A cloud-based contract management\nsystem can help you improve your workflow efficiency, increase automation, and\nmake it easier to collaborate with your strategic partners. \n\n\n\nHowever, before making this\ntransition, you need to make sure all of your current contracts and templates\nare organized. You will not be able to take full advantage of the new system if\nyour files are a mess. \n\n\n\nPreparing\nYour Files\n\n\n\nA new contract management system\nwill only work as well as the data you import into it. \n\n\n\nYou needto address questions,\nsuch as: \n\n\n\nWhere are\nyour contracts currently stored? What naming\nconventions do you currently use? Do you have\ntemplates you plan to use?\n\n\n\nIf you do not have a consistent\nnaming convention, take the time to create one before you upload all of your\nexisting files to the new system. Update all of your old contracts with the new\nnaming convention. Double check that you know the current digital location of\nall of your contracts. \n\n\n\nDealing\nwith Your Metadata\n\n\n\nIn addition to dealing with your\ncontracts, you also need to organize your metadata. Many organizations use\nExcel to keep track of information such as critical dates, parties to the\ncontract, location, and type of contact. \n\n\n\nYou will be able to import all of\nthis metadata into your cloud-based contact management system. However, you\nneed to make sure that the metadata is complete and consistent for each\ncontract.\n\n\n\nFor best results, you want every\ndate in the metadata to be formatted mm\/dd\/yyyy. You also want to make sure\nthat details like state and postal code are entered for each contract. This\nmake sure that your contracts and metadata are importedcorrectly and that your\ncontracts are easy to find in the new system.\n\n\n\nIf you have metadata fields missing,\nthe new system may automatically insert a placeholder that can cause confusion\nwhen trying to run reports or perform searches. You can always correct metadata\nafter the new contract management system has been implemented, but it will\nfaster and easier to correct your metadata before you import everything. \n\n\n\n ContraxAware is a complete end-to-end Contract Management Solution to streamline your entire contract management process.\u00a0 Schedule a Demo.\n\n\n\nConsolidating\nYour Contracts \n\n\n\nBefore implementing contract management software, you need to consider the most effective way to store your contracts so that they are secure and accessible. The more organized your contracts are, the easier it will be to upload everything to the new system. \n\n\n\nConsider tagging documents with\nkeywords relevant to the information in the files. This will make it easier to\nsearch for specific contracts in the new system. \n\n\n\nFile\nFormat\n\n\n\nIf you plan to move all of your\ncontracts over to your new contract management system, be sure to convert them\ninto a file format that is compatible with the new software.\n\n\n\nTypically, PDFs are optimal. You\nwill get more out of the new contract management system if all of your\ncontracts are in PDF format. Taking the time to convert all of your contracts\nto the same compatible file type will payoff once the new system is in\nplace. \n\n\n\nGather\nTemplates\n\n\n\nGather all of the contract templates into one place and update them before you implement the new contract management system. \n\n\n\nIf you don\u2019t have templates,\nconsider creating contract templates for common types of agreements in the new\nsystem. This will improve your efficiency and make all of your agreements with\nvendors, customers, and others more consistent. \n\n\n\nTraining\n\n\n\nTraining your team for the\nadoption of new contract management software is the most important step to\nensure a seamless and efficient implementation.\n\n\n\nYou should be sure that all\nemployees understand how to operate the new software and that they are familiar\nwith any new storage or naming procedures that are being established. Moreover,\nyou need to establish a clear workflow that employees can easily and\neffectively follow. This could involve delegating specific tasks to certain\nindividuals and designating a few employees as leaders who can answer questions\nregarding the new software.\n\n\n\nRollout\n\n\n\nIn addition to training, you need\nto consider how you plan to roll out your new contract management system.\n\n\n\nIt will likely take time for your\nteam to become familiar with the new practices and procedures. Make sure that\nyou are prepared for a core group of employees to use the new system while the\nrest of your team learns the ropes. \n\n\n\nDo not allow employees to use the\nlegacy contract management system for new contracts. This can lead to contracts\ngetting lost. While there may be a short period that your organization will be\nusing two different systems as you make the transition, the sooner you can get\neveryone on board with the new system, the better. \n\n\n\nImplementing new contract\nmanagement software is a great way for your firm to become more organized and\nexperience increased productivity. Taking these steps to prepare for the\nadoption of a new system will help make sure that the transition is as easy and\nefficient as possible.