We have all been there… waiting for one document to be signed while everything else is put on hold. We sent the papers, but had to follow up a few times before they arrived.
But what if you could eliminate the constant need to chase signatures?
Say goodbye to manual tracking with eSignWS and its robust Automated Reminders feature! In this article, we will discuss how this feature increases the efficiency of the approval process and ensures that nothing goes unnoticed.
The Pain of Manual Follow-Ups
Chasing signatures can become a burden, especially when dealing with multiple documents and recipients. For example, an HR manager might be waiting on employee contracts, while a sales executive might be awaiting client approvals.
Manual follow-ups are not only time-consuming but also subject to human error. You could miss a follow-up or, even worse, forget an important document, causing project delays and costing opportunities!
The Solution: Automated Reminders with eSignWS
At eSignWS, we’ve tackled this challenge with Automated Reminders. This feature ensures that once you’ve sent a document for signing or approval, our system will handle the follow-ups on your behalf. No more endless email chains or missed deadlines—everything is tracked, scheduled, and automated.
How Automated Reminders Work
Here’s how eSignWS automated reminders streamline the approval process:
- Send the Document: Upload your content and select your recipients before you activate reminders.
- Set Reminder Frequency: Adjust how often you want recipients to be reminded—choose daily, weekly, or specific-day reminders.
- Automated Notifications: If the recipient still needs to sign or fill it out by then, we will notify them with a friendly alert.
- Track Progress in Real Time: You can track your document in real-time and see where it stands. The dashboard provides accurate status updates, such as signed, awaiting signature, or pending.
The Benefits of Automated Reminders
Here’s why automated reminders are a game-changer for any approval process. By eliminating the need for manual follow-ups, this feature transforms how teams manage documents:
- Reduce Manual Follow-Ups: Forget about manually tracking who has or hasn’t signed. Automated reminders free up time by taking over the repetitive task of sending follow-up emails, allowing you to focus on more important work.
- Speed Up the Approval Process: Delays often happen because recipients forget to sign or aren’t aware that their approval is needed. Automated reminders keep your documents top-of-mind for recipients, reducing approval times and ensuring critical projects aren’t held up.
- Improve Accountability: Recipients are far more likely to act when consistently reminded of outstanding tasks. Automated reminders increase accountability, ensuring that signatures are received on time and deadlines are met.
- Better Time Management: With everything automated, you no longer have to dedicate chunks of your day to checking in on pending documents. Your time is better spent on strategic, value-adding tasks while eSignWS ensures that approvals progress smoothly.
Real-World Applications of Automated Reminders
Automated reminders can be applied across various industries and departments, from HR and legal to sales and procurement. Let’s explore how this feature helps professionals in real-world scenarios:
- HR Onboarding: HR professionals are responsible for getting signatures on employee contracts, benefits forms, and NDAs. When onboarding dozens of new hires, managing reminders manually can be overwhelming. With automated reminders, the HR team can ensure all documents are signed promptly without constantly checking in.
- Sales Contracts: Sales teams often wait for clients to approve contracts. Any delay in approvals could mean a lost deal. Automated reminders gently nudge clients to review and sign contracts, helping sales teams close deals faster and avoid missed opportunities.
- Legal Compliance: Legal departments often need signatures on sensitive contracts or agreements with tight deadlines. Automated reminders ensure these documents are signed on time, helping businesses avoid legal risks or penalties.
- Vendor Agreements: Procurement teams frequently manage vendor contracts and approvals. Waiting for signatures can slow down the supply chain. Automated reminders help procurement teams secure vendor agreements quickly and efficiently.
The Psychological Impact of Automated Reminders on Work Culture
While the technical benefits of automated reminders are clear, their subtle influence on workplace dynamics and psychology is often overlooked. Let’s take a look into it:
- Reduces Cognitive Load: Automating routine tasks frees employees from decision fatigue, allowing them to focus on creative and strategic work, boosting overall productivity.
- Encourages Accountability Without Micromanagement: Automated reminders hold recipients accountable without managers needing to micromanage, fostering independence and reducing friction between teams.
- Lowers Anxiety: By not missing any tasks, automated reminders provide peace of mind to your employees so they can carry out their work duties without feeling negative pressure.
- Promotes Fairness: Automation levels the playing field, distributing follow-up responsibilities evenly across teams, leading to a more balanced and coordinated environment.
Customizing Your Reminder Experience
eSignWS understands that one size doesn’t fit all. So, we designed a platform that gives you complete control over the reminder experience:
- Flexible Scheduling: Set up reminders to go out at intervals that make sense for your workflow, whether that’s every day or once a week.
- Personalized Messages: You can also send out a reminder email notice with the details related to the priority or pending task of that project.
- Recipient-Specific Reminders: If you need to remind different recipients on different schedules (e.g., some need more frequent reminders than others), eSignWS has the flexibility to accommodate.
Keeping Everyone in the Loop
Not only do automated reminders take the hassle out of follow-ups, but they also let you track document progress in real-time. With live notifications, you can see who has opened, viewed, or signed the document at any moment. Plus, each action is logged in an audit trail, providing transparency and compliance documentation for legal purposes.
Automated reminders are more than just a convenience—they represent a fundamental shift in how businesses manage document approvals. By automating the follow-up process, you can eliminate bottlenecks, hit deadlines, and focus on more strategic work.
Ready to Experience the Power of Automated Reminders?
eSignWS is committed to helping businesses streamline workflows with innovative features like automated reminders. Whether you’re handling HR forms, sales contracts, or legal documents, our platform empowers you to easily manage high volumes of approvals.
Start using eSignWS today and discover how automated reminders can transform your approval process. Say goodbye to manual follow-ups and hello to streamlined efficiency!