Where are your contracts actually stored?

Contracts can be stored in many different places – email inboxes, folders on computers, filing cabinets, Excel spreadsheets or different digital systems. At the same time, information about the same contract may be held by several people.

This makes it difficult to get a complete overview:

  • Which contracts does the company have?
  • Who is responsible for each contract?
  • When do the contracts expire?
  • Are there notice periods that need to be considered?
  • Which contracts need to be followed up?
  • Where can the latest version be found?

When the knowledge surrounding these contracts is also held by a single employee, the risk increases even further.

What happens when a key person leaves?

When an employee leaves, they do not just take their experience with them. If contracts and related information are not properly structured, important knowledge can also be lost.

This could mean:

  • an important contract is difficult to locate
  • no one knows who is responsible for following it up
  • important dates are missed
  • outdated contract versions are used
  • follow-up becomes dependent on one individual
  • unnecessary time is spent trying to reconstruct information

It does not have to involve major mistakes. Even small administrative gaps can create additional work and unnecessary costs over time.

Make contracts company information – not individual knowledge

A more sustainable approach is to make contracts accessible to the people who need them, regardless of who originally signed or managed the agreement.

With digital contract management, your company can store contracts in one place and connect relevant information to each agreement. Responsibilities can be clearly assigned, while important dates can be monitored with automatic reminders.

This makes it easier for others to take over when roles change – without having to start from scratch.

5 questions to ask about your contracts

Take a moment to review your current contract management:

1. Can we quickly find all our contracts?
2. Do we know who is responsible for each contract?
3. Are important contract dates documented and monitored?
4. Can a colleague take over contract responsibilities without relying on verbal information?
5. Do we have a shared overview of our contracts and their status?

If the answer is no to several of these questions, there may be an unnecessary dependency on individuals in your contract management.

Create a structure that stays in place – even when people change

With DealManager, you can bring your company’s contracts and important information together in one place. You can assign responsibility, organise contracts and receive reminders about notice periods and other important dates.

This makes it easier to stay on top of your contracts and gives your organisation greater continuity – even when employees change roles or leave the company.

Make your contracts less dependent on individuals and your business more structured.