ProFM Group Case Study
A case study from ProFM Group, the UK's leading security and facilities management company.
About
Background
Prior to the COVID pandemic, ProFM Group relied on paper-based methods to process their documents. The pandemic became a catalyst for the business and the industry as a whole, to transition away from paper and embrace the efficiency of digital solutions.
ProFM implemented a solution from an eSignature provider but they were faced with concerns. They found that the provider was not as responsive as the business needed, with frequent downtime that put pressure on both the business and client side.
The Challenge
When using their previous e-signature provider, ProFM found that the system was not as agile and adaptive as it needed to be to quickly turn around documents in line with the nature of the business.
For example, when they needed to security officers to be vetted, screened and onboarded to get them on-site to the relevant locations as soon as possible, downtime in the e-signature system caused significant delays and problems in completing these document transactions efficiently.
Equally, when using paper documents, ProFM found that processing their documents was very time-consuming for the team and wasn’t the most efficient way to manage documents in a fast-paced industry like security.
Key Issues Addressed
- The need for a digital solution to reduce administrative burden
- Ensure that the solution facilitates the quick turnaround of providing security staff for clients
- Minimal downtime, as this can have significant impacts on ProFM’s operations
- Responsiveness due to the nature of the fast-paced security industry
- An environmentally friendly solution to assist with ProFM’s net-zero goals
- Flexibility and the ability to scale the solutions as required
The Solution
E-Sign’s Digital Transformation team worked with stakeholders at ProFM Group to create a business value map, highlighting the issues that needed to be addressed and solved with a digital solution.
As team members had used an e-signature platform before, the onboarding process was straightforward and required minimal training. The team found E-Sign’s platform to be responsive and intuitive from implementation, with E-Sign supporting a seamless transition from their previous provider.
They found that E-Sign could easily accommodate their specific processes and contracts, with the wide range of features proving invaluable, particularly the reminder notifications. Due to the short turnaround nature of the business, their processes need to be reactive and instantaneous with documents signed as quickly and efficiently as possible.
The Results- Saved Costs and Reduced Carbon Footprint
Since using E-Sign, ProFM has found significant improvements in efficiency and time being spent on document transactions. Additionally, implementing E-Sign and going paperless has allowed them to reduce their carbon footprint and work towards their sustainability goals.
They now save an average of 3kg of CO2 a month and have saved 55kg since transitioning from paper documents. As their business looks to expand into other markets in the future, E-Sign’s adaptive and flexible platform supports this growth and ensures their document workflows can continue operating effectively with increased capacity.
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