2024 Guide: How to Analyse Your Existing Contracts

Contracts are at the heart of business life — they keep agreements and promises moving. But contracts offer much more than meets the eye. They contain valuable information that can help companies make smarter decisions and work more smoothly.

In today's competitive world, understanding this information is very important. Each contract can uncover aspects such as potential pitfalls, associated risks, and opportunities to improve processes and reduce costs.

This article is about understanding the core of your contracts. We'll cover the basics of contract analysis, the importance of contract analysis before implementing a CLM (Contract Lifecycle Management) system, the benefits of using technology in contract analysis, and tips for choosing the right CLM software for your needs.

Understanding the basics of contract analysis

Contract analysis is the comprehensive study of the terms of a contract to understand its effects, ensure its enforceability, and assess its compliance with company goals. This includes reviewing the language, identifying potential risks, and ensuring that all conditions are clear, fair, and compliant with the law.

The role of contract analysis in business processes is crucial for a number of reasons:

• Identification of rights and obligations: One of the main goals of contract analysis is to identify the rights and obligations of each party involved. This includes understanding what each party is entitled to and what obligations they must fulfill. By clearly defining these rights and obligations, contract analysis helps to avoid misunderstandings and disputes.
• Thorough review of legal language: This includes a comprehensive review of the legal language used in the agreement. This includes closely examining clauses, definitions and provisions to ensure clarity and precision in the terms set out. Legal terminology can sometimes be complex or ambiguous, so careful analysis is essential to accurately interpret the meaning of the contract.
• Risk Assessment and Mitigation: Contract analysis involves evaluating the various risks associated with the agreement, such as financial, operational and legal risks. This includes the assessment of factors such as liability, compensation provisions and force majeure clauses. Once risks are identified, companies can develop strategies to mitigate them through negotiations, risk transfer mechanisms, or insurance coverage.
• Compliance monitoring: Contract analysis plays an important role in ensuring compliance with contractual obligations. This includes tracking deadlines, performance milestones and deliveries specified in the contract. By monitoring compliance, companies can avoid contract breaches and maintain positive relationships with business partners.
• Financial and cost analysis: Analyzing contracts from a financial perspective helps companies assess the financial impact of the agreement. This includes evaluating pricing structures, payment terms, and performance incentives. By carrying out a cost analysis, companies can optimize their financial resources and maximize profitability.
• Strategic insights and decision making: Contract analysis provides valuable insights that inform strategic decisions within the organization. By understanding contract terms, companies can assess the impact on various aspects of their operations, such as supply chain management, product development, and market expansion. This enables well-founded decision-making in line with corporate goals and long-term growth strategy.

Key contract types that are analyzed by B2B customers and companies

Different types of contracts are typically analyzed to formalize business relationships and transactions. These contracts cover a wide range of activities and collaborations, each with their own terms, conditions, and considerations. The most common contract types include:

• Sales contracts: These contracts form the basis of every commercial transaction. Your thorough analysis is critical to ensure that all terms related to the sale — from product specifications to pricing and payment terms — are clearly defined and mutually agreed upon. A lack of analysis of these agreements can lead to misunderstandings, disputes, and financial losses for both parties. For example, an inaccurate definition of product specifications could result in the delivery of goods that do not meet the buyer's expectations, which could lead to dissatisfaction and potential legal problems.
• Procurement contracts: The analysis of procurement contracts is crucial for companies to smoothly secure the required goods or services. By carefully reviewing established quality standards, delivery times, pricing structures, and guarantees, organizations can ensure that they receive value for their investments and avoid procurement risks. Without thorough analysis, companies could inadvertently enter into agreements that expose them to low-quality products, delays, or unexpected costs.
• Partnership agreements: Partnerships involve a high level of collaboration and shared responsibility. The detailed analysis of partnership agreements helps partners to clarify their respective roles, obligations, and expectations in advance, reducing the likelihood of conflicts or misunderstandings. It enables partners to set clear decision-making processes, allocate resources efficiently, and plan for contingencies such as dispute resolution mechanisms or exit strategies. Inadequate analysis of partnership agreements can result in unbalanced partnerships, strained relationships, and even legal disputes that jeopardize the viability of the partnership.
• Service Level Agreements (SLAs): In B2B relationships where services are exchanged, SLAs serve as a measure of service quality and performance. The analysis of SLAs enables both parties to set realistic expectations, define measurable performance indicators, and establish clear protocols for dealing with service issues or downtime. By understanding the impact of SLA conditions, such as availability guarantees, response times, and penalties for non-compliance, companies can proactively manage service management and maintain customer satisfaction. Neglecting the analysis of SLAs can leave companies vulnerable to service disruptions, reputational damage, and financial penalties if agreed service levels are not met.
• Confidentiality Agreements (NDAs): Confidentiality is crucial in many business relationships, particularly when sensitive information is shared between parties. The analysis of NDAs is essential to ensure that sensitive information is adequately protected and that both parties understand their obligations regarding use and disclosure. A thorough analysis of NDAs helps organizations identify the scope of sensitive information covered, determine permitted uses, and outline measures for violations. Without proper analysis, companies risk proprietary information being exposed to unauthorized parties, which affects competitive advantages and can lead to legal consequences if confidentiality breaches occur.
• License agreements: Intellectual property (IP) is a valuable asset for many companies, and license agreements govern its use and exploitation by third parties. A thorough analysis of license agreements is critical for licensors to protect their IP rights and for licensees to understand their rights and obligations with respect to the licensed assets. Key considerations include the scope of licensed rights, usage restrictions, royalty, renewal conditions and termination clauses. Without careful analysis, parties could inadvertently infringe IP rights, exceed usage limits, or fail to fulfill contractual obligations, which could result in legal disputes and financial liabilities.
• Employment contracts: The analysis of employment contracts is critical to providing clarity about rights and obligations, ensuring compliance with labor laws, ensuring the protection of IP rights, and understanding termination conditions and competition clauses. These contracts form the basis of the employer-employee relationship and specify key details such as duties, compensation, benefits and termination conditions. A thorough analysis helps to avoid misunderstandings and disputes, ensure compliance with legal requirements, protect valuable intellectual property and provide clarity about post-contractual obligations. By carefully reviewing employment contracts, both employers and employees can enter into fair, legally compliant and positive working relationships.

The need for contract analysis before CLM implementation

Die Implementation of contract lifecycle management (CLM) software represents a strategic initiative for organizations that want to streamline their contract management processes, increase compliance efforts, and mitigate risks. Before implementing CLM, however, a thorough contract analysis is crucial.

First, it provides an understanding of existing contracts, including their terms, obligations, and provisions. This understanding is essential for accurate data migration to the CLM system to avoid overlooked obligations or compliance issues.

Second, contract analysis enables data standardization by identifying common clauses and metadata, which makes it easier to effectively configure CLM software. Without standardization, organizing and searching for contract information becomes inefficient.

In addition, contract analysis offers optimization opportunities by identifying frequently negotiated clauses or conditions that can be simplified in the CLM system. Without this analysis, companies could miss out on opportunities to reduce costs or optimize revenue.

Failure to analyze contracts prior to CLM implementation poses several challenges and risks:

• A lack of contract analysis can lead to inefficient workflows and processes in the CLM system. This includes inadequate automation, redundant approval steps, and manual interventions that hinder productivity and increase operating costs.
• Inadequate contract analysis can result in the implementation of CLM software that does not meet end users' needs or expectations. This can result in poor user acceptance, resistance to change, and dissatisfaction with the CLM system, ultimately affecting its effectiveness and ROI.
• Without contract analysis, organizations could overlook opportunities to optimize contract management processes, increase efficiency, and take advantage of strategic benefits from their CLM investment. This can limit the ability to use insights from contract data analysis and continuous improvement initiatives.

Steps to analyze existing contracts

Step 1: Collect and organize contracts
The first step in analyzing existing contracts is to collect and systematically organize all contract documents. This requires the creation of a central archive for easy storage and retrieval of contracts. For physical documents, digitization is crucial for better management and accessibility. This can be done using scanners and OCR (Optical Character Recognition) software to convert paper documents into digital formats.

Effective organization includes categorizing contracts based on criteria such as type (e.g. supplier, customer, employee), importance, expiration date, and other relevant attributes. Categorization makes it easy to quickly retrieve and review specific contracts. Implementing a document management system (DMS) can significantly increase the efficiency of this process. A DMS offers features such as search capabilities, secure access, version control, and backup options. It ensures that all contracts are easily accessible, properly indexed, and securely stored, streamlining the contract management workflow.‍

Step 2: Identify key contract elements
Once contracts are organized, the next step is to identify and extract key elements within each contract. These key elements typically include:

• Start and end dates
• Specific clauses (e.g. confidentiality, compensation, dispute resolution)
• Obligations of the parties
• Penalties for non-compliance
• Cancellation conditions

Identifying these elements is critical to understanding each party's obligations and responsibilities. Contract management software can automate this process by using AI and machine learning technologies to search large volumes of documents and extract key terms and conditions. These tools reduce manual workload, increase accuracy, and minimize the risk of human error. You can also highlight important data and commitments to ensure that nothing is missed during the contract lifecycle.

Step 3: Evaluation of contract performance
The evaluation of contract performance includes monitoring whether the conditions are met by all parties. This step includes:

• Tracking shipments
• Verifying compliance with contract terms
• Evaluation of any disputes or issues that have arisen

Evaluating contract performance helps to understand how effectively the contract fulfills its intended purpose. It provides insights into areas where the parties are successful or struggling, and enables better management and adjustments. Performance evaluations can show whether certain conditions or clauses in future contracts need to be renegotiated or amended. Before automating any part of contract management, it's important to understand current performance levels to ensure that automation improves, not complicates, the contract execution process.

Step 4: Risk Assessment and Management
Assessing the risks associated with every contract is crucial for effective contract management. This step includes identifying potential areas where the contract may not achieve its goals, such as:

• Financial risks
• Legal non-compliance
• Other liabilities

Understanding these risks enables an organization to take proactive steps to mitigate them. Techniques such as risk modelling and scenario analysis can be used to predict and assess the impact of identified risks. Developing a risk mitigation strategy is essential. This strategy could include:

• Preparation of emergency plans
• Regular monitoring of risk factors
• Implementation of contractual protection measures (e.g. benefit bonds, insurance requirements)

Using technology in contract analysis

The way we analyse contracts has changed significantly thanks to advanced technology. These new tools make the entire process easier, more precise and secure — from document collection to risk management. Here is a closer look at the key technologies used in contract analysis:

1. Natural language processing (NLP)
   Natural language processing (NLP) enables machines to understand and interpret human language, which enables sophisticated contract analysis. In the legal sector, NLP algorithms can identify clauses, obligations, and legal terms in contracts and thus enable a more comprehensive and accurate analysis. By analyzing the semantics and context of contract language, NLP tools can extract meaningful insights from contracts and help professionals identify risks, obligations, and opportunities. In addition, some NLP platforms offer language translation features that enable organizations to analyze contracts in multiple languages and jurisdictions, thus improving their global operations.‍
2. Machine learning (ML)
   Machine learning (ML) algorithms drive efficiency and accuracy in contract analysis by automating repetitive tasks and improving as the amount of data increases. ML algorithms can be trained to recognize patterns and extract relevant information from contracts so that organizations can efficiently process large volumes of documents. By using ML, lawyers can automate contract reviews, data collection, and risk assessment processes, freeing up time for more valuable work. In addition, ML models can be adapted and fine-tuned to meet specific requirements, making them adaptable to different contract types and industries. The scalability and adaptability of ML make it a powerful tool for modern contract analysis.‍
3. Contract management software
   CLM software simplifies the entire contract life cycle, from drafting and negotiation to execution and monitoring. These platforms include AI and machine learning features to support contract analysis and risk mitigation. By setting up a central repository to store and organize contracts, CLM software ensures that data is consistent and accessible across the organization. Automated workflows and notifications enable organizations to optimize contract processes and ensure compliance with contractual requirements and regulatory standards. In addition, CLM software provides advanced analytics and reporting capabilities that enable organizations to gain insights about contract performance and identify areas that need improvement. By using CLM software, organizations can improve their contract management processes and increase operational efficiency.‍
4. Optical character recognition (OCR)
   Optical character recognition (OCR) has revolutionized the way contracts are analyzed by allowing scanned or image-based documents to be converted into machine-readable text. This technology plays a critical role in digitizing physical contracts, making them searchable and editable. By extracting text from scanned documents, OCR makes it easier to efficiently index, retrieve, and analyze contract data. Lawyers can easily search for specific keywords or phrases in contracts, saving time and effort. In addition, OCR integration with other software tools improves document processing and analysis capabilities and results in improved efficiency and accuracy in contract analysis.

Software tools for contract analysis

• top.legal: One All-in-one contract management platform, which covers the entire contract process, from preparation to negotiation and administration. The aim is to simplify and optimize contract workflows for companies.
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  Suitable for: Organizations that want to optimize contract management in multiple departments, with a focus on efficient preparation and negotiation.
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  Key features:‍
  • End-to-end contract lifecycle management
  • Easy contract creation with customizable templates
  • Optimized negotiation processes with real-time collaboration tools
  • Advanced search and data collection features
  • Integrate with other business tools for seamless workflows
  • Detailed analyses and reports on contract performance‍
• Evisort: An AI-powered Contract management software, which helps organizations gain insight into their documents and reduce risks. It uses advanced AI to increase the speed and accuracy of contract analysis and optimize workflows.
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  Suitable for: Companies of all sizes looking for advanced contract analysis and risk management tools.
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  Key features:‍
  • AI-driven contract scanning and data collection
  • OCR features to make physical contracts searchable
  • Contextual and semantic data collection
  • Comprehensive analytics dashboard
  • Customizable to identify specific business appointments and industry needs
  • Provides detailed reports and summaries of contracts
• ‍Conga Contract Intelligence: Uses AI to control spending, increase profits, and minimize risks by turning complex contract data into actionable insights.
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  Suitable for: Small to medium-sized companies that want to optimize complex contract transactions.
  Key features:‍
  • AI-driven identification of important contract information
  • Automated risk reporting
  • Integration with ERP and business intelligence tools
  • Supports all contract types
  • Generates proactive alerts and tasks from contract data
  • Extensive data collection and verification options
• ‍Loio: One Contract analysis tool, which improves document review efficiency by automatically identifying errors and important data and providing a health score for every document.
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  Suitable for: Legal teams and individual lawyers who need a tool to streamline the contract drafting and review process.
  
  Key features:‍
  • Automatic fault detection and health assessment
  • Clause management and correction of formatting issues
  • Bilingual contract support
  • Automatic addition of a table of contents for long contracts
  • Real-time updates and analytics for contract review

Planning the transition to CLM software

The transition from manual contract management to a CLM system involves several steps to ensure smooth implementation and maximum benefits. Here's a comprehensive guide to help you through that process:

• Carry out a needs analysis: Start by evaluating your current contract management processes. Document these processes to identify inefficiencies, bottlenecks, and pain points. Based on this analysis, you'll create a list of the essential features and capabilities that you need in a CLM system. Consider elements such as contract creation, storage, search functionality, compliance monitoring, and reporting.‍
• Secure stakeholder buy-in: Involve key stakeholders from relevant departments such as legal, procurement, finance, and IT. Gather their input and ensure their support for the transition. Present a business case that highlights the benefits of transitioning to a CLM system, such as improved efficiency, compliance, and reduced risks.‍
• Choosing the right CLM software: Research various CLM solutions on the market, taking into account factors such as scalability, ease of use, integration options, and vendor reputation. Create a shortlist of CLM vendors and request product demonstrations and trial versions to test the functionality of the software. Conduct reference checks by reaching out to existing customers of selected vendors to understand their experiences and satisfaction levels.
• ‍Analyze contract data for CLM selection: Conduct a thorough data inventory by cataloging all existing contracts and related documents. Identify the types, volume, and complexity of contracts you manage. Evaluate the quality of your contract data and identify gaps, discrepancies, or missing information that need to be addressed before moving to a CLM system. This analysis helps you understand the specific requirements for data migration and integration into the new system.‍
• Plan data migration: Develop a detailed plan for migrating your existing contract data to the CLM system. Make sure you have a clear strategy for data cleansing, standardization, and association with the structure of the new system. Work with your IT team and CLM vendor to complete a seamless data migration process.‍
• Customize and integrate a CLM system: Work with the CLM vendor to tailor the system to meet your specific needs. Make sure the system is integrated with other business software solutions that you use, such as ERP, CRM, and document management systems. This will streamline work processes and improve overall efficiency.‍
• Train team: Develop a comprehensive training program for all CLM system users. Make sure users understand how to use the system effectively, including contract creation, management, and reporting functionalities. Provide continuous support and training to address any issues or questions that arise during the initial phase of adoption.‍
• Monitor and optimize: After implementing the CLM system, continuously monitor its performance and user acceptance. Gather feedback from users and stakeholders to identify areas of improvement. Regularly review and optimize your contract management processes to ensure that they comply with best practices and utilize the full capabilities of the CLM system.

By following these steps, you can successfully move from manual contract management to a CLM system and improve the efficiency, compliance, and overall performance of your contract management.