Your team is struggling to keep track of contracts. How can you help them stay organized?

Uma ótima maneira de analisar a situa??o atual da equipe é através da realiza??o de auditorias e revis?es externas, tal abordagem garante uma vis?o imparcial da eficácia dos processos de gest?o de contratos. Também sugiro que esta análise seja feita através dos resultados de indicadores de desempenho, alguns deles podem ser: Tempo médio de execu??o, taxa de renova??o e eficiência de cumprimento de prazos.

Dentre as alternativas de estabelecer uma gest?o contratual eficiência, destaco a implementa??o de rotinas de acompanhamento de indicadores através de reuni?es semanais/mensais de performance. Constru??o de SLA para medir entregas. Controle de preven??o de perdas para evitar passivos e pleitos, bem como, estabelecer uma rotina de fiscaliza??o atuante e efetiva.

1. Implement a centralized contract management system / use software. This will help in storing, organizing, and tracking contracts in one location. 2. Set up automated alerts for critical contract dates, such as renewal or expiration dates. This ensures that your team is proactively informed and can take necessary actions. 3. Conduct regular audits of your contract management system to ensure that information is up-to-date and accurate. Schedule periodic reviews to assess the effectiveness and make improvements as needed. 4. Provide training to your team on the usage of the contract management system and adherence to established procedures. Ensure the team understand the importance of maintaining organized and accurate contract records.

A highly effective approach for monitoring contracts involves implementing a comprehensive tracking system and consistently updating it. To accomplish this, it is essential to establish a dedicated team or utilize a Contract Management System. This team or system will play a crucial role in issuing alerts and reminders, ensuring the team stays well-informed about milestones, notice issuance, and other pertinent updates.

Effectively managing contracts is essential for optimising the business process. You can improve your tracking system with a centralized contract management approach by: 1. categorizing contracts based on business unit, customer, and transaction type. 2. establishing a standardized naming and filing system. 3. setting up reminders for key dates. 4. assigning a dedicated team member to each contract. In addition, regularly reviewing contract status and keeping proper documentation for each negotiation will help to ensure compliance and maintain clear communication within the team and with your counterpart(s).

Well one of the best ways to tracking your contracts is having detailed logs and updating them regularly. To achieve this you should have the right amount of people that are aware of their tasks and are able to perform them as needed. Do not ever pretend that you will be able to achieve good tracking of your contracts by having just one person handling everything. You need to be well staffed and assign clear tasks for each team member which will increase the efficiency of the tracking. Otherwise you will never be able to achieve what you seek.

Para fortalecer o controle sobre contratos e ajudar sua equipe, implemente uma ferramenta de gest?o de contratos, como o ContractSafe, padronize processos contratuais, forne?a treinamento sobre a importancia da gest?o de contratos, automatize workflows para melhor eficiência, estabele?a alertas para datas críticas, promova a colabora??o online com ferramentas como o Google Workspace e avalie regularmente os procedimentos para identificar melhorias contínuas. Essas medidas garantir?o organiza??o, eficácia e redu??o de riscos na gest?o de contratos.

Rightly stated. In a contract goals and requirements are defined through project technical specifications, completion time, contract value, commercial terms. Contracts are also bounded by statutory legal rules or law of the land which are generally non-negotiable. At times, conflict do arise among these so simple looking defined values/goals. Any ambiguity though small can lead to the failure of the contact. Also the way any variation will be dealt with during execution of a contract and minimum permissible expectations of each parameter of goal needs to be defined in clearcut terms. Values should be objective and not subjective .

Elaborar um planejamento de contrata??es, assim como o seu acompanhamento planejado versus o realizado, é de suma importancia. Recentemente, elaboramos um plano de contrata??es anual em atendimento à CGPAR 45, e os resultados foram surpreendentes, pois, com base nessa resolu??o, conseguimos abranger diversos itens previstos em legisla??es e normas, o que facilitará a fase de licita??o e contrata??o. Esse planejamento n?o apenas garante a conformidade com as diretrizes estabelecidas, mas também otimiza os processos, aumentando a eficiência e transparência na gest?o dos recursos públicos.

The methods to be used for creating a Tracker system or Log is also not easy to solve. Many organisations still resort to Excel sheets which are Time consuming inefficient methods, Labour intensive activities requiring care to create, maintain, circulate, respond to queries from recipients (those that actually take time to read them rather than those recipients that simply are checkers to see if the Tracker or Log has been "updated".

Choosing the right tools is always connected to the top line objectives on how they would be met. Often understanding the current state may tell you can use what exists within the enterprise & optimise it or look at something else to bring in. Feature mapping helps but seeing how features drive outcome changes the game and tailored demos showing those aspects helps validate the choice better. Partnering closely with consultants in the space who can do this kind of end to end vetting actually helps drives those outcomes.

The methods to be used for creating a Tracker system or Log is also not easy to solve. Many organisations still resort to Excel sheets which are Time consuming inefficient methods, Labour intensive activities requiring care to create, maintain, circulate, respond to queries from recipients (those that actually take time to read them rather than those recipients that simply are checkers to see if the Tracker or Log has been "updated".

One of possible solution is implementation of Contract Management System CMS. The CMS features automate alerts and reminders to keep users informed about key contract dates, milestones, renewals, and other critical events. By setting up predefined notifications, the system ensures that users receive timely reminders, enabling them to take necessary actions promptly. This functionality helps in fulfilling contractual obligations and preventing oversights.

To enhance contract tracking, shift from static management to dynamic visualization. Introduce tools like Trello for visual tracking of contract stages, or Asana for assigning tasks linked to contract milestones. Use Airtable for a database-centric view, combining the robustness of a database with the simplicity of a spreadsheet. For document-heavy projects, integrate a DMS like M-Files that uses metadata to organize and retrieve contracts. And don't forget the power of integration; Zapier can connect these tools to your existing ecosystem, automating workflows and ensuring nothing falls through the cracks.

Nunca deve-se escolher a ferramenta apenas pelas suas funcionalidades. Afinal, nem sempre a mais completa é a que melhor nos atenderá... O primeiro passo é sempre filtrar: come?ando pelo budget, depois pelas principais necessidades/dores a serem supridas, e pela capacidade dessa ferramenta em se comunicar com outros softwares da organiza??o.

In my experience, an effective training should not be a one way street. It is important to include the team in the process, taking into account the habits they had developped using the previous tools and the challenges they may face with the change thereof. This will provide valuable insights to design "best practice" observations and design effective ways to help everyone during the process.

An example I've seen in a successful organization is the effective training they give to their employees. Yes, success doesn't depend on only implementation rather on training the team regarding the usage of contract management tool properly. 1. Intro on tool - For example in SAP Ariba you can give an outline on it and features on it like tracking contracts, finding out their details. 2. Template setting - How the workflow or template is organised should be made known to the team. They should ensure to check if proper approval flow is set in the tool as per objectives and if the template is properly filled. 3. Permission - Team should be trained to give access, permission levels accurately. Use test cases to find out the drawback inprior

I believe a fish starts rotting from the top and so first of all let’s begin by having an organized because this is the very team to give guidance on the entire contract management prococess. Secondly it’s important to train all the stake holders through out the entire supply chain so that all of them understand their relevance and how important each plays their part. Communication is also paramount in contract management at all levels because with information it’s easier to fast track the implementation of these contracts

Based on my experience, I believe that effective training should be a collaborative effort, considering the team's existing habits with previous tools and anticipating challenges they might encounter with the transition. This approach allows for valuable insights to design "best practice" guidelines and implement effective support mechanisms throughout the entire process.

Implementation involved not just the technical integration of Adobe Sign API, but also ensuring that our team was fully trained on the new system. This training covered not only how to use the system but also how to generate and manage templates effectively. By focusing on training, we ensured that our team could make the most of the technology to improve our contract management process.

I once worked in an organization where contract management was done on a spreadsheet. Tracking this was tedious and counterproductive and we always missed renewal deadlines. As such, I implemented a simple solution in excel called "Conditional Formatting" which highlighted contracts 6months before renewal time and this saved us time and money not to mention gave us a better negotiation power

Defined in a very apt way. Monitoring is a continuous process and needs to be done in a methodical manner through use of proper software tools. To achieve this a project needs to be broken and sub-broken in various sub-activities and corresponding goals. Interlinking of the dependency of activities is all the more important for achieving all the goals of the Project. Only one tool should be used for monitoring of any project at all level of organization thought output report format will depend on the level of person taking a review of the project. Timely and correct punching of inputs and its timely review are very important in making any monitoring program successful and in achieving the goal of project.

No item 2 é importante considerar o que o cliente interno deseja também e o que e como deseja ter as informa??es. Contar com a colabora??o de todos que usam os contratos faz toda a diferen?a. Trazer todos para dentro do projeto, faz com que todos se sintam parte dele e logo ajudem a construi-lo da forma necessária a atender toda a corpora??o.

Actually I disagree with some contract team professionals stating the majority of the works are reviewed, automated and the task is done. It's an absolute NO. Monitoring the performance and continuous improvement defines the true success. To measure and compare any contract process, setting key matrics is important like compliance, cost, risk, quality, revenue etc. Set a goal as per your organisation's objective and compare with the current performance. Track it for a few days and develop a plan to improve it. If a tool is used, continuous update on the tool is necessary. Yes, set a team specially for it. Analyse which new features can be added newly like to reduce the timing of contract creation, cost etc, automating repeated tasks etc

Medi??o e monitoramento é de extrema importancia no processo, é necessário estabelecer condi??o de visualiza??o e divulga??o dos resultados as pessoas estrategicamente envolvidas e que tenha interesse no assunto. Ferramentas usualmente adotadas no mundo corporativo hoje est?o, excel, power BI. Relatórios do processo/contrato precisam ser periódicamente checados e analisados, buscando identificar oportunidades e transforma-las em ganho efetivo.

Contract repository processes and policy set up within the ambit of contract lifecycle management (CLM) is best way to organize & track the contracts. Contract repository helps in creating uniform and single source of contract storage, tracking and overall management. Use of tech tools like version control tools / access control is beneficial.

It’s essential to integrate contracts into project schedules, create a dedicated breakdown schedule, and consistently monitor them. Including contracts in team meeting agendas helps ensure everyone is on the same page, and any changes or updates should be aligned with the contract and its schedule.

- Cria??o de padr?es de contratos com amarra??o dos termos de prote??o à empresa. - Escopos bem desenhados e acordados entre as partes com etapas claras e valores proporcionais .

Excelentes contribui??es, inclusive alguns insights. Gostaria também de destacar a importancia das equipes técnicas e de compras, que ao desenvolverem estratégias para a negocia??o do escopo, envolver a quipe de gest?o de contratos, todo o ganho com um excelente escopo e uma maravilhosa negocia??o, se perde na desorganiza??o da gest?o dos contratos. Minha dica é sermos "simples"!

One thing I find helpful is to implement a version control system to track changes made to contracts over time. This helps prevent confusion and ensures that everyone is working with the most recent version.