately leading to inefficiencies, disjointed user experience, and effort duplication. All this can be the cause of delays in document management, signing, and tracking. Only a sophisticated eSign solution can ensure a smooth well-integrated system throughout the technical ecosystem of an enterprise.

4. Insufficient staff training

Implementing electronic signature software without giving adequate training to the operating staff can turn hostile towards the smooth running of the technological infrastructure. Although eSignature solutions are easy to use, yet some features and functions need proper awareness and training. The lack of such training can lead to employees unintentionally overlooking critical procedures, like identity verification, secure document storage, etc. 

It is also seen that in cases where employees find the new technology overwhelming, they sometimes turn back to the old manual method of signing, which completely negates the objective of implementing eSign technology. Therefore, it is essential that organizations provide continuous training and assistance to employees, making them comfortable with using the solution. Always opt for an eSignature software that gives constant technical support and facilitates easy onboarding of new staff members.

5. Inability to load a document

Most substandard eSign software faces complications while uploading large files. They even show time-out error notifications. In case this happens, you have to ascertain that the issue is not due to a weak internet connection, and if it is not so, then recheck the format and size of the file. Ensure that it is compatible with the features of your online signing software. Moreover, it is suggested that you always keep the file size within the limit of 5 MB. However, it is always a great idea to collaborate with an eSignature provider that offers advanced features so that transferring large documents is never a hassle.

6. Poor UX

Although you and your team are technologically efficient in navigating through an intricate digital labyrinth, you cannot ignore the fact that you would be interacting with external parties who might not be accustomed to the electronic mode of signing. One of the crucial objectives of eSigning is to simplify the cumbersome process of signing. Suppose you opt for a software with a complex user interface and a tedious user experience. In that case, you will likely suffer from reduced productivity and unnecessary delays in operations. 

7. Incompatibility with mobile

Today, we have work deals being done off the office desk. With smartphones around the corner, people read and answer emails, finalise and reject proposals, close transactions, and do much more with just a few clicks on their smartphones. This means that investing in an eSignature solution that is not mobile-friendly can drain your investment and efforts by failing to simplify and streamline attestation workflows. Be wise to refrain from such amateur blunders and choose an electronic signature provider that allows synchronization with multiple digital devices.

8. Getting into the lock-in trap

This has to be a very tricky one! Just in the case of other products, shady vendors in the eSignature industry who are unsure of retaining you as a client in the long run resort to unethical and sneaky ways to trap you. This is not the practice of reputable companies, but there are many notorious dealers who can go to any extent to make money and cheat customers.

The common practice by unethical vendors is that once you implement their services, they make the document verification process app-specific. This implies that you cannot opt to switch your vendor even after your subscription with this particular vendor has expired. You will be barred from verifying your electronically signed documents on another eSign application. Say, for example, you may need to store a document for years, even decades, and in case you want to opt for another electronic signature provider. Thinking worse, your service provider company shuts down business. What will you do? To save yourself from going through such pathetic scenarios, it is better to always opt for the services of a reputed and reliable company that will stand the test of time without pursuing such cheap lock-in tactics. 

9. Failing to educate stakeholders

You cannot ignore educating your stakeholders if you want to harness the full potential of your eSignature solution. After all, it is not as simple as flipping a switch; it is a significant shift in a process that affects everyone, from internal employees to external partners and clients. Failure to provide proper education about the eSign solution may make the stakeholders feel confused, insecure, apprehensive, and even resistant to adopting the change in the system. 

Give way to a comprehensive and proactive communication plan that educates stakeholders about the proper usage and benefits of the electronic signature solution. The core advantages of more convenience, quicker turnaround times, streamlined workflow, and reduced paperwork can be emphasized. Ensure they are provided thorough training and constant support to ease their transition and make them accustomed to the eSignature technology. 

10. Ignorance towards defining clear goals

Having a predetermined roadmap before implementing an electronic signature system is pivotal. Failure to do so will make it difficult to measure your progress and the success of your eSign implementation. If you want to steer away from such aimlessness, then initiate the process by asking yourself questions like:

• What do I want to achieve with the eSignature solution?

• Are we aiming to improve turnaround time?

• Do we want to enhance customer satisfaction?

• Are we looking for reduced paper wastage?

• Are we looking for more streamlined workflows?

Ensure your objectives are specific, measurable, achievable, relevant, and time-bound (SMART). For instance, instead of casually aiming to “improve efficiency”, choose a more well-defined goal like “reducing the time for contract processing by 25% within 2 months of implementation.” Such well-defined objectives act as a compass, directing the implementation and setting a benchmark to measure the success of the eSignature solution. 

11. Underestimating the importance of feedback

Failure to acknowledge the power of feedback after implementing the eSign mechanism can be a barrier to constant improvement. As system effectiveness and user experience evolve continuously, failure to actively solicit feedback can cause businesses to risk stagnation and inability to realize the full potential of the digital solution. 

Both positive and negative feedback provide valuable insights into the practical application of the electronic signature solution, often unearthing potential challenges and areas that can be optimized. Insufficiency in capturing this information may lead to missed opportunities to refine the process and maximize efficiency.

The best solution is to set up a robust feedback loop. Establish multiple channels through which users can share their experiences via online forums, surveys, or direct communication with a designated support team. Review this feedback regularly and identify areas for improvement, making necessary adjustments to enhance user experience. This practice fosters a culture of continuous improvement and commitment to user satisfaction.

12. Neglecting scalability considerations

Given the dynamic nature of businesses, it is essential to consider scalability factors like expansion, growth,  and evolving workflows to ensure a smoothly running eSignature solution. Failure to do so can lead to massive future challenges, forcing companies to undergo disruptive and costly migrations to new systems when their initial choice proves inadequate in accommodating changes related to business growth. The consequences are the evaporation of user limits, insufficient document storage, futile integrations with other applications, etc., creating havoc for the end-users and the IT departments.

Therefore, it is mandatory to prioritize scalability as a key factor while selecting an electronic signature solution. Anticipate future requirements instead of just focusing on current needs. Consider factors like potential user acceleration, prospective document volume, future integrations with outside applications, expansion into new markets, etc. 

Always opt for a solution that provides copious document storage capacity, flexible user licensing, and the capacity to add new features and functionalities as your business expands. Choosing a scalable eSign software means investing in a secure and scalable future for your business and avoiding expensive interruptions resulting from your lack of foresight. 

Bottomline

The successful implementation of eSignature solution involves more than just choosing a service provider. It requires prior planning with foresight to evaluate future needs and how your chosen tool can stand the test of time, proving to be a constant companion for your business. Even the slightest mistake in assessing your company's needs and considering important factors discussed in this blog can be disastrous for your business's fate. It is crucial to stay abreast with the emerging trends and best practices of electronic signatures to reap its benefits and avoid common pitfalls.