Tip 7: All templates in one place
๐๐ฅ๐ฅ ๐ญ๐๐ฆ๐ฉ๐ฅ๐๐ญ๐๐ฌ ๐ข๐ง ๐จ๐ง๐ ๐ฉ๐ฅ๐๐๐
Remember to store all your (contract) templates in one central place to make sure that everyone is (i) able to find the correct templates quickly and (ii) using the correct template.
Sounds very straight forward, but in reality I rarely see companies that store all templates in one central place easily accessible for all involved team members.
Storing all contract templates in one central place is challenging for most companies, but especially in case of:
โ fast-growing companies
โ mergers/acquisitions
โ activities in multiple countries
โ large groups with many subsidiaries or a complicated corporate structure
โ contracts in different languages
โ involvement of different departments (Account Management, Sales, Partnerships, Sales Operations, โฆ)
๐๐ก๐๐ญ ๐ข๐ฌ ๐ญ๐ก๐ ๐๐๐ฌ๐ข๐๐ฌ๐ญ ๐ฐ๐๐ฒ ๐ญ๐จ ๐ฆ๐๐ค๐ ๐ญ๐ก๐ ๐ญ๐๐ฆ๐ฉ๐ฅ๐๐ญ๐๐ฌ ๐๐๐ฌ๐ข๐ฅ๐ฒ ๐๐๐๐๐ฌ๐ฌ๐ข๐๐ฅ๐?
Best options are:
(a) fully/partly automate your contract creation and be strict that this is the only way that contracts can be generated. This way the relevant, most up to date and correct Contract Template is used and all templates are stored in one spot as you should only be able to use this automated system; and
(b) create a central place (usually an internal website or โ less ideal โ a shared folder).
๐๐ซ๐ฎ๐๐ข๐๐ฅ: give training โ at the start of employment and regularly thereafter โ to your employees to make sure they know where the contract templates are located and how to correctly use these templates.
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