Mohave Community College’s HR Documents Go Paperless with PandaDoc
Mohave Community College’s vision for a paperless campus impacted its human resources department and their HR documents in unexpected ways. In less than a year their HR team successfully implemented an entirely new way of creating, sending, and collecting HR documents and forms with PandaDoc. “We were really intent on becoming paper free and I knew there was a better way we could be doing things,” said Jennie Dixon, Director of Human Resources for Mohave Community College’s five campuses. “Now we feel leaps and bounds ahead of other departments and HR teams that are still struggling with paper forms or difficult software.”
By using PandaDoc for HR documents, Mohave Community College
Adopted a paperless sustainability initiative
No longer pays for paper, filing cabinets, and ‘people paper-pushers’
Created faster workflows & document processing
Saves time & money with better organization, document tracking, and templates
Mohave College by the Numbers
4 HR employees
50-100 documents per week
15 hours per week saved
Before PandaDoc, her department used a lot of paper forms for their HR documents. Many of their HR documents require collaboration with managers and form recipients. The paper trail meant longer process times and more manual work. Most of their HR documents also require them to collect signatures. As a result, they often printed and mailed forms, collecting data the old-fashioned way. They manually scanned the HR documents and completed forms to store in a virtual filing system.
“It was a nightmare,” she said. “Before PandaDoc our forms were getting lost on people’s desks, they wouldn’t sign them for weeks, and we had roadblocks.” - Jennie Dixon, Director of Human Resources at Mohave Community College
“In HR we live and die by the forms we have employees fill out. For things such as insurance and taxes, these are really vital documents we’re responsible for,” Jennie said. As the head of a small team with a lot of responsibility, she decided to take on the paper-free challenge and improve her department’s productivity at the same time.
The Human Resources department started using PandaDoc to manage their HR documents and achieved unexpected results. “We use PandaDoc for everything you can possibly imagine,” said Jennie. “If you have any form that you need to send out, route anywhere, be completed, and sent back - it works with PandaDoc every time.”
MCC's HR department currently has about 35 templates they use regularly to make the HR world go around every day. PandaDoc is now a core tool for their department. They use templates for background release forms, benefits forms, tuition forms, and insurance claims.
The goal to go paperless required "buy-in" from a lot of people, mostly those who would be receiving and completing the new digital forms. Jennie encouraged successful adoption of PandaDoc in her organization by creating templates and gradually sending forms via PandaDoc that benefited the recipients the most. She knew she would need recipients and collaborators to adopt PandaDoc and recognized that sometimes employees can be resistant to change. “I looked for something that would be easy for my employees to use and looked like the forms everyone was already used to using,” she said.
More departments at Mohave Community College are starting to follow Jennie’s lead for a paperless work environment. Other departments using PandaDoc at Mohave Community College are Compliance and Risk, Financial Aid, and the Center for Learning and Excellence in Technology.