The choice of an ideal CMS is perhaps one of the most critical decisions that a business will have to make. CMS used correctly can make the contracts manageable and legal complaints decreased, while a bad choice may result in service provision with increased risk factors.
However, considering the number of available choices, you must consider your company’s needs before making a decision. Knowing what features and capabilities are most valuable, you can be assured that the CMS selected will indeed help your company.
Assess Your Company’s Specific Needs
To avoid issues, it is vital when choosing the Contract Management System (CMS), to take time and establish what your company needs. The first step is to assess your current state of contract management. What are the inefficiencies? Are you looking for a system that would support the large number of contracts that are signed on a daily basis or are you looking forward to having a system that will ensure that the legal department works closely with the sales team as well as the procurement team? Evaluating these needs will help you in determining a CMS that meets these central concern areas.
Prioritize User-Friendliness and Integration
The contract management system must be user-friendly for all members of the team because they may not necessarily have a computing or IT background. Complexity may reduce efficiency and effectiveness as well as allow for errors in tasks. Ensure the system interoperates smoothly with other software solutions like the CRM, e-signature programs, or ERP solutions. For instance, Ironclad offers a web-based contract management system that focuses on the simplicity of its architecture and its ability to fit into a firm’s existing structure.
Ensure Security and Compliance Features
It is important for contracts to be secured since they may contain information that is sensitive to a business. Select CMS that has security features such as encryption, secure access, and a record of audit trails. Moreover, the system should provide the workflow templates for compliance with the regulations and notifications for the contracts’ renewal or the deadline. This eliminates the cases of failure to meet contractual agreements or having to pay hefty fines for non-compliance.
Look for Automation Capabilities
Contract creation, approval workflow, and record management are all time-consuming processes that can be easily lessened with automation. A good CMS provides certain automation aspects that can help in managing the contract from creation to signing and later to renewal. These capabilities may prove to be useful in helping with your time constraints; and minimizing human errors.
Assess the Quality of Customer Support and the Availability of Training Programs
Lastly, despite the simplicity of the proposed system, employees may need to be trained to take advantage of the CMS fully. Make sure it provides extensive orientation and advice for its users or customers, whether through instructions, live assistance, or personal managers. After the implementation of the system, support and training will ensure your team is able to work efficiently on the system and take advantage of the many features offered.
