How contract management works: This ensures that products are delivered as and when they are ordered.
Managing the relationship: Involves strengthening the contact between vendor and purchaser to allow for improved communication throughout the process of contract management.
Managing the contract: The ongoing administration that ensures the day-to-day procurement activities follow what is detailed in the agreement
Seeking improvements: Amendments and alterations are pursued within a procurement environment in order to improve efficiencies and generate an increase in profits.
Ongoing assessment: Procurement activities are assessed continuously to ensure that contracts are honoured, and all purchasing processes have been followed.
Managing change: As part of a long-term procurement relationship, the changes in activities, requirements or products need to be noted and handled effectively.
Managing renewal or termination: When a contract is due for renewal, taking proactive steps to understand whether the contracts should be renewed as is, re-negotiated or terminated, based on future business needs, commercial attractiveness and previous performance by the supplier.
Contract management best practices
- Standardise contract creation using a set of terms, conditions and legal language that applies to a large subset of contracts.
- Set contract management KPIs and make your goals transparent to the entire business.
- Track contract approval time. This allows an organisation the advantage of receiving contracted goods and services sooner, ensures a quicker move towards a positive relationship. Furthermore, the faster responsiveness means the business has an easier time seizing later opportunities.
- Set automated reminders to alert essential parties to review the document; this eliminates the risk of missing certain addresses in group emails.
- Make financial metrics a dedicated part of the business’ regular contract management reviews.
- Conduct regular compliance reviews. Neglecting this responsibility fails to protect the company against the risk of legal, industry and external regulations.