Contract tasks kanban board

Contract tasks Kanban

Visualise and manage your contract workflow, because contracts involve many stakeholders and contracting many intertwined sub-processes. Managing a transaction (or coordinating many contracts) can be quite a task:

  • to find, inform and involve internal stakeholders
  • receive their input timely
  • ensuring that progress is made in negotiations
  • obtain approvals
  • keep track of all your contracts

Then there are the signed contracts that require attention during the contract lifecycle, towards its expiry, as well as contract performance tasks that arise every now and then.

If your colleagues face a never-ending mountain of contract tasks, they may even start believing that nothing ever happens on time. It’s cycling uphill (with the summit out of reach).

Contract tasks kanban board

Poor task management causes delays

It may be challenging to involve and monitor internal stakeholders or to coordinate sub-processes intertwined with contracting. Some contracting practices entail hundreds of short contract workflows, where, unfortunately, follow-up is not defined by importance or priority, but by urgency (colleagues calling for attention). For a GC or head of legal, it is even more challenging to grasp the big picture.

As a result, approaching contract termination notice periods are missed, and obtaining timely input may bypass the contracting process. With a history of poor contract management, many contract deadlines and milestone deliverables are not even managed through an automated CLM anymore.

There is nothing wrong with just-in-time performance. Keeping track of your team’s work and progress may not be tricky.

A contract-tasks Kanban accelerates Legal Ops

A contract tasks Kanban makes involving contract stakeholders and coordinating intertwined contracting sub-processes easy. 

Visualise the contracting process, end-to-end

A tasks Kanban overview shows the big picture. A Kanban board makes the current state of work evident. It streamlines to-do lists, prioritises them automatically, and breaks down complexity. Kanban organises your end-to-end contracting process.

Visibility means greater control over your work

A high-level overview of how tasks flow through the process provides better visibility into any roadblocks or bottlenecks: (a) Listing the backlog of stalled tasks (b) Showing key data and updates, contract dependencies (c) Excessive work-in-progress across the team

Kanban improves communication and collaboration

The contract tasks Kanban in Weagree, by design and by construct, encourages teams to collaborate. When everyone can see the workflow, the conversation shifts from “who did not do” to “what must be done to move a transaction forward?”

A contract Kanban prevents team overburdening

It is easy to become overburdened with routine work. A task Kanban progressively limits the work-in-progress by prioritising actions. It creates a sense of being in control and helps keeping delivery on time.

Insight in contract tasks reveals inefficiencies

A high-level overview of pending tasks will immediately show any inefficiencies. Once these are identified, the process becomes smooth. And improved efficiency increases productivity.

Traditional contract practices obstruct the improvement

Lawyers are under many constraints while performing their work, and one of them is time. Or rather: their freedom to manage their time. Where service delivery is time-consuming and difficult to forecast, one must respond adequately to observed demand Just-in-time (JIT).

The precise causes of contract process inefficiencies are often that it is difficult to get stakeholders involved timely or the incapability of getting all sorts of related sub-processes straight. Traditionally, inefficiencies are not measured. ‘Much work’ (as such) easily translates into an inability to prioritise, to oversee the work, resulting in inertia, especially for inexperienced legal counsel.

Contract acceleration demands insight, tools that facilitate discipline, and tools that make a process visible (visualised) so that everyone can face the facts.

Weagree’s contract task Kanban creates full transparency

Weagree’s contract tasks Kanban improves how legal professionals manage their work. It brings visibility, and efficiency automates contract sub-processes and creates momentum to your legal service delivery: “accelerating contract flow”, intuitively.

When a contract is submitted for review in Weagree, a task is automatically created in the “tasks” and assigned to the relevant legal team member. Once the task is completed, it is then automatically moved to the following step and person in the workflow. This is what Weagree’s task Kanban encourages; it acts as a demand signal that runs through the entire lifecycle in real time (with no blind spots). It is highly intuitive and facilitates automated task creation and task completion. With Weagree’s Kanban: tasks are aligned with the contracting practice of legal professionals.

How Weagree’s contract tasks Kanban works:

Task kanban - moving tasks

In an ideal world, you simply pick up a (contract) task, complete it and move on. With Weagree’s actionable tasks Kanban, legal departments can instantly see how contract-related tasks are moving through the workflow. Drag and drop onto the green Kanban column, or automatic workflow task processing, because completing the task is often noticed by Weagree:

  • generating a Word document (typically) finishes the questionnaire
  • approving a contract request completes the workflow
  • the automated return of an e-signed contract ends the signing

In Weagree, most contract tasks are created automatically. So Weagree puts them on the contract task Kanban for tasks in progress:

  • As long as a contract is not generated, the questionnaire should (presumably) be finished
  • When a guest user is invited, they should log in to act (and after a week or so, the user should follow up
  • When a contract is generated, it is presumably also forwarded to the other party – but regardless, follow-up is likely needed
  • When a contract is submitted for approval, approvers are assigned a task
  • When a contract notification is sent, a contract task is likely to be scheduled
  • When a contract is about to expire, someone may want to decide that it be terminated (hence a task is due well before the termination notice deadline)
  • After a managing director’s passport expired, the copy passport in Weagree’s entity management should be updated
  • You may have your own tasks that you want to schedule. And Weagree enables you to do that

Lists all pending tasks (to-dos and tasks that the team is committed to) to be picked up. A place where you and your team plan all your future work.

It is true that scrum practices and agile working only has the ‘backlog.’ Backlogs work well if sprints are scheduled week-over-week, with stand-up sessions daily, but that is not necessarily the case with legal work. As a lawyer, a backlog list could get overloaded and hence some non-current tasks may easily be overlooked. This is why we have provided for contract tasks that you or your team is not currently working on.

Lists all the tasks that are currently being worked upon.

Many lawyers have an overloaded list of ‘work in progress’ (matters that the business may expect to happen in the next few weeks). That is why we have also created an overview of tasks that are more urgent: expected to be done within a few days. While every task can be marked for priority, having this Do now list may be welcome.

Lists all tasks that are waiting to be evaluated, require approval to be processed, Q&A questionnaire to be answered, waiting on third-party actions (e-signing) to be completed etc.

Lists all pending tasks (to-dos and tasks that the team is committed to) to be picked up. A place where you and your team plan all your future work.

You may have a bright idea that you want to keep track of. Or you have any other task to put on your to-do list. Each task can be marked by setting its priority level (low, medium, or high) using colour indicators.

Task details such as task title, task description, assignee, status, priority level, start and due date can be edited. All tasks, once completed, are archived automatically. Your contracting Kanban is not only a contract workflow but facilitates organising your day-to-day affairs. It is extremely flexible.

 

Weagree’s Kanban brings transparency and reduces roadblocks or bottlenecks across all your legal processes.

Your admin can configure the Kanban statuses (columns shown), the priority levels, which tasks are triggered automatically, what deadline and due dates are set, and what description a Kanban card must show per type of task.

Terms of Use

I hereby accept (or reconfirm my acceptance of) Weagree’ Terms of use, in which:

Terms of Use

I hereby accept (or reconfirm my acceptance of) Weagree’ Terms of use, in which: