Understanding Contract Risk Management to Protect Your Business

Importance and Benefits

Risk assessment is a crucial part of managing contracts. Poorly negotiated pricing, substandard service or products, and non-compliance with regulations can reduce revenues, disrupt operations, and damage reputations. Developing a contract risk management policy prevents those problems and helps organizations gain the following:

• Improved efficiency – Developing a contract risk management process based on the organization’s overarching Governance, Risk, and Compliance (GRC) framework establishes clear roles and responsibilities that aid in thorough due diligence, robust approval processes, and accurate recordkeeping, to name a few.
• Enhanced decision-making – Preventing and mitigating contract-related risks starts with tracking and evaluating Key Performance Indicators (KPIs). Insights from these risk assessments help companies make better decisions about resource allocation, renegotiations, and renewals.
• Stronger business relationships – Disputes often arise from vague provisions in the document. Carefully negotiating terms and crafting detailed contracts upholds transparency and accountability, fostering trust and long-term partnerships.

Steps in Contract Risk Management

Contracts are fundamental to business relationships. Because they carry inherent risks, procurement managers working with legal teams and compliance departments should follow a structured, well-defined process to uphold business goals, minimize unforeseen liabilities, and prevent adverse outcomes.

Steps of Contract Risk Management

1. Define the risks.

The scope and nature of potential risks within each contract should be identified because vulnerabilities may negatively impact the business. Here are some specific components that should be considered during risk identification:

• Performance obligations, such as deliverables, timelines, and metrics
• Payment terms, including schedules, late fees, and interest rates
• Indemnification and liability
• Intellectual property, specifically ownership rights, licensing terms, and non-compete clauses
• Dispute resolution methods

2. Assess the risks.

Quantify and prioritize identified risks, determining which require focus and which can be handled with less oversight. Aside from allocating resources effectively, this sets the stage for developing risk mitigation strategies.

Utilizing a contract management system streamlines risk assessments because it comes with digital tools, including standardized checklists, role-based access, data encryption, and automatic notifications and alerts.

3. Develop mitigation strategies.

Evaluated risks can be avoided, transferred, or controlled to an acceptable level. Here’s a quick guide to how each risk mitigation strategy is accomplished:

• Avoidance means taking steps to eliminate risks. Potential disputes over intellectual property rights can be dealt with by clearly defining ownership rights, licensing terms, and confidentiality obligations.
• Reduction minimizes the impact of the risk, in case it occurs. Delayed client payments can be mitigated by applying late fees or interest charges in the contract.
• Risk transfer involves shifting the risks to another party. Liabilities for damages caused by a contractor may be solved by including indemnification clauses or asking the partner to carry adequate liability insurance.

4. Implement monitoring systems.

Aside from ensuring that all parties fulfill their obligations, actively tracking contract performance and compliance helps organizations confirm the effectiveness of their risk mitigation strategies.

Software solutions for enterprises have notification and monitoring features that keep track of deadlines, facilitate compliance audits, and establish protocols for issue resolution.

5. Conduct regular regular reviews.

Changes to business, regulatory, and market conditions can affect the company and its partners, which require another bout of risk identification and reevaluations. Holding periodic reviews is crucial, particularly when the contract is about to be terminated.

Digital contract review checklists facilitate due diligence checks, a quick review of loopholes, and the establishment of new terms and conditions.

6. Document and report activities.

Although it’s often disregarded in managing risk in contract management, this step is crucial for transparency and accountability. Documentation and recordkeeping allow stakeholders to trace back steps taken, decisions made, and mitigation strategies applied. Reporting ensures that insights and actions are effectively communicated for organizational awareness and coordination.

7. Aim for continuous improvement.

A well-developed contract risk management framework based on GRC goals should always be geared towards continuous improvements, ensuring the company’s adaptability and sustainability. This phase enables relevant managers to refine their strategies and address emerging risks and regulatory changes.

Overcoming Challenges in Contract Risk Management

Managing contract risks is a complex endeavor, with various challenges that can impact efficiency, compliance, and the effectiveness of risk mitigation strategies. Here are the top challenges and how companies can overcome them.

• Lack of standardization – Complex language, legal jargon, and varying risk levels make it hard to identify every relevant risk in the contract. Utilizing standardized checklists and AI-powered analytics makes this task easier.
• Limited data visibility – Managing changes in amendments across the contract’s life cycle can be rigorous due to shifting business needs, regulatory changes, and performance issues. Centralizing the contract management system allows for version tracking, automatic updates, and easy access for everyone involved.
• Resource constraints – This can prevent companies from reviewing, assessing, and monitoring each contract. Prioritization enables managers to focus on high-value contracts, ensuring quality management and preventing rushed or neglected reviews.