While the businesses keep themselves busy in signing numerous contracts, administering contracts is equally critical for implementing and completing the contracts successfully. However, management does not show much attention to this aspect of contract management.
- Contract administrators should be skilled enough, that after awarding all the rights, make sure the contract is completed successfully. After the contract is concluded successfully, the relationship among the stakeholders should also be maintained.
- In this discussion, Docsign pro will discuss the challenges related to contract administration and the best practices that help us manage it effectively.
Tips for Manage Administering Contracts
- After the content is finalized with approval of the stakeholders, contract administration should start. Using the best e-signature app for digital signature is also a part of it, as the administrator knows the best solutions that can keep the contract secure, protected, and legally binding.
- If these contracts are required to get acceptance from the officials, it is also a part of the contract administration. After that, he needs to understand all the components, terms and conditions, implemented processes, and important dates like expiry dates.
- The major responsibilities start from now! administering contracts is a day-to-day task as the majority of the tasks, and services require daily updates.
- Moreover, he needs to keep an eye on the flow of processes to ensure that the project will be finished before the deadline.
- Additionally, he ensures the quality levels and has a responsibility to maintain it according to the budget and project requirement.
- An important aspect is that all contracts are not equal. The reason is that the size and scope of every project are different.
- So, setting up the priority of every project according to its value is another essential task of a contract administrator.
Common Pitfalls
- During this whole process, the contract administrator can face some common hurdles. These actions can disturb your performance, so you need to be very careful in this regard.
- Sometimes, poor contract management, using free E-signature apps that do not offer required security, and increased costs can be the issues that slow you down.
- In some companies, the records are outdated or insufficient that can misguide the administrator. Poorly-managed business operations and low-quality goods can also be the reasons.
- To manage all these issues, it is necessary to exercise best practices during the contract administration. We are discussing these practices here:
Kick-Off Meetings to Establish a Strong Communication Channel
- At the start, these kick-off meetings help you make ground for completing the project. Here, all the stakeholders can communicate with each other and address the expectation to avoid any misunderstanding among them.
- In the current digital world and the presence of the Covid-19 Pandemic, thee meetings can be arranged online. Establishing a well-organized communication channel is also the responsibility of the contract administration department to ensure that everyone has a right to address his concerns, and the relevant authorities reply to him accordingly.
- Developing an open environment for such communications is also essential to avoid any conflict in the future.
1. Monitoring
- As these contracts are time-bound, so it is necessary to follow all the operations, activities, and submissions regularly. Collecting on-time deliverables with the maximum attention helps you understand the ground situation and implement procedures accordingly.
- Additionally, if the contract administrator finds any delay or low-performance, he should take the necessary actions and speed up the procedures.
- Another point is to intimate the related departments or individuals to follow the deadlines strictly. Genuine delays, if any should be conveyed to the management.
- Genuine delays should also be conveyed to the management to keep them informed, take their feedback, and inform the relevant departments.
- The priorities can also be revisited to speed up the processes with the consent of all stakeholders.
2. Effective Record Management
- During all these activities, in administering contracts, The team needs to note down all the activities, maintain it in the required sections of the record management solutions, and keep an eye on all these records.
- In the current digital world, records can be managed more effectively. This can be achieved by using any of the most renowned contract management solutions with the digital signature.
3. Future Planning
- During contract management, companies learn a lot. Proper administration of the contracts guides you a lot in this regard.
- All the above-described activities help the companies learn from previous experiences and improve future documents according to the business requirements.
- In this way, the companies can also address their deficiencies that are damaging their current performance. Moreover, success stories keep you motivated and prepare you for the next tasks.
