How to set up a paperless onboarding process

In a world where efficiency, sustainability, and innovation are more than mere buzzwords, the way businesses onboard new employees is undergoing a remarkable transformation. Gone are the days of cumbersome paperwork, long waiting times, and tedious manual processes.

Welcome to the era of paperless onboarding, where digital technology streamlines the hiring and integration of new team members, creating a more welcoming and efficient experience.

What is paperless onboarding?

Paperless onboarding is a modern approach to integrating new employees into an organization without relying on physical paperwork.

It leverages digital technology to streamline and enhance the onboarding experience, providing a more efficient and environmentally friendly way to welcome new team members, while prioritizing human connection over routine admin, saving time and resources.

Benefits of paperless onboarding

The shift towards paperless onboarding isn't merely a trend; it's a reflection of a broader movement towards smarter, more human-centered ways of working.

The benefits are multifaceted, touching not only the operational aspects of a business but also the human experience and even the environment. Here's a look at some of the key benefits:

1. Efficiency and speed

With digital tools and platforms, the entire onboarding process becomes more streamlined. Information can be collected, processed, and shared in real-time, dramatically reducing the time it takes to complete the onboarding process. This allows new hires to dive into their roles more quickly and eliminates delays caused by manual handling of documents.

2. Enhanced employee experience

Paperless onboarding prioritizes human connection over routine admin. Interactive digital platforms enable a more personalized and engaging onboarding experience, helping new hires feel welcome and connected from day one. By focusing on people rather than paperwork, organizations can foster a more positive and inclusive culture.

3. Cost savings

The elimination of physical paperwork leads to significant cost savings. Expenses related to printing, shipping, storage, and handling of paper documents are drastically reduced. Plus, digital files are easier to manage, leading to further efficiencies in time and resources.

4. Environmental responsibility

Choosing a paperless approach is a conscious step towards sustainability. By reducing the need for paper, ink, and related resources, organizations can minimize their environmental footprint. It's a tangible way to demonstrate corporate social responsibility and align with global sustainability goals.

5. Security and compliance

Digital onboarding tools often come with robust security features, ensuring that sensitive personal information is handled with care. Compliance with legal requirements is also more straightforward with digital tools like Papersign, making it easier to adhere to relevant regulations and standards.

6. Flexibility and accessibility

Paperless onboarding allows for greater flexibility, accommodating remote workers and diverse team structures. Information can be accessed from anywhere, at any time, enabling a more adaptable and responsive approach to welcoming new team members.

7. Alignment with work-life balance

By simplifying the administrative aspects of onboarding, paperless processes enable new hires to focus on what truly matters: integrating into their new role and connecting with colleagues.

Paperless onboarding is more than a tech-savvy choice; it's a strategic decision that brings tangible benefits to both organizations and employees. Embracing this approach is an investment in a more connected, efficient, and responsible future.

Tips for adopting paperless onboarding

Transitioning to a paperless onboarding process is a significant change that requires careful planning and execution. Here are some practical tips to help you adopt this innovative approach successfully:

1. Assess your current process

Before diving into paperless onboarding, take the time to review your existing process. Identify areas that can be digitized, understand the current pain points, and set clear objectives.

For example, if paper documents are slowing down the process, consider how Papersign's eSignature functionality can streamline it by automating much of your contract and onboarding document workflows.

2. Choose the right tools

Selecting the appropriate digital tools is crucial for a successful transition. Look for platforms and solutions  that offer functionalities you need, including electronic signatures, digital forms, and integration with other systems. Tools like Papersign can simplify contract signing, making it faster and more convenient for both the organization and the new hires.

(Source: Papersign)

With Papersign, it's as simple as adding a signature field to your document template, and clicking send. Your new hire will then receive the document straight to their inbox. Once signed, it'll be send right back to you without lifting a finger!

3. Train your team

Ensure that your team are well-trained on the new paperless system. Offer hands-on workshops or tutorials on utilizing the platform to its fullest, and provide continuous support. Building confidence in using new tools can lead to a more effective onboarding experience.

4. Focus on security and compliance

Digital onboarding requires careful attention to security and compliance. With Papersign, you can adhere to relevant laws and regulations, as it offers robust measures to protect sensitive information. Regularly review security protocols and work with legal teams to ensure full compliance with local and international standards.

5. Create engaging digital content

Paperless onboarding is an opportunity to reimagine the new hire experience. Create engaging digital content like interactive videos, guides, or virtual tours of the office.

6. Monitor and gather feedback

Once implemented, continually monitor the paperless onboarding process and gather feedback. Utilize tools like surveys to collect insights from new hires, and regularly assess the effectiveness of tools you adopt. Make necessary adjustments to enhance the system and ensure that it remains aligned with the needs of your organization and employees.

7. Consider remote and global needs

Paperless onboarding offers flexibility for remote and global hires. You can design the process to be accessible and inclusive from anywhere, accommodate different time zones, languages, and cultural considerations. For example, creating hosting virtual orientation sessions can make a new hire feel connected, regardless of their location.

8. Emphasize human connection

While transitioning to digital, don't lose sight of the importance of human connection. Incorporate virtual meet-and-greets, mentorship programs, and other strategies.

Tools like Papersign can simplify administrative tasks, allowing more time for personal interactions. By making new hires feel personally welcomed and integrated, you cultivate a supportive and inclusive culture.

The role of Papersign in paperless onboarding

Paperless onboarding demands flexibility, security, and efficiency. And guess what? This is where Papersign, the new eSignature solution by Papeform, shines.

"Papersign is way cheaper than DocuSign," says Sara Loretta, owner of SYSTMS, a creative digital operations company. "But you can do so many extra things."

"It's super seamless. I think I was maybe playing with it for 20 minutes and I had it all set up, ready to go."

Read our case study to learn how Sara took her contract management from functional to exceptional, offering a more secure, compliant solution within the Paperform ecosystem.

Here are some examples illustrating the various ways Papersign can be employed in your paperless onboarding process:

• Contract signing: New hires can electronically sign employment contracts through Papersign, eliminating the need for physical documents.
• Policy acknowledgment: Using Papersign, new team members can review and acknowledge company policies, ensuring compliance and understanding.
• Employee handbook acknowledgment: Using Papersign, new hires can electronically acknowledge that they have read and understood the company's employee handbook.
• A non-disclosure agreement (NDA) signing: Papersign enables new employees to sign NDAs digitally, ensuring confidentiality agreements are securely recorded.
• Emergency contact information collection: New team members can provide their emergency contact information through Papersign, allowing for easy digital storage and access.
• Benefits enrollment: Employees can select and enroll in healthcare, retirement, or other benefit plans electronically using Papersign's seamless interface.
• Performance agreement confirmation: Papersign allows new hires to review and confirm performance expectations and goals as part of their onboarding process.
• Onboarding schedule coordination: Through integration with scheduling tools, Papersign can facilitate the coordination of orientation sessions and training workshops.
• Immigration document verification: For international hires, Papersign can manage and verify necessary immigration documents, keeping them securely stored and accessible.
• Background check consent: Papersign can be used to obtain digital consent for background checks, maintaining a clear and compliant record of authorization.
• Compliance training certification: Completion certificates for mandatory compliance training can be digitally signed and stored within Papersign.

Feel overwhelmed by the thought of creating all these different documents? With eSignature tools, you can easily create templates that you can reuse and edit over time—from a release of liability template to a freelance recruiter contract template.

Go paperless and automate your document processes with easy and convenient electronic signatures. Get started with Papersign free.

Time to go paperless

In the modern workplace, finding ways to cut down on administrative busywork is essential. Papersign streamlines the onboarding processes, allowing you to spend your time on connecting new hires, and building a cohesive team.

Embracing paperless onboarding with Papersign is about aligning with modernity and efficiency. It's about reducing clutter and complexity, freeing up time and resources to invest in relationships and growth. The time to go paperless is now.

Join the paperless revolution and let Papersign empower you to make room for what truly matters. Sign up completely free today.