Eversendai streamlines contract workflows with Signeasy’s Microsoft integration

Summary

Eversendai, a global construction and engineering leader based in the UAE, faced significant challenges in handling multiple administrative documents across its offices worldwide. While exploring options like Docusign and Adobe Sign, they adopted Signeasy, drawn by its features like unlimited document signing and seamless integration with Microsoft tools like SharePoint and Outlook.

By using Signeasy for electronic signatures and contract management, Eversendai experienced a significant uptick in the speed and effectiveness of managing contracts, especially in the IT, HR, Finance, and Procurement departments. With features like reusable templates, sequential signing, and integration with SharePoint, Eversendai further optimized their contract workflows.

To gain deeper insights into Eversendai’s transition from manual paperwork to digital efficiency, we spoke with Manoj Periyasami, the Group ICT Administrator, who is tasked with improving operational efficiency at Eversendai. 

Eversendai: Creating tomorrow’s landmarks

Eversendai, headquartered in the UAE, is a towering figure in global construction and engineering. Since its inception in 1984, Eversendai has been synonymous with groundbreaking engineering feats and architectural marvels. The company is strategically positioned in the heart of the industry, spearheading significant projects such as the iconic Burj Khalifa and Petronas Tower 2.

At Eversendai, innovation is not just a concept but a cornerstone of their everyday operations. Their work goes beyond constructing infrastructures; it’s about shaping landscapes and skylines that echo the values of strength, precision, and visionary design. 

Central to Eversendai’s unmatched prowess in the sector is its focus on operational efficiency and adaptability. Their approach isn’t solely about the grandeur of the structures they create but also the seamless orchestration of their construction processes. This efficiency is pivotal in executing complex projects with precision and delivering services that meet the high expectations of their clients globally.

Overcoming global coordination challenges at Eversendai

Eversendai’s extensive global presence, with offices in UAE, India, Malaysia, Singapore, Qatar, and other major cities, presented a unique document coordination and approval challenge. The differences in time zones and manual paperwork caused considerable delays and operational inefficiencies, impacting the company’s ability to execute projects promptly.

They needed a solution that could facilitate effective cross-country operations and offer integration with existing tools like SharePoint and Outlook. Essential features such as sequential signing and attachments were critical to streamline approvals and enhance workflow efficiency.

“The struggle to manage contracts effectively across time zones was evident. The constant juggling of schedules not only slowed down our processes but also created communication bottlenecks, hindering our ability to operate at optimal efficiency.”

Manoj Periyasami, as the IT Administrator overseeing the company’s IT network, servers, and security systems, was tasked with finding a solution that bridged geographical gaps and provided the technical capabilities essential for seamless global operations.

Seamless Microsoft integration, sequential signing

Eversendai opted for Signeasy as its primary solution to address these complex challenges. While they also considered alternatives like Docusign and Adobe Sign, Signeasy stood out due to its robust features, ease of integration, and cost-effectiveness. 

A critical aspect for Eversendai was the seamless integration with SharePoint, given their existing reliance on Microsoft tools for daily operations. This integration meant that documents could be synced, stored, and accessed easily, ensuring data security by localizing sensitive information within a secure, controlled environment.

Signeasy fostered better collaboration between regional offices across India, Malaysia, Singapore, Qatar, and the head office in the UAE headquarters. It brought all departments — IT, HR, Finance, and Procurement —  onto the same platform, ensuring everyone was aligned and could collaborate seamlessly on contracts, proposals, and tenders. 

The sequential signing feature streamlined the approval process by ensuring documents were reviewed and signed in the correct order. This capability prevented bottlenecks and maintained the integrity of the approval workflow, ultimately expediting the contract signing process.

“Nearly seven out of ten contracts, amounting to 69%, were completed within the first two days,” explained Manoj. “This quick completion is important for our business because it means we get things done on time, keep our projects running smoothly, and make our clients happy.”

Eversendai implemented standardized contract templates to ensure consistency and accuracy across all documents. These templates reduced errors and minimized the time spent on manual document creation, enhancing overall efficiency in contract management.

Building momentum, not mountains of paper

By leveraging Signeasy, Eversendai was better equipped to meet the demands of its dynamic and expanding business landscape. Some results include

• Increased efficiency: Switching to digital workflows removed manual tasks, saving time and resources significantly.
• Improved collaboration: Teams across the globe could now collaborate effortlessly on contracts, regardless of their location, leading to smoother project execution. 
• Reduced errors: Standardized templates and automated workflows significantly minimized errors in contract workflows. This ensured accuracy and consistency across all documents.
• Enhanced visibility: Real-time tracking and version control provided better visibility into the approval process. Stakeholders could easily monitor documents’ progress, identify bottlenecks, and take prompt action to keep projects moving forward.

Scalability: With the capacity to handle unlimited documents and adapt to a growing user base, Signeasy provided Eversendai with the flexibility needed to support its expanding operations without limitations.