We are experiencing a changing world of work. We are seeing departments that are going completely digital and collaborating virtually. And we are seeing how easy it is to automate routine tasks with the help of intelligent software. And yet there are still media disruptions.
Unstable processes, such as contract amendments and signatures, which are usually handled via various media such as telephone, email and post, are sometimes riddled with security gaps and are also very time-consuming. In this blog article, you can find out how to digitise holistic processes without any media disruption.
Media disruption definition
Media disruptions refers to a change of medium during the transmission of information within the transmission chain. Media disruptions therefore always occur when data that has been digitally recorded cannot be continuously processed for further work and business processes.
Why companies should avoid media disruptions
The more media disruptions a process contains, the more disadvantages it entails. If information is passed on in a different form than it is received, this can lead to communication problems. In addition, media disruptions usually cause additional work and redundancies that slow down processes and make them more complex. Errors in the transmission of information also have major negative effects on the entire organisation. Some of the disadvantages and risks caused by media disruptions are illustrated in the following diagram:
Making everyday (working) life easier with digital solutions
Due to the negative aspects of media disruptions, one thing is clear: they need to be avoided as far as possible. This doesn’t just mean internal company processes, but also processes that go beyond company boundaries. Some examples are customers, clients, patients, insured persons or employees. The aim must be to deliver information digitally and process feedback digitally.
Many employees are already very digitally orientated in their private lives and, for example, want simple digital handling of salary documents without the need for time-consuming sorting and archiving. Digital mail delivery is a solution here. Documents can be delivered easily, legally compliant and digitally and are archived directly in the user’s private online mailbox.
For the dispatch of documents, this means
- No paper
- No great expenditure of time
- No investment in envelopes, machines or similar.
- No security gaps
Digitise processes holistically instead of many media disruptions
In the course of the new, modern working world and the many options for working from home, documents are currently widely scattered across different devices, locations and apps. Employees must always be able to access and work with data from anywhere. Be it for exchanging, editing, signing documents or sending them in a legally compliant manner. In order to solve all this in one platform, the digital mailbox offers not only legally compliant delivery and saving/archiving, but also the option of digital signatures with d.velop sign and the combination with the company chat. We will now show you exactly what this can look like in the d.velop postbox using an example of contract amendment and signing.
Example: Contract amendment and signing without media disruptions
1. Receiving a document with d.velop postbox
The process starts with the delivery of the contract (e.g. employment contract) to the d.velop postbox. By clicking on the push message, the document is forwarded. The document can now be checked for correctness. However, it is noticeable here that the old address is being used. This can now be easily communicated to the HR department.
2. Contact the HR department with the d.velop community chat
You can contact the HR department from anywhere and at any time using your private or company mobile phone – via the d.velop community chat. Here you can write to the HR department already stored as a favourite. Freelance HR staff can respond within a very short time and make adjustments to the employment contract at short notice.
3. Receive the new document with d.velop postbox
As soon as this is done, the employee receives the information about the push message and by clicking again, is forwarded to the contract. Here it can be checked again whether the contract adjustment has been carried out correctly.
4. Signing with d.velop sign
Signing the contract also takes place without any media discontinuity. The document is simply sent directly to the postbox. Via the ‘Sign’ button, the user jumps to the signature interface of d.velop sign. In the next step, the signature field can be dragged to any position in the document where the signature is to be placed. A window then opens where you can sign, which starts the signature request. To verify the qualified signature, a window of the sign-me service appears automatically. After logging into the personal authentication account and completing the two-factor authentication (log-in + SMS tan), the signing of the contract is complete.
5. Done
The employee receives a brief confirmation of success and the entire contract amendment process is completed – including queries, signing and the various deliveries. All this without media discontinuity and completely digitally.
Sustainable use cases
This was not only a completely digital process, but also a very sustainable use case. There are many other possible use cases where the combination of the d.velop postbox with the digital signature makes a lot of sense. This could be a purchase agreement in sales or an annual financial statement that needs to be signed. A wide variety of scenarios are conceivable in any industry in which the combination of the software enables seamless processes without media discontinuity.
Three future trends that require work without media disruptions
Digitalisation is a long-established trend that is already being implemented in most companies. Another trend is sustainability. This is where software such as d.velop postbox comes in, bringing companies a step closer to the paperless office. New work and hybrid work have also become an increasingly important topic for management and HR departments in recent years, boosted by the coronavirus pandemic. Employee self-service functions that enable employees to carry out processes without media disruption, as well as workflows that are independent of time and location, are helping here. The third trend is automation. Here too, software such as d.velop postbox helps to reduce complexity, create lean processes and thus increase efficiency within the company.
Do you want to digitise your company’s processes and avoid media disruptions?
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Frequently asked questions about media breaks
What is a media disruption?
A media discontinuity occurs when information is transferred from one system to another and there is a change from one medium to another. This can be the case, for example, if data that has been digitally recorded once cannot be continuously processed for further work and business processes.
What is the significance of a media disruption?
A media disruption can lead to increased susceptibility to errors, longer processing times and higher costs. It is therefore important to avoid media breaks as far as possible.
How can media disruptions be avoided?
One way to avoid media disruptions is to digitalise processes holistically and minimise the manual input of information. Implementing interfaces between different systems can also help to avoid media disruptions and enable seamless data exchange.
What are examples of media discontinuities?
One example of a media discontinuity is the manual input of data from a paper document into an electronic system. If an invoice is received by the company as a PDF document but is printed out for further processing, the medium changes from a digital PDF file to paper, another example of a media discontinuity.