Paperwork Pileup? Signing Documents Online vs In Person for Businesses

Deciding between signing documents online vs in person is a crucial choice for businesses looking to improve efficiency and streamline their processes.

In this guide, we’ll compare online versus in-person document signing, focusing on aspects such as efficiency, accessibility, security, cost, and environmental impact. You’ll receive detailed information on each method, helping you make an informed decision that best suits your business needs.

Imagine a smoother operation where paperwork doesn’t slow you down—where contracts are signed and secured promptly, enhancing your business’s productivity. While transitioning to digital signature solutions opens up this possibility, it’s common to face hesitations and challenges. 

This article aims to clear those doubts by providing a clear overview and practical advice. We’ll highlight the benefits and tackle the potential hurdles head-on, guiding you toward an informed choice that boosts your operational efficiency and aligns with your company’s goals. 

Comparing Signing Documents Online vs In Person

When it comes to getting important documents signed,  you have two main options: the traditional in-person approach, or the convenience of online platforms. Let’s break down the differences to see which method works best for your business.

Here’s a quick comparison table to get us started:

Feature	Online Signing	In-Person Signing
Speed	Fast, often completed in minutes	Can take days or weeks, depending on distances, etc.
Cost	Less expensive, especially when factoring in hidden costs	Higher cost (printing, paper, mailing, storage)
Convenience	Sign anywhere, anytime, on any device	Requires scheduling, in-person meetings
Security	Advanced encryption, audit trails	Easier to forge signatures, and documents can be lost
Eco-Friendly	Reduces paper use, cuts carbon footprint	Contributes to waste and environmental impact

We’ll go into more detail about each of these categories in the following sections. By the end, you’ll have a clearer understanding of which method is the right fit for your business needs.

Efficiency and Speed

Online Document Signing: This method significantly speeds up the document signing process. Digital platforms enable instant sharing and signing of documents, eliminating the need for physical handling and mailing. As a result, contracts that might take days to finalize in person can often be completed in minutes online.

In-Person Document Signing: Traditional in-person signing requires physical presence, which can delay the process. The logistics of arranging meetings, especially with parties in different locations, adds time and complexity. While it offers a personal touch, the speed and efficiency are generally lower compared to online methods.

Accessibility and Convenience

Online Document Signing: With an internet connection, documents can be signed from anywhere in the world, at any time. This flexibility is invaluable for remote work and global business dealings, making it easier to do business without geographical constraints.

In-Person Document Signing: Requires all parties to be physically present in the same location, which can be inconvenient and sometimes impossible for remote teams or international partners. It limits the ability to conduct timely business across different regions.

Security and Legality

Online Document Signing: Digital signatures are backed by encryption and secure identification methods, making them highly secure. Many countries recognize electronic signatures as legally binding, equivalent to traditional signatures, provided they meet specific standards.

In-Person Document Signing: While perceived as secure due to its physical nature, paper documents are susceptible to loss, theft, and forgery. The legality is clear-cut, but the physical security measures depend heavily on the parties’ document management practices.

➡️ Further Reading: Are Digital Signatures Secure? ⬅️

Cost Implications

Online Document Signing: Reduces costs related to paper, printing, postage, and document storage. While there may be costs associated with subscribing to a digital platform, these are often offset by savings in other areas.

In-Person Document Signing: Involves higher costs for paper, printing, and postage, especially for documents that require shipping between locations. Additionally, physical storage of documents can be costly and space-consuming.

➡️ Further Reading: How Digital Signatures Save You Time (and Money) ⬅️

Environmental Impact

Online Document Signing: Offers a green alternative by reducing the need for paper, ink, and transportation, contributing to a lower carbon footprint and less waste.

In-Person Document Signing: The traditional method is less environmentally friendly, relying on paper and often involving travel, both of which contribute to higher carbon emissions and resource consumption.

The Shift to Digital: From Wet Signatures to Electronic Signatures

The movement toward electronic solutions has transformed how businesses operate, with online document signing at the forefront of this shift. This change has been driven by a combination of technological advancements, changing workplace norms, and the necessity for efficiency in a fast-paced global economy. 

Here’s a closer look at the factors fueling this transition and the enduring appeal of traditional methods in certain contexts.

The Rise of Online Contract Signing

Technological advancements have made online document signing not only possible but also highly efficient and secure. The global pandemic accelerated the adoption of digital practices, as businesses sought ways to continue operations amidst restrictions on in-person interactions. The benefits of online document signing are compelling:

• Efficiency and Speed: Digital tools allow for the quick preparation, signing, and processing of documents online, significantly shortening business cycles.
• Accessibility: Remote work and global business have necessitated the ability to sign documents from any location, at any time, without the need for physical presence.
• Cost Savings: Online signing reduces the need for paper, ink, postage, and physical storage, contributing to considerable cost reductions over time.

These advantages have led to widespread acceptance of online document signing across various industries, making it a staple in modern business practices.

Traditional In-Person Signing: A Nostalgic Hold?

Despite the clear benefits of digital methods, some businesses and individuals remain attached to traditional in-person document signing. This preference can stem from several factors:

• Old habits: Some businesses are hesitant to change their established processes
• Perceived Security and Trust: Physical signatures on paper documents offer a sense of security and formality that some parties still prefer, particularly in significant transactions or legal agreements.
• Legal and Regulatory Requirements: Certain documents and transactions may require in-person signatures to comply with specific legal or regulatory standards.
• Personal Touch: In-person meetings provide an opportunity for direct interaction, and building relationships and trust in a way that digital methods cannot replicate.

💡 It’s important to be aware of legal requirements in your area and to address any security concerns before fully transitioning to online signing.

While digital solutions offer efficiency and convenience, the choice between online and in-person signing often depends on the nature of the document, the parties involved, and the regulatory environment. As businesses navigate this digital landscape, understanding the reasons for continued reliance on traditional methods can help tailor approaches that respect client preferences and regulatory demands.

The shift to digital is a significant evolution in how businesses operate, offering opportunities to improve efficiency, reduce costs, and enhance security. By embracing this change while acknowledging the value of traditional methods where necessary, businesses can position themselves for success in a digital-first world.

Addressing Concerns and Objections

While the shift towards digital document signing brings numerous advantages, it’s natural for businesses and decision-makers to have hesitations. Concerns often revolve around legality, security, and ease of adoption. Let’s address these common objections to help ease the transition to online document signing.

Legality: Is Online Document Signing Legally Binding?

Across many jurisdictions, including the U.S. (under the ESIGN Act) and the EU (under eIDAS), electronic signatures are recognized as legally binding, just like traditional wet signatures. However, it’s important for businesses to understand the specific requirements in their location or the locations of their signatories. 

Security: Are Online Signatures Secure Enough?

Online document signing platforms invest heavily in security, employing encryption, secure identification methods, and audit trails to protect documents. These measures often surpass the security capabilities of traditional paper documents, which are vulnerable to physical damage, loss, or theft. 

• Encryption: Documents are protected with advanced encryption during transmission and storage, making interception or tampering extremely difficult.
• Audit Trails: Online platforms log every action related to a document (who viewed it, when it was signed), creating a tamper-proof record.
• Paper Risks: In contrast, physical documents can be easily misplaced, stolen, or forged.

Adoption: Will Clients and Employees Easily Adopt Online Document Signing?

Modern digital signature platforms, like FillFaster, are designed with user-friendliness in mind, ensuring that the process of signing a document is as simple as clicking a button. Many platforms offer tutorials and customer support to assist new users. 

By proactively addressing these concerns, businesses can help stakeholders feel more confident about moving to online document signing. It’s not just about adopting new technology but also about understanding and mitigating the perceived risks associated with this digital shift. With the right information and support, the transition to online document signing can be a smooth and beneficial move for businesses, their clients, and their employees.

Implementing Online Document Signing in Your Business

Transitioning to online document signing can significantly enhance your business’s operational efficiency, security, and environmental sustainability. However, successfully implementing this technology requires careful planning and consideration. 

Here are key steps to ensure a smooth adoption and maximize the benefits of online document signing for your business.

1. Choosing the Right Platform

The first step in adopting online document signing is selecting a platform that fits your business needs. Consider the following features:

• Security: Choose a platform with robust encryption, secure storage, and detailed audit trails.
• User-Friendliness: Opt for a platform with a simple, intuitive interface for both you and your clients, minimizing the learning curve and facilitating a smooth transition.
• Integration Capabilities: Check if the platform connects with other tools you use (CRMs, cloud storage, etc.) to streamline workflows.
• Pricing Structure: Find a pricing plan that fits your budget and usage needs.
• Compliance: Ensure the platform complies with the legal standards for electronic signatures in the jurisdictions where your business operates.

💡 Tip: Many platforms offer free trials or basic plans so you can test them out before committing. While some, like FillFaster, offer a free account. 

2. Training and Adoption

Once you’ve selected a platform, the next step is to ensure your team is trained and comfortable with the new system. Consider these strategies:

• Clear Training: Provide staff with step-by-step guides and training sessions on the new platform.
• Encourage Practice: Create opportunities for your team to practice using the platform in low-pressure situations before rolling it out for critical business processes.
• Change Management: Communicate the benefits of online signing to your team – less paperwork, faster turnaround, happier clients!
• Support and Troubleshooting: Have easily accessible resources available to answer user questions and resolve any issues that arise.

3. Monitoring and Improving the Process

Don’t just implement and forget! Track how online signing is improving your business. Here are some metrics to watch:

• Turnaround Time: How much faster are documents being completed compared to the old way?
• Error Rates: Are there fewer mistakes or missing signatures due to the ease of the online process?
• Cost Savings: Quantify how much you’re saving on printing, mailing, and storage costs.
• User Feedback: Gather feedback from your team and clients to fine-tune your processes.
• Stay updated: Keep abreast of new features and updates to your chosen platform, as well as legal and technological developments in electronic signatures, to ensure your business continues to benefit from the best practices.

Implementing online document signing in your business is not just about adopting a new tool but about transforming your document management processes to be more efficient, secure, and sustainable. By carefully selecting the right platform, training your team, and continuously monitoring and refining the process, you can maximize the benefits of online document signing and position your business for success in the digital age.

The Future of Business is Digital – Are You Ready?

The choice between online and in-person document signing is a no-brainer for modern businesses. If you’re still chained to a printer and overwhelmed by stacks of paper, it’s time for a change. Online signing is faster, more convenient, more secure, cheaper, and better for the environment.

Sure, there might be a few hurdles in switching over –  that’s normal. But the benefits far outweigh the initial effort. By understanding the legal side, choosing a great platform, and getting your team on board, you’ll be surprised at how quickly you see improvements.

So, what are you waiting for? The world is going digital, and your business should too. Explore online document signing options and see how streamlining your paperwork flow can propel your business forward.

Say Goodbye to Paperwork Pileups: Your Digital Signature Solution

Ready to ditch the paperwork pileup and streamline your business? FillFaster makes online document signing secure, effortless, and cost-effective. 

Create your free FillFaster account today and experience the difference – speed up your processes, delight clients with convenience, and save money while going green!