Updated: May 18
Companies that want to gain traction, attract financial effectiveness, and satisfy changing consumer needs embrace sustainability and paperless practices. Paperless technologies are an easily implemented solution to business efficiency and user-friendly services.
This article will give you all the information you need to know about going paperless and how such technologies can transform your business and improve user experience.
What are paperless technologies?
Paperless technologies describe software and systems designed to digitize business procedures. Although paper consumption decreased by 5% in 2020, there’s so much more to it than just being more eco-friendly. Not only do such technologies help reduce paper waste, but they also improve your customer service and are more user-friendly.
Examples of paperless technologies
Paperless technology can be one of the easiest steps towards transitioning to more sustainable and efficient business operations. Most companies use some type of paperless tools such as enterprise resource planning (ERP) software, field service management (FSM) software, or similar systems. These solutions transfer the company’s processes to a digital environment to expedite operations and reduce paper.
That inspired Sign on Tab to create a digital environment for document management and archiving. This paperless tool serves from the moment you create a document and get a customer’s signature to when you send the copies and archive it. Fast digital procedures make a significant impact on the company’s operational efficiency and customer satisfaction.
What are the paperless technology benefits for user experience?
We all know that paperless has a positive impact on the environment, but let’s see the benefits for your business and how it can help you improve customer service and experience.
Missed fields make the document invalid
Missed or insufficient quality information is damaging to the business. If a client skips an important field on a paper document, it’s nearly impossible to do any updates later. When the customer is filling in documents on the tablet screen or any other digital environment, they can’t skip fields because the system automatically notifies them to fill in all the mandatory areas.
You can configure which fields are mandatory and which are optional, also personalize these settings to different customers and services. You can even prepare several different options for your customer to select from a dropdown menu to simply save time.
A nightmare to fill a complex document
If you had a doctor's appointment lately, you probably remember how unattractive and time-consuming those medical questionnaires were. Filling out and answering 200 questions can be a headache. Dynamic field functionality makes filling out documents easier and faster. This feature allows completing fields based on previous selections and makes the navigation easier. For instance, if you need further details for a customer's chosen option, the system activates fields to add supporting information. But if the selected answer doesn't need that information, the system automatically skips those fields.
This way, you get accurate data, and your customers don't have to waste their time writing down irrelevant details.
Difficult to find signature places
Services like healthcare, finance, telecommunication usually need a lot of details from customers to fill in, in order to finalize a contract. Writing down pages of information consumes too much time and can lead to people skipping some fields or filling in the wrong areas. A paperless document management system allows classifying fields by color to avoid overwhelming or confusing customers.
Color codes make it easier for people to follow the requirements. For instance, you can separate mandatory from optional fields or part your and your customer’s signatures with a different color. It saves time as customers know exactly which fields to fill in and don’t need to rewrite the information in case there’s a mistake.
Glasses are needed to read shrunk documents
When you use paper to get customer information and signatures, you probably try to cram as many details as possible to use less paper. While you might save one or two sheets, there’s no space left for a customer to write. They struggle to read small letters and might miss some crucial details.
In return, you get a barely readable document stuffed with the tiniest letters and poor information quality.
Digital tools allow adding as much information as you need, so you don’t need to worry that the file is too heavy. The scrolling feature helps the customer keep on track of all the documents and fields. Also, zooming in or out makes it easier to read information and questions to complete it. Customers can adjust text size based on their needs to read all the necessary information and write down data correctly. In the end, it makes your service more efficient and saves costs otherwise spent on printing and archiving paper documents.
Your customers (or worse - you) lose their document copy
Here’s a situation: you printed out an original document for a client to complete. Then, you ask them to do the same on the copy which will belong to them. They do that reluctantly because it wastes their time. And what happens next? They cramp the copy somewhere in a bag and might lose or damage those documents later.
The digital document signing tool automatically creates a copy and sends it to a customer’s email. If a customer deletes it by accident, you can repeat the ac