electronic signatures

Electronic Signatures – are they binding?

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Legal precedence of electronic acceptance of contracts is not uncommon in Australia. The Commonwealth legislation governing the practice is referred to as The Electronic Transactions Acts 1999 and provides for the same degree of legal status for an electronic acceptance when compared to a traditionally executed contract; in writing. These may be known as an electronic signatures (or eSignatures).

The Electronic Transactions Acts 1999 also provides protection that a transaction would not be invalid just because it was conducted electronically.

States and Territories of Australia have also developed their own electronic transactions legislation that generally covers similar topics to that found in Commonwealth legislation.

You can find links to the Commonwealth and state legislation later in the article.

 

How myjoboffer deal with electronic acceptance of employment contracts

To conform with large parts of electronic transactions legislation, myjoboffer has satisfied the following requirements:

  • We have developed a way to identify the person
  • The way we have developed our electronic signature capability and identification protocol is appropriate in the circumstances
  • The person who needs to electronically sign their contract consents to doing so using an electronic method

 

How myjoboffer deals with identifying the person and their intent 

When an Employer uses myjoboffer to create an Employee profile, we send the Employee and email and SMS message with details on how they can login to myjoboffer.com.au

We do not share with them their password, but rather we send them a shared secret. A shared secret is something that the Employee knows about themselves and something an Employee would reasonably expect an Employer to know about them. In most cases, the default shared secret is the Employee’s mobile number.

To login to the platform, an Employee would need to know their username (sent by email and SMS) and the answer to the shared secret. Finally, we notify the employee that by using the platform, they agree to transacting with the platform online.

How the electronic signatures method is reliable and appropriate

myjoboffer is a cloud based application hosted in Australia by Amazon Web Services. Our application is fault tolerant, redundant and secure. More information about our application architecture and commitment to information security is available on our website.

 

Links to additional resources and more information about electronic signatures

Electronic Transactions Act 1999 (Commonwealth)

https://www.legislation.gov.au/Series/C2004A00553

Australian Capital Territory

http://www.legislation.act.gov.au

New South Wales

https://www.legislation.nsw.gov.au

Queensland

https://www.legislation.qld.gov.au

Northern Territory

https://dcm.nt.gov.au/nt-legislation-and-publications/current-nt-legislation-database

South Australia

https://www.legislation.sa.gov.au/index.aspx

Tasmania

https://www.legislation.tas.gov.au

Western Australia

https://www.slp.wa.gov.au/legislation/statutes.nsf/default.html

Victoria

http://www.legislation.vic.gov.au

 

Important note

The contents within this publication are provided to you and have not been legally reviewed. You should not rely on any of the contents of this publication as a legally sound deliverable. It is strongly recommended you have the contents of this publication reviewed by your legal representative, prior to relying on the contents whether in whole or in part.

 

employee onboarding

Solving your onboarding challenges

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Integrating new employees into your workplace culture is a challenging task for HR and managers alike. Retention and engagement are often cited as the benefits of effective onboarding but many organisations fail to develop programs or processes that ensure the onboarding experience for new employees is seamless, memorable and prepares them effectively for their first days with you. Today’s top talent are looking to see if they are the right fit; it has very much become a two-way assessment. It leaves effective HR and people managers thinking “what impression are we really making?” We explore some of the challenges you may be facing with employee onboarding and a solution to solving employee onboarding challenges.

Are new employees spending their first days completing paperwork?

Traditional onboarding can be a bit boring.  Employees come in for their first day excited to make a difference and, in most cases, they sit in a room signing form after form.

On a new hire’s first day, digital onboarding helps reduce the time spent on paperwork, freeing up time for more personal discussions about company culture, workflow, work related responsibilities, and team dynamics.  With the right platform, organisations can avoid the mountain of paperwork that kills a new employee’s spirit on their first day.

The more you do to make your process more new-hire-friendly and interactive, the more engaging it will become.  And the more engaging your processs, the more likely you are to nurture employees who are highly satisfied, motivated and committed to your organisation.

New employees aren’t the only ones who have to worry about making good first impressions during the start of their new job.  Employers also need to put their best foot forward if they want to make a good first impression.

 

How much does the new hire process cost your organisation?

Whenever we think about hiring a new employee, most of us tend to think about recruitment costs.  For example, advertising the position, time spent interviewing, testing and finally training.

There’s one area that most organisations fail to consider – the cost associated with onboarding the employee.  These costs include sending out paperwork (on average 40 pages per pack), processing and administrative times, material costs for welcome packs and contracts, and time spent getting the workplace ready for the new candidate’s arrival.

The cost of workplace integration, a seemingly minor point shouldn’t be overlooked either!  With research indicating 33% of new employees make the decision to stay or leave within the first 30 days of employment,  this suggests the ‘real cost’ of recruitment can be upwards of 50% of a person’s salary.

 

Are you losing good candidates through the recruitment process?

“Its been three weeks and I still haven’t received my paperwork for my new job.  I’m starting to think that if this process represents the organisation fairly, I’m not sure I still want to work for them.  I’m worried I’m going to spend my working life frustrated by slow and inefficient processes.”

In a highly competitive marketplace, making paperwork turnaround a priority is just one way to avoid losing good candidates through the recruitment process.  The time between verbal offer/acceptance and dispatch of paperwork is often a danger zone, as candidates can receive other offers, change their mind and secure counter offers.  Digitalising your onboarding process makes this process timely with the click of a button.

Keeping up communication especially post offer stage is also important.  Regular emails and calls to keep a candidate up to speed with new initiatives, to ask their advice, or just to say ‘hello’, help keep them engaged before they start working with you.

 

Going digital is easier than you think! We’re all about solving employee onboarding challenges

 

To find out how you can solve your onboarding challenges, go to myjoboffer.com.au or myjoboffer.co.nz

onboarding experience

The top 5 tips to create a great employee onboarding experience

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In one of our recent articles we talked about the challenges with onboarding. You don’t need to look far to find a myriad of articles on how to create a great employee onboarding experience. There are many reasons for the noise in this space; it’s a really important issue that many organisations struggle to tackle successfully.

There is no doubt that we all make good and bad hiring decisions and while bad hires do occur, in my experience it’s the lack of effective onboarding that can make the difference between how successful your new employee will be at their new job.

We often wonder, why has my new employee not settled in by now? Or, they aren’t excelling at the pace I would expect. Given those realities, here are my top 5 tips to welcome your new employee to the team – in style!

1. Shout it from the rooftop!

You’ve just hired someone who you think can make a real difference to the team and the organisation – so don’t stay quiet about it. Announce it to the world (or at least the team) that someone is about to join you. Give the team some insight to who the person is, what they’ll be doing, when they’re joining and how you can connect with them.

Don’t leave it all to your new employee to make friends at work – you need to start with a little nudge.

Throw a morning tea or get everyone together for lunch – it helps break the ice and allows for your new hire and the team to share more about themselves.

Get your team to help create the new employee’s onboarding experience.

2. The employee onboarding experience should start well before “Day One”

Stay in regular contact with your new employee before they join. If you have any formalities (such as paperwork) you need them to complete; have it done before day one

Include your new employee in company or team communication to allow them to become familiar with what’s going in the workplace.

Send them a quick email or text the day before letting them know that you’re looking forward to see them tomorrow.

3. Meet the stakeholders

The best onboarding experience I had when starting a new job was when my new manager sent me the LinkedIn profiles of some of my new stakeholders. I was able to understand a little more about what they do/did and in two cases was able to build something in common with my stakeholder by knowing we studied at the same university and once worked for the same organisation (albeit at different times).

It is really important that you spend some time explaining the “informal network” – you know the one that’s not on the organisation chart. This includes the go-to people, the gatekeepers, the people who know what’s happening before it happens. And, don’t forget the supporters and potentially the rivals/adversaries who may not think highly of you and your team. Its all about setting up your new employee for success and ensuring they can navigate out of potentially sticky situations.

4. The small (but really big) stuff to know – when it comes to creating an employee onboarding experience

Don’t underestimate the impact of not addressing the small stuff. Which number is needed to dial an outside line? How do you use the photocopier? Where are the restrooms? The coffee machine? When are lunch breaks taken? It’s the little things that can be the most frustrating when we are new to a team and trying to be at our best.

5. Go on, have some fun

We believe in fun; so much so its one of our values. When new team members join you should let them know what you and they can do to make work fun. Talk about what events are organised or how they can share their ideas about how they can get involved in life outside of work. You never know what ideas they can bring to the table!

Tell us about when you you’ve hand a great onboarding experience.

We’re all about solving employee onboarding challenges 

 

To find out how you can solve your onboarding challenges, go to myjoboffer.com.au or myjoboffer.co.nz