eSignature Implementation – How to Do It Right

eSignatures: Sounds easy enough right?

Buying an eSignature platform is easy. Making it work across your organisation? That’s where most legal teams stumble. The promise of speed and agility often collapses under poor planning, fragmented workflows, and resistance to change.

The truth is, eSignature implementation isn’t a tech project – it’s a behavioural shift. It requires legal, business, and IT alignment. It demands clarity on compliance, integration, and governance. Done right, it transforms your contracting process. Done wrong, it becomes another underused tool gathering digital dust.

So, how do you do it right? Let’s break it down.

Step 1: Start with Strategy

Before you even look at vendors, define your objectives. Ask:

◼️What problems are we solving? Is it speed, cost, compliance, or all three?

◼️Which processes will change? NDAs, MSAs, employment contracts, procurement agreements?

◼️What does success look like? Faster cycle times, reduced costs, improved user experience?

Without a clear strategy, you risk implementing technology without purpose – and that’s the fastest route to failure.

Step 2: Secure Stakeholder Buy-In

Legal cannot do this alone. You need champions across:

◼️Business Units: Sales, procurement, HR – the heavy users.

◼️IT: For integration and security.

◼️Compliance: To validate regulatory alignment.

◼️Executive Leadership: To endorse and fund the initiative.

Communicate the benefits in business language: faster deals, lower costs, better customer experience. Position eSignature as a growth enabler, not a legal mandate.

Step 3: Choose the Right Platform

Not all eSignature solutions are created equal. Evaluate:

◼️Compliance: Does it meet ESIGN, eIDAS, and local laws?

◼️Security: Encryption, authentication, audit trails.

◼️Integration: Can it connect with your CLM, CRM, ERP?

◼️Scalability: Will it handle future growth?

◼️User Experience: Simple enough for non-legal users?

Remember: the best platform is the one people actually use.

Step 4: Design Workflows

Technology without process is chaos. Map your signing workflows:

◼️Document Preparation: Who drafts, who reviews?

◼️Approval Chains: Who signs, in what order?

◼️Notifications: How do users know what’s pending?

◼️Storage: Where do signed documents live?

Automate wherever possible. The goal is frictionless execution – not digital complexity.

Step 5: Address Compliance

This is non-negotiable. Ensure:

◼️Identity Verification: Multi-factor authentication for signatories.

◼️Audit Trails: Time-stamped records of every action.

◼️Data Residency: Storage in compliant jurisdictions.

◼️Industry Standards: Finance, healthcare, and other regulated sectors may require additional safeguards.

Compliance isn’t just about legality; it’s about trust. Get it right from day one.

Step 6: Drive Adoption

Here’s where most projects fail. People resist change – even when it makes life easier. Combat this with:

◼️Training: Short, practical sessions for legal and business users.

◼️Communication: Explain the “why” – speed, cost, agility.

◼️Support: Provide helpdesk and FAQs for early adopters.

◼️Incentives: Celebrate quick wins and showcase success stories.

Adoption isn’t a one-time event; it’s a continuous process. Monitor usage and intervene where uptake lags.

Step 7: Measure and Optimise

What gets measured gets managed. Track:

◼️Cycle Times: How much faster are contracts closing?

◼️Cost Savings: Reduction in printing, courier, admin.

◼️User Satisfaction: Are stakeholders happy with the process?

◼️Compliance Metrics: Are audit trails complete and secure?

Use data to refine workflows and demonstrate ROI. This isn’t just about proving success; it’s about sustaining it.

Common Pitfalls to Avoid

◼️Going Too Big Too Soon: Start with high-volume, low-risk agreements (e.g., NDAs) before tackling complex contracts.

◼️Ignoring Integration: A standalone eSignature tool creates silos. Connect it to your CLM and DMS.

◼️Underestimating Change Management: Technology adoption is 80% people, 20% tech.

◼️Neglecting Governance: Define who controls templates, permissions, and compliance checks.

People Also Ask (PAAs)

1. What is the best way to implement eSignature?

Start with a clear strategy, secure stakeholder buy-in, choose a compliant platform, and integrate it into workflows.

2. How long does eSignature implementation take?

Typically 4–12 weeks, depending on scope, integrations, and change management.

3. Do I need IT involvement for eSignature?

Yes, for integration, security, and data residency compliance.

4. Can eSignature work for all contracts?

Most, yes – but regulated sectors may require additional safeguards.

5. What are the biggest challenges in eSignature adoption?

Resistance to change, poor training, and lack of integration.

6. Is eSignature implementation expensive?

Costs vary, but savings from reduced cycle times and admin often outweigh investment.

7. How do I ensure legal compliance?

Follow ESIGN, eIDAS, and local laws; use platforms with audit trails and authentication.

8. What contracts should I start with?

NDAs, procurement agreements, and HR documents – high volume, low complexity.

9. Can eSignature integrate with my CRM?

Yes, most platforms offer APIs for CRM, CLM, and ERP integration.

10. How do I measure success?

Track cycle time reduction, cost savings, user adoption, and compliance metrics.

Closing Call-to-Action

Implementing eSignature isn’t about ticking a tech box. It’s about embedding a new way of working – one that accelerates deals, reduces risk, and positions legal as a strategic enabler. Done right, it transforms your contracting process. Done wrong, it becomes another wasted investment.

Learn more by visiting the eSignature Station on the Legal Tech Line of the GLS Transformation Tube Map.

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