Today's employees are under enormous pressure to communicate: according to a recent study by Microsoft, they receive a new message every two minutes, whether by email, Teams or other tools. The result: an endlessly fragmented working day, characterized by constant interruptions and almost impossible to plan concentration time.
At the same time, teams are creating more content than ever before with emails, presentations and documents of all kinds. But at this pace, there is hardly any time to check legal requirements or carefully coordinate wording.
And this is precisely where the risk lies: more content also means more potential errors - especially if text modules, signatures or templates are not checked and provided centrally. Legally compliant communication must therefore not be a product of chance - it must be systematically supported.
In modern companies, teams are increasingly working in a decentralized and cross-channel manner. Content is created ad hoc, often adapted and sent quickly. But how can the quality and legal compliance of content be guaranteed?
Typical challenges:
The desire for fast communication can conflict with the demand for legal correctness. Although AI can increase efficiency, it also harbors the risk of uncontrolled formulations. The solution is therefore not to do without technology, but to use it in a controlled manner with clear framework conditions.
Legal certainty is not a theoretical requirement, but a daily reality. Mistakes can creep in, especially when communicating under time pressure.
A municipal administration uses an internal Word template for notifications to residents. The template refers to a regulation that is no longer valid because it has never been updated. The letter causes confusion, leads to complaints and causes a wave of corrections. The damage to the authority's image is considerable.
A construction company relies on an outdated contract template when selling condominiums. An important clause on building acceptance no longer complies with current case law. A buyer uses this after the fact to force an amendment to the contract. The project is delayed, trust suffers and the legal department is tied up for weeks.
An employee of a medium-sized IT service provider in Bavaria creates his email signature himself because no central solution is in use. He enters his name, the department and the company logo - but forgets the legally required mandatory information such as the full company name, legal form, registered office, registration court and commercial register number. The IT department becomes aware of this and has to check and correct all signatures under time pressure.
Use verified templates: Only work with officially approved document templates, ideally with versioning and clear responsibilities within the company.
Avoid copying and pasting from old emails or files: What was once correct may now be out of date. Copied content is a frequent source of errors.
Maintain central text modules for recurring content: Standardization pays off, especially for data protection, liability or legally relevant passages.
Make AI-supported content recognizable and have it checked: AI-generated texts should be proofread and adapted to the context.
Create transparency and responsibility: who can approve, update or change content? Clear processes and responsibilities strengthen legal protection.
With primedocs, companies and administrations create the ideal balance between efficiency and control. Especially in a working world in which content is created, sent and digitally signed quickly, clear standards and tools are needed to implement these standards in everyday life.
Whether contract clauses or data protection formulations: With primedocs, centrally maintained, checked and approved text modules are available to all employees. These can be inserted directly into documents or emails using drag & drop.
An e-mail signature is more than just a sender - depending on the country, it is also subject to legal requirements. With primedocs, signatures are managed centrally and automatically adapted to the role, language and recipient. Employees do not have to create their signature manually, but receive it automatically: This ensures that all information is correct, consistent and CI-compliant - right from the first working day.
A legally secure signature is essential, especially in contract-based processes. With the DeepSign integration in primedocs, documents can be digitally signed directly and, if desired, in a legally secure manner. (e.g. with a qualified electronic signature in accordance with ZertES/eIDAS)
Further information can be found in the detailed blog post on electronic signatures.
The facts are clear: with every text generated, every new email created and every uncontrolled template, the risk of being legally vulnerable increases. And not at some point, but now!
Especially when teams work decentrally, communicate under time pressure and increasingly use AI tools, clear processes, central control and tools that think for themselves are needed.
primedocs offers exactly that. This makes legally compliant communication the standard.