Managing a software or systems implementation project involves complexities such as ensuring seamless integration with existing systems, handling data migration, and customising the software to meet specific organisational needs. Additionally, it requires effective user training, rigorous testing, and comprehensive project management to ensure a smooth transition and ongoing support.

Guidance to support your organisation’s implementation project

1. Evaluate your current contract management system (CMS)

  • Assessing the existing contract management system: Begin with a comprehensive review of your current contract management process. Map out each step, from contract creation to renewal or termination. Document the tools and methods currently in use. This will help you identify inefficiencies and areas that need improvement.
  • Gathering feedback: Engage with all stakeholders who interact with the CMS, including legal, sales, human resources, and research and development. Conduct surveys, interviews, and workshops to gather their insights and experiences. Their feedback will be crucial in understanding the limitations and challenges of the current system.
  • Identifying pain points: Analyse the feedback to pinpoint specific pain points such as delays in contract approvals, lack of visibility, compliance issues, and difficulties in tracking contract obligations. This analysis will help in formulating precise requirements for the new system.

2. Define your requirements

  • List of features: Based on your evaluation, compile a detailed list of must-have features for the new CMS. These may include automated workflows, e-signature capabilities, contract templates, compliance tracking, reporting tools, and integration with existing systems like CRM and ERP.
  • Prioritising needs: Not all features will be equally important. Prioritise them based on their impact on efficiency, compliance, and user satisfaction. Engage stakeholders in this prioritisation process to ensure that the most critical needs are addressed first.
  • Budget and timeline: Determine the budget available for the new system, including costs for licensing, implementation, training, and ongoing support. Set a realistic timeline that includes time for research, selection, implementation, and training. Make sure this timeline aligns with any critical business milestones.

3. Choose the right contract management system

  • Research Options: Conduct thorough research on the various CMS available. Use resources like software review sites, industry forums, and analyst reports. Shortlist the options that best match your requirements.
  • Vendor Demos: Arrange demonstrations with the vendors of your shortlisted options. During these demos, focus on how the system handles your specific needs. Ask detailed questions about features, customisation options, integration capabilities, and user experience.
  • Trial Period: If possible, secure a trial period or pilot program. This will allow your team to test the system in a real-world setting and assess its usability and effectiveness. Gather feedback from users during this trial to make an informed decision.
  • Reference Checks: Speak with current users of the CMS to understand their experiences. Ask vendors for references and contact those organisations to inquire about their satisfaction with the product and support services.

4. Plan the implementation

  • Implementation team: Form a dedicated team responsible for the implementation process. This team should include representatives from IT, legal, sales, HR, and any other key departments. Define clear roles and responsibilities for each member.
  • Implementation plan: Develop a detailed implementation plan that outlines each step of the process, including data migration, system configuration, user training, and go-live activities. Set milestones and deadlines to keep the project on track.
  • Data migration: Plan the migration of existing contract data to the new system. This may involve cleaning up and standardising data to ensure consistency and accuracy. Work closely with the vendor to manage this process smoothly.
  • Training and support: Create a comprehensive training programme for all users, including initial training sessions, user manuals, and ongoing support resources. Ensure that the vendor provides adequate support during the initial stages and has a reliable support system for future issues.

5. Monitor and optimise

  • Initial monitoring: Once the software is live, monitor its performance closely. Set up dashboards and reports to track key metrics such as contract approval times, compliance rates, and user adoption. Collect feedback from users regularly to identify any issues.
  • Troubleshooting: Address any issues that arise promptly. Work with the vendor’s support team to resolve technical problems and provide additional training if needed. Regular check-ins with the implementation team can help in quickly identifying and resolving problems.
  • Continuous improvement: Establish a process for continuous improvement. Regularly review the system’s performance and gather user feedback to identify areas for further optimisation. Stay updated with the vendor’s software updates and new features to leverage enhancements that could benefit your organisation.
  • Periodic reviews: Conduct periodic reviews of the CMS to ensure it continues to meet your organisation’s needs. These reviews should include performance assessments, user satisfaction surveys, and benchmarking against industry standards.

Reach out to our legal tech team to assist you with identifying the most suitable CMS for your organisation and to help guide you on your implementation journey.