The Value of a Defined Workflow

January 15, 2021 | BY SHANNON Q

Client:
Large Natural Resource Company

Their issues:

  • Multi-jurisdictions. Procurement, purchasers in many different locations.
  • The client’s policy was to have Legal review every contract before signing.
  • Legal became a bottleneck in the workflow.
  • It was most acute in the Procurement function.
  • Staff in the field were dissatisfied with in-house legal processing time.

How Simplex Legal helped:

Define boundaries:

  • Established guidelines on what Legal must review but more importantly what Legal won’t review.
  • Prioritized what is most pressing and what matters most to the company.

Create new process:

  • Designed an intake form in the language of the people who would complete it to gather basic information in a consistent way. This then fed into a tracking system.
  • Files were now visible to all members of the team, priorities were flagged, cycle time was monitored and high-risk files got priority processing.
  • Align resources using Simplex to equalize workflow.

What Simplex Legal achieved for this client:

  • Increased processing efficiency that further enabled demand prediction and staffing needs (workflow management).
  • Ability to offer a service commitment to the field and ensure rapid response time for top priority files.
  • This acted as a retention tool – the internal team got the most strategic files.
  • Side benefit: Legal department management now had data showing total number of contracts and their value which demonstrated department activity.

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