Enhancing Contract Management with Jira Service Management

Objective

To centralize and automate the contract management process, from client intake to project completion, by implementing Jira Service Management. The goal was to reduce manual interventions, enhance visibility into document statuses, and improve overall team coordination.

Starting point

The client, a mid-sized architecture and interior design firm, faced challenges in managing their growing client base:

• Disorganized File Sharing: Lack of a clear system for tracking client documents and project deliverables led to inefficiencies.
• Ineffective Communication: Absence of integrated communication tools resulted in frequent back-and-forth emails, creating bottlenecks in sales and client service processes.
• Limited Reporting Capabilities: Leadership had minimal visibility into workflow breakdowns and gaps, hindering process improvement efforts.

Analysis

An in-depth analysis identified key issues:

• Manual Processes: Reliance on email and spreadsheets for project tracking caused confusion and missed updates.
• Lack of Accountability: Without a centralized platform, it was difficult to monitor task durations and identify bottlenecks.
• Delayed Communications: Email chains led to delays and miscommunications, affecting project progress.

Solution

To address these challenges, the following solutions were implemented:

Jira Service Management Implementation ⁰¹

Centralized the project lifecycle, from intake to contract completion, with automated workflows and asset linking to ensure smoother handoffs and reduced manual intervention.

Pre-configured Templates and Request Forms ⁰²

Utilized JSM’s templates and forms to allow teams to start quickly, customize as needed, and stay in sync across departments.

Real-Time Tracking ⁰³

Enabled real-time tracking of project statuses, providing leadership with much-needed visibility into operations.

Result

Post-implementation, the firm experienced significant improvements:

• Increased Efficiency: Leadership gained clear reporting on project statuses, allowing them to identify trends and bottlenecks in the sales process.

• Reduced Email Exchanges: Streamlined workflows reduced unnecessary email exchanges between teams and clients, cutting down on incomplete document submissions and project delays.

• Enhanced Client Engagement: With more time spent on client engagement rather than administrative tasks, overall productivity and client satisfaction increased.

Further Evolution

/* Following the successful implementation in contract management, other departments within the firm are exploring the adoption of Jira Service Management to streamline their processes and improve service delivery. */