Contract Management Process — Everything You Should Know

Why does it Matter?

The contract management process does not get enough attention as much as supply chain management and process automation. However, it is an essential factor for effective business process management. 

An effective contract management process is connected to the overall performance and health of the organization. Additionally, it plays a huge role in the relationship of the organization with everyone in its supply chain and market. 

Effective contact management can help the organization in:

• Establishing a framework to streamline and standardize contract preparation, negotiations, and renewals. 
• Decreasing expenses and greater profit through optimizing the contract process. 
• Enhancing strategic sourcing through data analysis
• Improving supplier relationship management through data transparency. 
• Ensuring to meet all the contractual obligations of the organization and its third parties. 
• Reducing exposure to existing procurement, financial, and legal risks. 
• Creating policies and contingencies easily to mitigate risks. 
• Speeding and improving the overall process optimization. 
• Establishing centralized contract management to connect contract data to other essential workings of the organization. 
• Reducing the need for legal department oversight and intervention during the creation of a contract. 

The Contract Management Process

1. Preparation

A contract is a legally binding document which is why it needs to be well-researched and properly prepared. Failing to prepare a contract will affect your relationship with third parties and the worse part is that they might file a lawsuit against you. 

It is important to ensure that the parties in the contract will mutually benefit. Additionally, it is essential that all the expectations of the parties are met. 

When drafting a contract with the legal department of the organization, the contract  manager must lay out the following:

• Complete and accurate information of all the parties involved. 
• The needs and expected outcome of all the parties. 
• Possible methods to use to eliminate risks
• Financial and other protections to preserve profitability, production, and relationship. 

2. Creation

Legal oversight is essential in the contracting process. Working with the legal team of the organization will ensure that every agreement complies with local and international laws. 

There are pre-approved templates that are created by legal professionals. This will smoothen the contract creation process and ensure that the contract is compliant with the law. 

3. Negotiation

Contract negotiations are the right time where parties can resolve any disagreements and misunderstandings before anyone signs. 

Additionally, this is where parties can make desired changes to mutually benefit and strengthen collaboration. 

4. Approval

Once all the parties have reached an agreement, the contract needs to be approved by all the appropriate stakeholders. 

Contracts will move through final review to ensure that it is legally correct, compliant, and consistent with the standards and policies of an organization. 

5. Execution

After it has been reviewed, all the parties involved can now sign the contract. Whether it is an e-signature or the old-fashioned use of ink, the signature will execute the contract to take effect. 

6. Amendments and revisions

We all know that many things are now happening in the world. From a global pandemic to war between countries, everything now is uncertain. These events can disrupt the supply chain which makes it necessary to amend contracts. 

Of course, when amending the contract, the other party must be involved to ensure that everything is transparent and fair for all parties. 

Benefits of Contract Management Automation

We all know that automation can do wonders for many organizations which are also true for contract management. Contract management solution enables digitization and automation of the critical parts of contract management. 

Contract management solutions can help improve contract efficiency, and allow better supply chain visibility and management of obligations. Additionally, it enhances contract compliance and reduces exposure to supplier risks. 

Contract management solutions can give also give you the following benefits:

1. Faster contract creation

Software solutions allow users to begin the contract creation process with some level of guidance. The usage of approved templates and language helps to speed up approvals. 

Additionally, automated review, collaboration, and tracked changes can help speed up negotiation and review. 

2. Enhanced contract visibility

Having a centralized system for contracts is priceless. The suppliers and employees of the organization can easily access the contract data they will need. Additionally, the entire history of a contract is visible which can give you insights for the benefit of the organization. 

3. Improve compliance with contracts

Tracking and monitoring compliance to contract conditions, obligations, and terms are easier with contract management tools. You can link your supplier contract to the procure-to-pay process to ensure that transactions are compliant. 

4. Mitigate risks

Contract management software helps reduce exposure to risks by monitoring key obligations. Additionally, it can help identify contracts that need amendments due to regulations.