Addressing Contract Management Challenges with Advanced Software Solutions

Contract management is crucial for ensuring smooth operations and mitigating risks. Despite its importance, many organizations face persistent challenges in managing their contracts efficiently. 

This article discusses these challenges and explores how advanced contract lifecycle management software offers robust solutions to enhance contract lifecycle management, streamline workflows, and ensure compliance.

What are Contract Management Challenges

Organizations across various industries and geographies encounter several contract management challenges. From limited contract visibility to slow contract turnaround times, these issues can significantly impact business performance. 

Efficient contract management is vital for risk management, regulatory compliance, and achieving strategic initiatives.

Limited Contract Visibility

Challenges

One major challenge in contract management is locating contracts stored in diverse locations. Many organizations still rely on disparate systems, including filing cabinets and multiple digital repositories, leading to fragmented contract data. This fragmentation hinders contract visibility, complicating risk management and business operations.

Solutions

A centralized contract repository, often cloud-based, is essential to address these challenges. Such repositories consolidate all contract documents, making them easily accessible. Enhanced search capabilities within these systems allow quick retrieval of contracts, improving efficiency and reducing risks associated with poor contract visibility.

Slow Contract Turnaround Time

Challenges

The slow turnaround time for contracts often results from inefficient drafting and approval processes. Manual workflows and lost communications contribute to approval bottlenecks, delaying contract execution and impacting business timelines.

Solutions

Contract management software can streamline these processes through clause and template libraries, simplifying contract creation.

Collaboration portals facilitate centralized communication, while automated routing based on business rules accelerates approvals, reducing the slow process associated with traditional methods.

Contract Noncompliance

Challenges

Adhering to complex regulatory requirements is a significant challenge. Noncompliant contracts pose risks, including legal and financial penalties.

Solutions

Advanced contract management solutions automatically include necessary regulatory clauses and track compliance-related terms. These systems facilitate quick responses to regulatory changes through bulk actions, ensuring all contracts comply with the latest regulations.

Lack of Contract Standardization

Challenges

Non-standardized contract templates and clauses lead to increased workloads for legal departments due to manual reviews. This lack of standardization can also introduce inconsistencies and risks in contract terms.

Solutions

Reducing the number of templates and clauses through enterprise-wide solutions enhances contract standardization. Focusing on effective contract language and utilizing digital systems for template management mitigates risks and streamlines the contracting process.

Supply Chain Risk

Challenges

Managing supplier relationships and contract terms is complex, particularly with limited visibility into supply chain risks. Fragmented contract data exacerbates these challenges, making risk management difficult.

Solutions

Comprehensive contract repositories provide a 360-degree view of supplier contracts, integrating with third-party data sources for risk notifications. Visualization tools offer detailed insights into supply chain relationships, enhancing risk management.

Unwanted Expiry and Renewal

Challenges

Missed contract renewals or expirations can disrupt business operations and result in financial losses. Organizations often struggle to track critical dates and manage contract renewals proactively.

Solutions

Intelligent alerts and notifications for upcoming contract milestones enable proactive management of contract renewals. These features ensure that contracts are renewed on time, preventing disruptions and financial losses.

Siloed Contract Data

Challenges

Inefficient contract data management across different enterprise systems leads to errors and inefficiencies due to multiple data entries. Siloed data complicates contract management and reduces overall productivity.

Solutions

Integrating contract management software with ERP, CRM, SCM, and HRM systems ensures seamless data synchronization, eliminating redundant data entry. This integration improves data accuracy and operational efficiency.

Contract Processes Separated from Other Systems

Challenges

Context switching between systems reduces productivity and creates inefficiencies in contract management actions. This separation complicates the contracting process and hinders workflow efficiency.

Solutions

Embedding contract management actions within daily-use software improves user experience and productivity. Seamless integrations between contract management tools and other systems streamline workflows and reduce context switching.

Additional Challenges and Solutions

Maintaining Verbal Contracts

Verbal contracts can lead to ambiguities and risks due to their unwritten nature. Formalizing these agreements into written contracts within the management system enhances clarity and reduces risks.

Defining and Tracking Contract Costs

Accurate cost estimation and tracking are challenging, particularly in government contracts. Implementing digital systems provides accurate cost visibility and management, ensuring budget compliance and financial accountability.

Dealing with Outdated Boilerplate Language

Contract templates require regular updates to meet compliance standards. Utilizing customizable templates within digital systems ensures that contract language remains current and compliant with regulatory requirements.

Unnecessarily Extending Legal Review

Extensive legal reviews delay the contracting process. Highlighting key legal terms within the contract management system streamlines reviews, enabling faster approvals and reducing bottlenecks.

Executing Contracts the Easy Way Via Portant

Traditional contract execution methods are often inefficient, especially when you deal with contracts regularly.

Portant aims to improve efficiency in business operations by enabling companies to automate the creation and management of contracts by using their rich library of templates that also includes a standard Google Docs contract template, that you can use right away after creating a a free account.   

Portant also has email integration capabilities letting you connect your professional company email and send your completed contracts to other parties for review.

By adopting e-signature capabilities withing Portant’s platform you can e-sign contracts, enhancing business operations, and ensures secure, timely contract completion.

Conclusion

Effective contract management is essential for business success, addressing challenges such as limited contract visibility, slow turnaround times, and noncompliance. 

Advanced contract management software solutions offer centralized repositories, automated workflows, and compliance tracking, significantly improving efficiency and reducing risks.

To overcome these contract management challenges and enhance your business operations, consider implementing a robust contract management system like Portant. With pre-built contract templates, integrated email features for seamless reviews, and secure e-signature capabilities, Portant enables efficient contract lifecycle management. Sign up for a free account today to explore these powerful software capabilities and transform your contract management processes.