About the client

EcoVadis specialises in sustainability assessments, providing insights that help businesses worldwide improve their performance in areas concerning the environment, ethics, and social responsibility. The company cooperates with over 130,000 enterprises across Europe, North America, Asia, and Australia. It supports them in reducing their carbon footprint, raising ethical standards, and managing supply chain risks, helping them meet sustainability goals and increasing regulatory demands.

The problem

The HR team at EcoVadis faced challenges with manual document workflows, which were inefficient, time-consuming, and costly, particularly in the hybrid and remote work models. Managing documentation was further hampered by the company’s dispersed teams. Seeking to reduce its carbon footprint, EcoVadis required a solution that aligned with its environmental objectives.

Marta Krzywicka, People Operations Director at EcoVadis, explained: “We were looking for a flexible solution that would streamline our document workflows, particularly in a hybrid or remote working model. It was important for us to find a solution that would reduce our carbon footprint, which is a key priority for EcoVadis, but one that would also be cost-effective and suited to our specific needs.”

The solution

EcoVadis implemented the Autenti platform and qualified electronic signatures to digitise HR processes, which include:

• Employee lifecycle documents
• Civil-law contracts

Marta Krzywicka emphasised the simplicity of implementing Autenti’s solutions: “This green revolution within the HR team—as we referred to it internally—was completed quickly and remarkably smoothly. Our employees were briefed on the changes and trained on the use of qualified electronic signatures. Despite the significance of the project and the scale of organisational change, once internal processes were adapted, the implementation of the platform was a mere formality.”

The results

The introduction of the Autenti platform at EcoVadis brought significant benefits, including:

• Time savings and optimisation of the HR team’s work
• Improved document flow within the company’s dispersed structure
• Greater control over documentation
• Financial and environmental savings stemming from the reduction of printing and mailing costs

Marta Krzywicka added: “It’s an incredible convenience, which saves time and effort for those involved in HR administration, and it also makes things easier for employees, who now receive their documents almost instantly after they are created.”

The digitisation process allowed EcoVadis to adapt to hybrid work while simultaneously achieving its environmental goals: “We’ve seen a significant reduction in paper and printer use, as well as a decrease in our carbon footprint by minimising the need for courier deliveries. However, the greatest value lies in the organisational efficiency, which is invaluable given that our teams are spread across the country,” concluded Marta Krzywicka.

Future plans

EcoVadis plans to further enhance its collaboration with Autenti by introducing qualified electronic seals, which will enable full digitalisation of employee records. The company also aims to automate communication between its HR and payroll systems and the Autenti platform, further streamlining administrative processes.