10 Best Contract Lifecycle Management Practices in 2025

1. Grab Yourself a Great CLM Tool

One of the best contract lifecycle management practices that you can start doing is using a CLM platform.

Still doing the contract management the old way? Perhaps keeping records in a contract management Excel template and keeping documents in Google Drive.

But if you haven’t tried a CLM tool yet, take this as your sign.

But why these tools are so effective?

Well, for one, the most tangible benefits of using a CLM tool are simply two things: Cutting costs (up to 30%) and saving time (by 39%).

But that’s not all…

CLM tools are designed to reduce all sorts of friction between the entire contract lifecycle, from the very first steps, like drafting a contract, to the execution stage, like signing and tracking them.

In particular, with a CLM tool, you can:

• Fully or semi-automate some routine processes, like contract drafting and approval collection.
• Use techs like AI to reduce human error in your legal operations and score each contract’s risk within only a few seconds.
• Proactively and automatically tracks all contractual obligations, milestones, and renewal/expiration dates.
• Have a single, cloud-based source of truth for all contracts and related documents, accessible from anywhere with proper authentication.

And much more …

That being said, not all CLMs are built equal; to reach that sweet efficiency, you need to choose your tool wisely based on your needs and expectations.

How to Choose a Great CLM Tool?

Look for a tool that:

• Has a Comprehensive Set of Features: You wanna look for a solution that supports you across the entire lifecycle. That means it has features for drafting, redlining, approvals, reviews, assigning tasks, notifications, various integrations, signatures, etc., all integrated within the platform so that you don’t need to jump between the tools anymore.
• Is Built for Communication: In most cases, contract management is not a one-man job. Your CLM tool should provide a seamless collaboration for the whole team.
• Scales as Your Business Does. As your business grows, it’ll be more complex to handle contracts. You want a solution that doesn’t fail to meet both your current and future needs.
• Has Maximum Security: You want all your contracts and all the other important related documents stored in one secure place, easy to categorize, and access to the right people all the time.

Why Makes fynk a Great CLM?

fynk is a unified, cloud-native CLM that bundles every must-have feature into one intuitive workspace. It removes friction from every stage of the contract lifecycle so your team can focus on closing deals, not chasing paperwork.

Here are some of the features:

• End-to-End Lifecycle Coverage: From AI-powered clause extraction and template-driven drafting to mandatory checkpoints for reviews and approvals, through eIDAS-compliant QES e-signatures and automated reminders that flag expirations or renewals, fynk covers every stage of the contract lifecycle in one seamless platform.
• AI-powered Onboarding & Review: Drop in up to 200 PDFs and let fynk auto-extract clauses, metadata, and clear-language summaries in seconds, cutting manual review to a fraction. Perfect if you just want to migrate from paper-based CLM to AI-based one.
• Built-in Governance: Mandatory Checkpoints and rule-based Automation to keep every contract compliant, accountable, and on-time.
• Granular Roles & Team Ownership: Tight permission controls plus team-level assignments keep sensitive data on a need-to-know basis and make workload tracking effortless.
• All Collateral in One Place: Add exhibits, annexes, or supporting docs as secure attachments so reviewers, signers, and auditors never hunt for files.
• Scales with Your Stack: A secure REST API lets you trigger document creation, sync metadata, or feed BI dashboards straight from your own systems.

2. Make It Clear Who Does What

Assigning clear roles and responsibilities in contract lifecycle management prevents duplication of effort, delays, and confusion on top. No matter how many people are involved in CLM, always clearly define what each person should do and how the cross-functional teams work together.

Why it’s a great CLM practice?

Because CLM is a layered process, things can easily get out of hand. When everyone understands their specific tasks and handover points, no critical steps are missed. Contracts move quickly through the process from initiation to renewal, significantly decreasing operational risk while improving legal compliance.

To achieve this, you need to focus on two important things mainly:

1. Assigning Tasks for Each CLM Stage. Who’s in charge of drafting? Who will get the approvals and signatures? Who is the negotiator? In some cases, it may be obvious who’s in charge, but there are times when different teams or individuals may have overlapping interests or responsibilities. In such cases, a clear designation is necessary to avoid conflict or inaction.
2. Define How to Collaborate on Cross-functional Tasks. How you and your team are performing these tasks is also equally important. Make sure you establish clear communication protocols and hierarchy when it comes to tasks that need to be done in order.

Imagine your team is working on a new vendor contract. John, the Legal Counsel, is in charge of drafting the agreement. Lisa, the Compliance Officer, is responsible for reviewing and getting the necessary approvals. Maria, the Vendor Relations Manager, handles the negotiations with the vendor. To ensure everything runs smoothly, they establish a clear process for collaborating: a shared Google Doc for version control, or better yet, a CLM tool, and weekly status meetings to align on any updates or bottlenecks.

What happens if Lisa, the Compliance Officer, is absent one day? Because they’ve clearly defined each role and how tasks are handed off, John knows to proceed by sending the draft to Maria for her input, while Maria keeps track of any compliance updates that need Lisa’s later review. They can also refer to the communication protocols they’ve set up to make sure that no one is left in the dark and the process keeps moving forward without unnecessary delays.

✨ Pro Tip: Leverage CLM software features like role assignments, access limits, shared workspaces, real-time commenting, and version control to create hassle-free teamwork between departments like legal, sales, finance, and procurement.

3. Keep Contracts in One Secure Place

Having a single contract repository is a great contract lifecycle management practice for many reasons. You can keep your contracts scattered in a Google Drive, One Drive, Email threads, finder, as paper (though not very environmentally friendly), or any other storage solution, and that’s perfectly fine.

Until it isn’t.

At first, it may not pose itself as a serious issue, but things can get very complicated if you don’t switch to a reliable repository.

Imagine you need to fetch a contract that you signed two years ago to go through it for renewal, but suddenly, you forgot where it was.

Even if you do keep a clean record of everything neatly categorized, say in a maze of Google Drive folders or worse on a spreadsheet, it’s still not efficient nor secure compared to having a single source of truth like a cloud-based contract repository.

A contract repository helps you to:

• Find documents faster,
• Control access and security,
• Capture and fetch useful data from your documents,
• Track changes and maintain version control, and
• Streamline renewals and obligations.

Not to mention that having all documents in one place enables you to create a comprehensive contract portfolio that gives you a wealth of insights into your contract lifecycle management process. Insights that otherwise would be overlooked or missed if you don’t consider the accumulating effect.

For example, let’s say you’ve stored all contracts from the past five years in your secure repository. Now, you can see not just one contract’s value but the cumulative value of all your vendor contracts over the years, track how this spend has grown, and identify which vendor accounts for the highest spend. These insights help you manage budgets more effectively and negotiate better terms, things you wouldn’t be able to do if your contracts were scattered across multiple platforms.

4. Standardize Frequent Contracts with Templates

One of the easiest and most effective practices in contract lifecycle management is creating and reusing contract templates.

Why spend hours drafting the same type of contract over and over again when you can have a polished, standardized template ready to go?

And saving time is just one great thing about templates. Let’s be honest: drafting legal documents is a pain; all that legalese and jargon gives anybody a good headache.

But if you manage to use legally vetted templates for your frequently-used contracts like NDAs, employment agreements, vendor agreements, and so on, not only will you save tremendous time in the drafting phase, but you’ll also enjoy a lower risk of human error by having a consistent framework that meets your company’s legal and compliance standards.

Contract templates are also your ticket to stay compliant with internal policies and external regulations. When everyone is working from the same playbook, there’s less confusion, fewer mistakes, and a much lower chance of overlooking critical legal requirements.

✨ Pro Tip: If you’re using a CLM tool, you can create and store your templates right there in the platform. Many CLM solutions like fynk even let you build dynamic templates that automatically fill in key details from your CLM, like party names, addresses, and payment terms, based on the contract type or deal information.

🧠 Did You Know? In fynk, we offer a comprehensive library of legal document templates, free to use!

5. Say Yes to Automated Workflows

This practice is what turns contract lifecycle management from being efficient to absolutely beautiful. Needless to say, you pretty much need a CLM platform to be able to automate these workflow processes. This practice can drastically impact your efficiency, and here are just a few benefits of automating contract workflows, coupled with the power of AI:

Sounds great, right? But how exactly does contract management automation work?

The good news is almost all stages of the CLM can be automated. However, needless to mention, you’ll need a CLM or set of tools to achieve these.

✨ Pro Tip: Unless you’re using a good CLM platform, you don’t have to automate everything at once! Start with the stages that are easiest to automate (like signatures and approvals) and work your way up; that’s the fastest way to see real impact in your contract management.

6. Track Contract Obligations and Milestones

Every signature is a promise. When those promises slip through the cracks, you bleed money and credibility.

And neglecting, or worse, forgetting your contractual obligations, is far more common than you think. In fact, more than 95 % of organizations admit they don’t have complete visibility into their contractual obligations, and maybe that’s no surprise that they lose around 9.2 % of annual revenue over this.

Contract tracking is a great CLM practice because it can save you lots of headaches and penalties, the money that otherwise could be spent on headcount or market expansion.

Why Obligation & Milestone Tracking Matters

For a practical obligation and milestones tracking, get yourself into the habit of having:

1. Automated Alerts & Escalations – Configurable emails, in-app nudges, or Slack pings weeks before a milestone is due.
2. Dynamic Calendars & Dashboards – Gantt-style timelines or Kanban boards so stakeholders see what’s coming next.
3. Ownership Tags – Each obligation has a clearly assigned “accountable owner” (legal, finance, operations, etc.).
4. Continuous Monitoring with AI – Tools that auto-extract commitments from new contracts and score the risk if a milestone slips.

Keep every promise on schedule, turn compliance into a competitive edge, and stop revenue from slipping through unseen cracks.

7. Bring Collaborators on Board

Contracts touch legal, sales, finance, procurement, and ops, so isolating them in one inbox slows everyone down.

Most of the time got wasted in contract management due to unnecessary back and forth and passing the contracts between teams. But if you decide on doing these processes in a single workplace, then you already optimized your workflow much better. Think about it like having a Slack channel for all the CLM-related works.

When the whole crew works in a single CLM workspace, this is what happens:

• Faster turnarounds. Real-time editing and @mentions cut approval cycles from days to hours.
• Fewer errors. Shared comments replace messy email threads, keeping everyone on the same page (literally) and seamless contract redlining.
• Full accountability. Role-based permissions show exactly who changed what and when.

✨ Pro Tip: Spin up cross-functional “war rooms” inside your CLM for big deals, chat, comment, and redline in one tab instead of juggling five tools.

Some CLMs like fynk let you invite teammates (or even external partners with limited access), set granular access levels, and co-edit live while our built-in version control keeps a tamper-proof audit trail.

8. Don’t Underestimate The Power of AI in CLM

Remember the first time you switched from dial-up to high-speed internet? That’s the kind of leap artificial intelligence delivers to contract management.

One of the best and must-do practices in contract management that you can do is to adopt AI and do it fast. If you don’t have complete faith in AI—yet—when it comes to legal operations, now is the time to think twice.

Why?

Because AI in legal is all about speed and accuracy, AI can reduce the entire CLM cycle by 39%, save up to 30% of the legal department costs, and 75% of businesses are going to adopt AI in 2025.

Moreover, AI can be integrated into many of the CLM workflows, from using generative AI for drafting clauses and contracts to running AI contract playbooks to check inconsistencies.

AI also learns from your past deals. The more contracts you process, the brighter the recommendations: preferred payment terms, company-specific boilerplate, and clause variations automatically rank in order of historical success.

✨ Pro Tip: Give AI the boring stuff first. Let it summarize lengthy vendor agreements or flag non-standard terms, then spend your precious brainpower on strategy and negotiation, not copy-paste detective work.

How about reading a 30-page agreement in under a minute, color-coding risk levels, and offering alternative wording you can accept? AI can do that, too!

9. Negotiate for a Double Win

Significant contract negotiations aren’t about arm-twisting but rather about enlarging the pie so everyone walks away happier and keeps coming back for seconds.

A word of advice? Start by sharing data, not assumptions. When both sides see the same usage reports or market rates, the conversation shifts from “prove it” to “how do we structure this so we both succeed?”

Have obvious strategies for every negotiation position that you will be in. Aim for trades, not ultimatums. If early payment is easy for you but invaluable for the counterparty, exchange it for a longer-term commitment or an extended warranty. Align incentives with contingent clauses: maybe a price escalator tied to volume or performance metrics. That way, success for them literally equals success for you.

It’s also a good idea to keep track of the most negotiated terms you encounter in your deals and map out all three fallback positions: decide when to say a hard no, when to step back and reassess, and when to offer a creative concession that turns a stalemate into a signed contract.

Do you want to get rid of those v7-FINAL-really-final.docx email chains? Draft, redline, chat, and accept changes inside your CLM, where every tweak is tracked and every stakeholder sees the live version. Transparency builds trust, and trust speeds deals.

✨ Pro Tip: Walk into the meeting knowing your BATNA (the best alternative to a negotiated agreement). When numbers replace guesswork, confidence soars, and concessions shrink.

This is how a good redlining looks like:

10. Make the Execution Stage Smooth

Sealing the deal is equally important as the rest of the process. One of the best things you can do is to create a safe and smooth signing process.

Safe, because signature forgery is no joke, even now that e-signatures are all the rage. Every signature should be encrypted, time-stamped, and backed by a tamper-proof audit trail. Multi-factor authentication or an SMS one-time code adds another layer of certainty that Jane Doe is really Jane Doe.

📌 Remember: If someone else must sign on behalf of your company, you’ll want an up-to-date delegation of authority signature matrix stored in the system so there’s never a question about who can bind the organization.

Actually, it’s a good practice to clarify the type of signature needs that you wish to use.

Of course, there are the classic wet signatures, but this method has too many flaws: low security and not to mention endless delays in the process. On the other hand, you can use electronic signatures, which have higher security, and best of all, it takes seconds to send and receive them.

❗Important: E-signatures are accepted pretty much all over the globe; however, in some jurisdictions, to sign certain documents related to real estate, marriage, etc., the wet signature is still the only accepted method. So, make sure you already check your jurisdiction laws beforehand.

Smooth because you want a seamless flow that automatically routes the contract to the right signatory in the correct order, nudges them with gentle reminders, and updates the status in real time so you’re not chasing PDFs or praying an attachment didn’t land in spam.

You need real-time status to show you who has signed and who’s stalling so you can nudge the right person before the deal goes cold. And once the final signature lands? The contract should auto-file itself in the repository and tag its meta-data.

Now Over to You

Contracts are the promises that keep your business alive. When you centralize those promises, automate the grunt work, and fuel the process with AI insight, you trade chaos for clarity and delays for deal velocity.

Whether you’re scaling a start-up or untangling legacy processes inside a global giant, the playbook is the same: pick a CLM that fits, give every stakeholder a clear lane, automate relentlessly, and watch your revenue and reputation compound.

So ditch the “old way,” grab a modern CLM like fynk, and let your contracts start working for you instead of the other way around. Deals will close faster, compliance will tighten, and your team will finally have time to focus on growth, not paperwork.

Your next signature is waiting, make sure it’s the first step in a friction-free lifecycle.

Author:

Rezvan Golestaneh