Effective contract management strategies can cut costs, reduce risk and ensure everyone involved has the information needed to make positive decisions. And yet, many business owners tend to overlook or undervalue the importance of effective contract management.
Without proper care given to crafting contracts that are specific and clear, businesses face numerous pitfalls throughout their day-to-day operations, from disputes among contracting parties to failing compliance obligations and more. To help keep these issues at bay, it’s important for businesses to understand how good contract management practices contribute to overall success in both short-term objectives like closing deals quickly, as well as long-term goals such as building strong customer relationships and trust.
Read on to learn five tips you can use when creating an effective contract management strategy that puts your organization on the fast track to greater results.
Invest in the Right Tools
No matter the size of your business or the industry you operate in, you need to have the right tools in place for your business to operate successfully. When it comes to contractors, a contractor management system is a great tool to help your organization manage and monitor contractor performance, track certifications, and licenses, and ensure compliance with safety regulations. It can also help reduce costs associated with contractor management, such as time and money spent on background checks and training.
Additionally, it can help organizations reduce the risk of non-compliance with the law and streamline the contractor onboarding process. Utilizing a contractor management system can ensure a successful project and help organizations grow and organize their contractor network quickly and efficiently.
Get the Right People Involved in the Process of Managing Contractors
Working with independent contractors can be daunting without adequate people in place to manage them. Successful performance depends on the establishment of the right team of professionals to handle the work. A reliable project manager is vital for day-to-day process oversight, and HR staff need to be diligent in selecting qualified workers, setting deadlines, and monitoring progress.
In addition to this, legal advisors should ensure that all contracts are valid and up to date for compliance purposes. With the proper personnel in place, managers can use available resources and leverage contractor input for successful outcomes.
Track Progress and Performance
In order to ensure the successful completion of any project that involves contractors, it is essential to track progress and performance. Setting checkpoints in the process can help monitor and manage any issues that arise for both parties. This not only contributes to a mutual understanding between the contractor and the business, but it also helps to keep projects on track by allowing quick corrective action when things don’t go according to plan.
This also establishes trust between both parties and allows further collaboration. The outcome of such an approach is better quality work with reliability and productivity over time while helping everyone involved understand their roles clearly.
Manage Changes to the Contract Throughout Its Lifecycle
Managing changes to the contract throughout the lifecycle involves keeping track of any modifications and making sure they are properly documented. This may include topics such as updating terms, ensuring everyone involved understands their role in fulfilling the contract, reviewing points of contention, assessing changes in tax laws or regulations, and addressing additional costs or provisions independent of the initial agreement.
Be Prepared to Negotiate Terms and Conditions
Around 80% of companies have no formal negotiation process when it comes to negotiating terms and conditions with their contractors. This can be a mistake, as it leaves the door open for disagreements and confusion. Having a clear and concise negotiation process is key to ensuring that both parties are on the same page. This can include setting clear expectations for the contractor’s performance, outlining the payment structure, and making sure that all documentation is properly filled out and signed.
Negotiations should also include open dialogue so that both sides are able to express their opinions and come to an agreement that works for both parties. Having a formal negotiation process in place can help ensure that all parties understand the terms and conditions of the agreement, and can help prevent costly disputes down the road.
Bottom Line
Managing contracts effectively is essential to achieve success in any organization. The tips outlined above provide a framework for establishing good contract management processes in your organization. Of course, there will always be variations from one situation to another and it’s important to tailor the strategies to your specific needs. However, if you keep these five key points of contract management in mind when developing and implementing a successful strategy for success, you’ll certainly be on the right track.
Ingrid Maldine is a business writer, editor and management consultant with extensive experience writing and consulting for both start-ups and long established companies. She has ten years management and leadership experience gained at BSkyB in London and Viva Travel Guides in Quito, Ecuador, giving her a depth of insight into innovation in international business. With an MBA from the University of Hull and many years of experience running her own business consultancy, Ingrid’s background allows her to connect with a diverse range of clients, including cutting edge technology and web-based start-ups but also multinationals in need of assistance. Ingrid has played a defining role in shaping organizational strategy for a wide range of different organizations, including for-profit, NGOs and charities. Ingrid has also served on the Board of Directors for the South American Explorers Club in Quito, Ecuador.
