Client Portal overview
September 9, 2021

Challenges of Traditional Onboarding - Part 1: Paperwork

Key takeaways:
  • Paper-based processes put a burden on employees and turn away consumers.
  • Companies that remain stuck in their ways will be left behind.
  • How you store, manage, access, and exchange information using digital technologies can create a more dynamic ecosystem.
  • Increase conversion rates with a digital onboarding process with no paper.

In this day and age, why does our love affair with the paper still continue? Bizarrely it is predicted that from 2010 to 2060, the global consumption of pulp and paper is expected to double. Our dependency on paper makes little sense in the digital age. When you consider the benefits of cloud technology over manual forms, the former makes far more economic sense. Just think, in 2021, we expect accessibility to the entire world using only our devices - our jobs, shopping, and even watching the latest movies. Having a paper trail is something of that past that tethers us to a physical domain in an increasingly digital world.

It proves particularly problematic when having to sign documents, especially contracts with multiple pages. As a customer, being forced to print and scan anything is a quick way to lose favor. It leaves the wrong kind of impression and could potentially lead to customers dropping out then and there. This is why HelloFlow is totally paperless and, therefore, effortless to use! Because paper doesn't just hurt customers, it hurts businesses too. Want to know how paper is holding you back?

Why Traditional Paper-Based Onboarding Is Entirely Inefficient

Simply search paperwork on google images, and you'll see the frustration it elicits. Your customers hate it, and the future generations you're banking on now will avoid you at all costs if they have to set their eyes on a physical form. But worst of all, your team will suffer from these paper-based inefficiencies. According to Senacea, a Complete Spreadsheet Solution provider, "many professionals spend over 1/3 of their working time in spreadsheets” which makes no sense when automation solutions are more efficient. User experience, both internally and externally, matters!

Sticking to a paper-based system sends an unambiguous message to the world: innovation is not a priority for us. When they say lack of innovation kills businesses, there's no exaggeration. Most famously, blockbuster failed to innovate because they falsely believed that people preferred in-store visits; eventually, they were surpassed by Netflix.

Just think, when a client's data changes, they are required to fill out an entirely new form that primarily consists of repeating information you already have. That's strike one. It's even more mind-boggling when you consider that the information provided will then be manually plugged in online by an employee. That's strike two. Two accounts of inefficiency just to update an address or telephone number. It makes far greater sense to streamline this process to avoid unnecessary repetition.

A businessman filling in documents
Manual form filling is time consuming and inefficient, thus more likely to lead clients away.

Paper-based processes like these are not only slow to execute, but they can also harm productivity because of their mundane and monotonous nature. On top of that, considering compliance and regulations change in an instant, paper-based touchpoints can be rendered useless just like that. Going paperless means adopting digital transformation and embracing a cultural overhaul that will, in turn, allow for greater efficiency and customer experience.

"Think of digital transformation less as a technology project to be finished than as a state of perpetual agility, always ready to evolve for whatever customers want next, and you'll be pointed down the right path."- Amit Zavery, VP and Head of Platform, Google Cloud


The Liberty of Going Paperless

Digitalization is the future. Not only does it address consumer needs and future-proof your business for the digital age, but it also equips your staff with the tools to do their best work.

Automating your document-heavy processes like onboarding with digital workflows helps to quicken the process, enhance collaboration, accelerate decision-making, stop paper chasing, and create a digital database that allows for far simpler data exchange. An entire online ecosystem that serves your workforce best.

When it comes to customer-facing experiences like onboarding, digital onboarding solutions save time, money and do away with paper-based onboarding headaches. Having a digital onboarding offering has proven to help with higher conversion rates. It also reassures your clients as it boasts greater security than that of paper.

An online portal also makes client communications and document filing more organized. For example, when customers update their information, it now is only a matter of updating one small part of their pre-filled digital form. No printing or scanning involved. Here, they can also easily upload documentation, sign contracts from anywhere, and store all documentation in one place, like HelloFlow's Client Portal.

Naturally, all these onboarding processes are environmentally friendly. One study found that 4 out of 5 people describe themselves as likely to choose a brand with a positive approach to environmental sustainability, giving you an edge over the competition.

If you're ready to go paperless, try HelloFlow. Our Flow Builder and Client Portal are a digital highway that streamlines your paperless endeavors and helps you exchange, manage, access, and store data more elegantly. Whether you're looking to eliminate paper-based processes entirely or partially, we can help - book a demo now or sign up for HelloFlow today for a 14-day free trial.

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