Contract Management Essentials

Still printing, scanning, and emailing contracts? Missed renewal? Your contract management needs help NOW! Behind the scenes of many organizations' contract management functions are #struggling — and these struggles often go unnoticed until it’s too late! Contract Management | 06 JUN 2025 - Contracts are more than just paper, they are #strategic assets. Your “#contract #management function” is supposed to protect you — but what if it’s actually putting you in danger? Here are 9 #red #flags that signal your contract management needs #urgent attention: 🚩Missed Deadlines 🚩Lack of Standard Templates or Clauses 🚩Poor Contract Status Visibility 🚩Undefined Roles and Responsibilities 🚩Inconsistent Approval Workflow 🚩Limited Legal Vs Procurement Collaboration 🚩Ignoring Contract Data Analytics 🚩No Audit Trail or Version Control 🚩Lack of Centralization These red flags are fixable! If your contract management function is showing these red flags, it’s time to act before problems become #crisis. Recommendations: ✅Use centralized contract management system ✅Implement #dashboards for real-time updates ✅Regularly train your team on #best practices ✅️Create a #uniform process for contract creation, review, and approval. ✅Develop #standardized templates and pre-approved clauses. ✅Leverage contract #analytics to identify trends, risks, and opportunities. A mature contract management function not only mitigates risk but accelerates #source-to-#contract cycle, reducing supply chain leadtime driving business #growth. What’s one red flag you’ve encountered — and how did you overcome it? Let’s share insights below! #ContractManagement #RiskManagement #Procurement #Redflags

It’s not always the storms you see coming that sink the ship. Sometimes, it’s the quiet leak no one noticed. 💯 We often imagine business risks as dramatic boardroom betrayals or market collapses. But sometimes, the most lethal blows come from the fine print we thought we understood. 🤦🏼 Let me take you through three real stories. Each one a quiet storm. Each one preventable.✅ 1. BFSI: The Clause That Froze Millions A mid-sized bank had outsourced its customer onboarding to a fintech partner. When a regulatory change hit, the contract lacked a clear compliance responsibility clause. The fallout? A 3-month freeze on new accounts. Millions lost. Lesson: What’s missing in a contract can cost more than what’s written in it. Solution: A digital CLM could flag regulatory clause gaps across all vendor contracts—before the next audit. 2. FMCG: The Promotion That Backfired A leading snack brand ran a 2-week “Buy 1 Get 2 Free” offer with a retail partner. But the auto-renew clause wasn't tracked. The promo ran for 6 months. Inventory wiped. Distributors furious. Retailers delighted. Lesson: The real expiry date isn’t on the product. It’s in the paperwork. Solution: A smart CLM like SignDesk CLM can alert the team before auto-renewal, adding sanity back to sales. 3. IT: The IP That Walked Away An IT services firm delivered a brilliant AI model—only to realize the client owned the IP due to an unchecked boilerplate clause. The model became the client’s core product. The firm? Left with “experience.” Lesson: Innovation means little when the ownership isn't yours. Solution: AI-led contract review tools now flag IP risk before execution. We glorify strategy, branding, and culture. But when did we last talk about contracts as a source of competitive advantage? 🤷🏼 👉🏼 Are you treating your contracts like living, breathing assets—or static PDFs? 👉🏼 What would your business look like if contracts were actively working for you, not against you? Most business disasters aren’t sudden. They are slow leaks. In unnoticed places. And most doors to better outcomes aren’t locked. They’re just not knocked on. Time to knock🚪 https://signdesk.com/clm/ #ContractManagement #DigitalCLM

I watched £110k vanish overnight when a single SaaS contract auto-renewed itself. True story from a 300-person company I worked for, leading Contract Management: -The tool had 9 active users, yet we were locked into a full-company licence. -No reminder surfaced until the invoice landed—signed, sealed, non-refundable. -Our CFO’s first question: “Aren’t you supposed to stop this?” That one clause torched £100–120k in budget and my credibility in the same week. Why it stings -Inbox pings ≠ renewal system. Holidays and turnover kill them. -Usage data hidden from contract data = phantom renewals. -Missed renewals brand procurement as a cost centre, not a value driver. Fast fix (what I'd do today) ✅ Centralise every agreement in one searchable place. ✅ Set 90-60-30 checkpoints—AI reviews clauses and usage side-by-side. ✅ Route approvals through Finance and Legal before cash leaves the building. I did this by using Gatekeeper If you’re still relying on calendar reminders, you’re betting your P&L on luck. Follow for weekly plays on killing hidden contract risk and protecting margin. 👋

Ownership gaps kill momentum. And they happen more often than most teams realize. Here’s how it shows up: → A form fill sits in the CRM with no owner assigned. → A prospect asks for a call-back on Tuesday… and no one follows up. → A support ticket gets routed to the wrong queue and disappears. → A deal moves stages, but the next step isn’t clear—so nothing happens. No one wakes up saying, “I’m going to let revenue leak today.” It just happens when handoffs aren’t owned and everyone assumes “someone else has it.” That’s where automation becomes a safety net. At Flow Digital, we help clients close those gaps by building guardrails that keep work moving even when humans are stretched thin: → Auto-assign and escalate if no owner is set within minutes. → Trigger reminders when a promised follow-up time arrives. → Enrich data automatically so the next step isn’t blocked. → Highlight orphaned tasks in daily reports so nothing dies quietly. This isn’t about replacing people. It’s about making sure every customer touchpoint actually happens—even when calendars explode or roles blur. Because lost deals don’t come from big disasters. They come from a thousand tiny “no owner” moments. Automation doesn’t remove accountability. It makes sure you never lose a customer because the baton was dropped. — 🔔 Follow Nathan Weill for no-fluff posts on automation, GTM systems, and the workflows that keep revenue from slipping through the cracks. #Automation #RevOps #GTM #Operations #SignalBasedWorkflows #BusinessOps #FlowDigital

We talk a lot about digital transformation. But in practice? This is what it looks like when things break. I have spent hours watching a contract get signed. Today’s deadline was simple: just get the contract signed. Except the person who was meant to sign it was on leave. The contract? Printed? Sitting on someone else’s desk? Cue the Zoom call. Colleagues scrambling to explain what it is. Someone trying to find it. Someone else trying to scan it. File too big. Text blurry. Can’t copy paste from the PDF. No one renames it, so it gets lost again. And all of this... just to meet a signature deadline. A process that should take seconds ends up costing hours. Multiple people. Multiple systems. Multiple delays. All for a piece of paper that no one could find when it mattered. Lesson? Contract workflows are not about technology. They are about access, clarity, and accountability. Here is how you fix it: ✔ Centralize contracts in a digital repository ✔ Enable version control and role-based access ✔ Build an e-signature flow that does not depend on one person ✔ Set metadata rules to auto-name, scan, and track changes You do not need AI to do this. You just need good structure. Where in your org are these micro-failures still happening? #ContractManagement #SignatureUrgency >>>>>> Save this post and Follow me for more real-world insights on digital operations and workflow design. Comment “prompt” if you wish to know. Video prompt with Gemini Veo 3 😉

-26- RICS APC - Contract Administration Practice. ***The Elephant in The Room*** How do you prepare the Prolongation Costs associated with an EOT claim as a Contractor? Preparing prolongation costs for a construction project requires careful documentation and calculation of additional expenses incurred due to the delay. The Contractor will assess the additional costs incurred once the delay period (EOT quantification) is confirmed. The main Prolongation Costs categories may include: A. Site Overheads (Time-Related Costs) Extended Site Management Costs: Salaries of site staff, engineers, supervisors, etc. Temporary Facilities: Extended site office, laboratory, scaffolding, buses, cranes, etc. Utilities & Services: Additional water, electricity, security, insurance, etc. B. Head Office Overheads & Profit (OH&P) Head Office Costs: Extended duration increases general administrative costs (i.e. Hudson Formula, Emden Formula). Loss of Opportunity Costs: If the delay prevents bidding on new projects (challenging to substantiate). C. Additional Resource Costs Labour Costs: Standby or extended workforce due to delay. Equipment Costs: Idle plant/machinery or extended rental. Material Storage Costs: Extended storage of materials on-site. D. Financial Costs Increased Financing Costs: Additional interest on loans or extended bank guarantees, bonds, etc. Escalation Costs: Price increases in materials and labour due to delays (for the period beyond the contractual completion date). E. Third-Party Costs Subcontractor Claims: Extra payments to subcontractors due to prolonged work. Consultant Fees: Additional payments to architects, engineers, legal advisors, claims consultants, etc. What Supporting Documentation is needed? To justify the Prolongation Costs, you need to collect the following as a minimum: Project delay analysis and concurrency analysis for culpable delays show the employer's impact on the critical path. Daily logs & progress reports to prove ongoing site operations. Cost records, invoices, payslips, etc related to additional expenses and incurred costs. Correspondences, for instance, emails, letters, site instructions, MoM, etc Relevant Contract clauses allow cost compensation for delays. On the other hand; How does the engineer/employer assess the prolongation cost associated with an EOT claim? This is what I will discuss in the following post. #RICSAPC #APCASSESSMENT #CONTRACTMANAGEMENT #MRICS #SCLPROTOCOL #CONTRACTADMINISTRATION #COMPETENCIES #EXTENSIONOFTIME #QUANTITYSURVEYING #FIDIC #EOT #PROJECTMANAGEMENT #CLAIMS #APCCOACHING #DELAY #Arab_Quantity_Surveying_Academy #DR_AHMEDSAMIR #DISRUPTION #CONSTRUCTION #CONTRACTING #CLAIMSMANAGEMENT #CONTRUCTIONLCLAIMS #PROLONGATIONCOST #CONSULTANT

Understanding FIDIC Sub-Clause 20.1: Claims When dealing with FIDIC contracts, one of the most critical clauses to be aware of is Sub-Clause 20.1. It outlines the process that contractors must follow when submitting claims for time extensions or additional payments. What to be aware of? - Notice Period: The Contractor must notify the Engineer within 28 days of becoming aware of the relevant event or circumstance. If the contractor fails to submit the notice within this timeframe, the claim can be completely lost—this acts as a condition precedent to recovery. - Supporting Documents: After the initial notice, Contractor have 42 days to provide a fully particularized claim, including all supporting documents and contemporary records. The Engineer’s Role: Once the claim is submitted, the Engineer is required to respond within 42 days. The Engineer’s assessment plays a key role in determining whether the claim will be recognized. How important is it to comply? Sub-Clause 20.1 is intended to ensure that claims are raised and addressed during the course of the project. Missing the notice deadline could lead to the employer having a complete defense against the claim, no matter how legitimate the contractor’s grievance may be. The strict timeframes imposed by the clause serve to promote real-time dispute resolution, avoiding surprises after the project’s completion. Common Law vs. Civil Law Approach In common law jurisdictions, the courts tend to uphold time bars if the contract clearly specifies the consequences of missing deadlines. For example, UK courts, in cases like Multiplex Construction v. Honeywell, have confirmed that timely notice helps investigate delays while they are still current. However, in civil law countries, like the UAE, courts may take a more lenient approach. They may consider factors such as good faith or unjust enrichment, potentially allowing claims even when time bars are missed—particularly if enforcing the time bar would lead to unfair consequences. Lessons for Contractors Be Diligent with Notices: Always submit notices within the required 28-day period, even if you’re unsure about the full scope of the claim at the end of the day it is called a notice. Maintain Clear Records: Keep detailed and contemporary records to back up your claims, and ensure that your notices explicitly state that they are submitted under Sub-Clause 20.1 to avoid confusion. Ref: https://lnkd.in/drmG7ctH

A Quantity Surveyor can be your best friend during a construction claim! Firstly, what is a claim? A claim is a formal request for additional payment, time or compensation due to unforeseen circumstances, contract breaches, or project changes. They often stem from variations, delays, unforeseen site condition, or disruptions and must be backed by the contract and evidence. Here I've broken down how a Quantity Surveyor adds value at every stage of the claim process: 1) Identifying The Problem Construction projects are unpredictable, and disputes can arise over delays, variations, or unexpected events. Recognising potential claims early prevents unnecessary disputes. The Quantity Surveyor ensures issues are logged, notices issued on time, and records maintained to protect entitlements. 2) Reviewing The Contract A claim is only valid if it follows the contract. The Quantity Surveyor examines key clauses, ensures compliance with notice provisions and clarifies entitlements. 3) Assessing Entitlement Not every issue results in a valid claim. A Quantity Surveyor analyses project records, schedules and cost reports to confirm if a claim has contractual grounds. Establishing clear causation strengthens the case and ensures it’s worth pursuing. 4) Collecting The Evidence A claim is only as strong as its evidence. The Quantity Surveyor gathers site diaries, emails, RFIs and cost reports to build a well-documented case. A structured approach reduces disputes and increases the chances of success. 5) Quantifying The Claim Accurate valuation is essential. The Quantity Surveyor calculates direct and indirect costs, including labour, material expenses, and prolongation costs, ensuring the claim reflects its true financial impact. Justified cost assessments prevent disputes and improve negotiations. 6) Assembling The Claim A well structured claim is easier to defend. The Quantity Surveyor organises documentation logically, links evidence to contract terms, and ensures clarity. A strong submission boosts credibility and speeds up decision making. 7) Submitting The Claim Even a solid claim can fail if submitted incorrectly. The Quantity Surveyor ensures deadlines are met documents are formatted correctly, and all submission requirements followed. Proper submission minimises rejection risks and delays. 8) Negotiating The Claim Most claims are settled through negotiation. The Quantity Surveyor uses data driven arguments and supporting evidence to justify the claim, strengthening their client’s position and securing fair compensation. 9) Resolving The Claim If negotiations fail it may escalate to adjudication, arbitration, or litigation. The Quantity Surveyor supports legal teams with well prepared documentation, cost analysis, and strategic advice to achieve the best outcome while reducing risks and costs. Let me know if I've missed anything! #Quantitysurveyor #Quantitysurveying #Construction #Claims #Constructionclaims

𝗛𝗼𝘄 𝗮 𝗦𝗶𝗺𝗽𝗹𝗲 𝗖𝗹𝗮𝘂𝘀𝗲 𝗧𝗿𝗮𝗰𝗸𝗲𝗿 𝗦𝗮𝘃𝗲𝗱 𝗠𝗲 𝗙𝗿𝗼𝗺 𝟱 𝗖𝗼𝘀𝘁𝗹𝘆 𝗠𝗶𝘀𝘁𝗮𝗸𝗲 In a high-stakes freelance contract I handled, I was juggling multiple departments, inputs, and contract versions. It was overwhelming. So, I did something simple I created a Clause Tracker using Google Sheets. Just a table. But it changed everything. 𝗛𝗲𝗿𝗲'𝘀 𝗵𝗼𝘄 𝗶𝘁 𝗵𝗲𝗹𝗽𝗲𝗱: 1. Caught a missed payment clause that could’ve delayed payments. 2. Flagged conflicting termination terms across two versions. 3. Helped the Finance team comment directly on payment timelines. 4. Let the Marketing team approve IP usage without long email chains. 5. Tracked every change — so no clause slipped through the cracks. It turned my review from scattered chaos to structured clarity. 𝗡𝗼𝘁𝗲: Always track, cross-check, and involve all stakeholders smartly. A tool doesn't have to be fancy. It just needs to work. --- Want a glimpse of how the tracker looked? (𝗜 𝗵𝗮𝘃𝗲 𝗮𝘁𝘁𝗮𝗰𝗵𝗲𝗱 𝘁𝗵𝗲 𝗶𝗺𝗮𝗴𝗲) --- 𝗟𝗲𝘀𝘀𝗼𝗻 𝗟𝗲𝗮𝗿𝗻𝘁: You don’t need complicated tools to work smart. Sometimes, a Google Sheet can save lakhs. #contracts #legalforstartups #freelancelawyer #contractmanagement #legaltips

Claims Aren't Battles: They're Projects Within Your Project Why Proactive Management is Your Best Defense Construction claims aren’t just legal formalities – they’re complex projects requiring strategy, precision, and foresight. Drawing from FIDIC principles and industry best practices, here’s how we shift from reactive firefighting to proactive control: 1. ⏰ Notices = Oxygen for Claims FIDIC’s 28-day notice window (Clause 20.1) is non-negotiable. Miss it, and rights evaporate. Treat every potential delay or variation like a live trigger – document immediately, notify formally, and track relentlessly. Your vigilance preserves entitlements. 2. 🔍 Concurrent Delays: Untangle Early When employer and contractor delays collide, EOT isn’t reduced – but costs must be surgically separated . If we can’t isolate our costs from concurrent delays, recovery fails. Update programmes weekly to pinpoint responsibility. 3. 💸 Cost Claims Demand Causation, Not Formulas "Prolongation costs" require proof of critical path impact - not just extra days. "Disruption" needs productivity loss data, not assumptions. Ditch generic overhead formulas; tie every dollar to a specific event, resource, or decision. Global claims rarely survive scrutiny. 4. ⚖️ Know Your Contract’s DNA FIDIC’s "Rainbow Suite" allocates risk very differently: Red Book: Employer controls design but bears more cost risk. Silver Book: Contractor verifies all site data – no excuses later. Yellow Book: Performance specs rule - design flexibility is key. Misunderstanding this = guaranteed claims pain. 5. 🛡️ Build Dispute Avoidance Into Controls Schedule updates, change order logs, and document systems aren’t paperwork - they’re your early-warning radar. Use critical path analysis to foresee delays; quantify disruptions with "measured mile" comparisons. The Bottom Line: Claims succeed when rooted in daily discipline – not heroics during disputes. Document like your budget depends on it (it does). Notify like deadlines are lifelines (they are). And remember: the best claim is the one you avoid through relentless control. Stay sharp, stay proactive. #ProjectManagement #ConstructionClaims #FIDIC #RiskManagement #DelayAnalysis #CostControl #ContractManagement #DisputeAvoidance #ConstructionIndustry #ProjectControls #YasoElmasry