Rolling out a new contract lifecycle management (CLM) workflow is not just a Legal project, it’s a team effort across the org. Because of that, success relies on both the tool and the people implementing it. Securing cross‑functional buy‑in ensures that the workflow you launch is adopted, trusted, utilized, and championed across the organization.
I implemented LinkSquares at Zywave five years ago, and since then I have rolled out a full suite ofworkflows, ranging from company-wide to single department uses. I have hit roadblocks in various stages of implementation and enhancements. Below are four actions and lessons learned from my own experience implementing a CLM workflow and gaining buy-in.
People want to know how something will directly impact them. When launching a new workflow and trying to build cross-functional buy‑in, be crystal clear about the specific problem it will solve. The best way to do this is to start small.
For me, that meant examining the disjointed process for reviewing vendor contracts. Prior to our current workflow in LinkSquares, reviews, approvals, and status updates were all handled via email across multiple departments. This created predictable frustrations: scattered email chains, buried messages, inconsistent approvers, limited transparency…the list goes on.
By highlighting these recurring pain points, I could clearly show how a single workflow would reduce headaches. I didn’t make sweeping statements about the tool as a whole. Instead, I focused on how this one process would improve visibility, increase speed, create transparency, and bring consistency to approvals.
Once I clarified the use case, I needed other voices cheering for the workflow. The workflow is only as successful as the people using it. I identified the team most frequently involved in vendor contracts and had them test the workflow as it was being built. This created immediate cross-functional collaboration and provided a space for feedback, concerns, and real-time solutions.
By the time we rolled the workflow out across all departments, this team could speak firsthand about improved turnaround times and the user-friendly nature of the system—far more powerful than me saying it alone.
When identifying your champions, consider:
Champions for one focused workflow often evolve into champions for the CLM tool as a whole.
After your initial workflow is live and running smoothly, you can broaden buy‑in for the overall CLM tool. Here’s how:
Highlight the Data: Use in‑tool metrics to demonstrate workflow efficiency. Even if you lack “before” data, you can highlight what's working now and track improvements monthly or quarterly.
Showcase the Tool’s Full Capabilities: Beyond the initial workflow, what else can the CLM do? What projects—big or small—can you enhance or automate with the tool?
Share the Roadmap: People love knowing what’s coming next. Monitor your CLM’s roadmap and share relevant enhancements with key collaborators. This often sparks ideas about unmet needs or potential improvements to existing processes.
Continue Enablement: Twice a year, I send users reminders, updates on recent enhancements, and an open invitation to discuss questions or concerns. Ongoing enablement ensures workflows stay aligned with evolving departmental needs and keeps users engaged.
Use larger forums—department meetings, company-wide updates, or initiative-focused discussions—to build visibility and momentum. For me, this opportunity came during a discussion about how teams were using AI. I was able to highlight the AI capabilities of our CLM and broaden the conversation to how the tool supports our workflows overall. The topic wasn’t CLMs specifically, but tying the tool to a company-wide priority created an impactful connection.
Cross‑functional buy‑in is absolutely achievable and much easier when you start with a focused use case and build strong champions early on. Lean into the relationships you already have and connect your CLM initiatives to broader company goals. Keep the conversation going, both formally and informally. By doing so, the workflow you implement today becomes the foundation for a long-term, organization-wide transformation.