HeadChannel partnered with the Institute of Practitioners in Advertising (IPA) to revolutionise their contract management process. We developed a bespoke digital Contract Bank, which centralised contracts, improved efficiency, and reduced the risk of manual errors, ensuring IPA could focus on supporting advertising practitioners more effectively.
The Challenge
IPA faced several challenges with their outdated manual contract management system:
Labour-Intensive Process: Managing contracts manually across different departments was time-consuming and prone to errors.
Lack of Centralisation: Contracts and important documents were scattered across offices, making it difficult to track their status or ensure consistency.
Version Control Issues: The manual system made it challenging to keep track of contract versions, increasing the risk of disputes or miscommunication.
Delays in Drafting Contracts: Without digital templates, employees had to create contracts from scratch, which slowed down their work and delayed outcomes for clients.
IPA needed a solution that would centralise and automate the contract management process, making it more efficient, organised, and transparent.
Why HeadChannel?
IPA turned to HeadChannel for our expertise in developing bespoke digital solutions that address complex organisational needs. Our ability to work closely with clients, understand their pain points, and deliver user-friendly, scalable systems made us the ideal partner to design and implement a contract management system tailored to IPA’s requirements.
Our Approach
- Collaborative Development with Legal Experts
We worked alongside IPA and their legal partner, Lewis Silkin, to design and build the Contract Bank. This ensured the system met both business and legal requirements, providing IPA with an efficient and legally compliant solution.
- Centralised Contract Management
We developed the Contract Bank as a centralised digital repository for all contracts. This system enables users to access, edit, and store contracts in one place, ensuring that important documents are never misplaced.
- Customisable Templates and Editable Clauses
The Contract Bank includes pre-built, legally verified templates with editable clauses and sub-clauses, allowing users to quickly draft contracts without starting from scratch. This also helps maintain consistency across all legal documents.
- Guidance Notes and Schedules
To further streamline the process, users can access guidance notes and attach optional schedules to contracts. These features ensure that all necessary legal information is readily available for quick reference.
- Enhanced User Experience
Our UX design team focused on creating a user-friendly interface, making it easy for IPA members to find, edit, and categorise contracts efficiently. The search functionality and categorisation options improve organisation and allow users to retrieve documents in seconds.
Testimonial
“Partnering with IPA to develop their Contract Bank was a rewarding experience for HeadChannel. We recognised that centralising and digitising their contract management process would significantly enhance their operational efficiency. By working closely with IPA and legal experts, we created a bespoke solution that streamlined their workflow, reduced errors, and improved collaboration across departments. It’s been exciting to see the transformation, and we’re proud to have delivered a system that will continue to support their mission of setting industry standards for years to come.”
Richard Bundock
CTO, HeadChannel
The Outcome
HeadChannel’s bespoke Contract Bank has delivered significant benefits to IPA:
Centralised System: Contracts are now stored in one centralised digital system, making it easier to find and manage documents, reducing the risk of lost or misplaced files.
Increased Efficiency: The use of pre-built templates, editable clauses, and guidance notes allows IPA members to draft contracts quickly and consistently, saving time and effort.
Improved Organisation: The Contract Bank provides a clear structure for categorising contracts and schedules, ensuring that legal documents are always organised and accessible.
Greater Transparency: With all contracts centrally stored and tracked, IPA can easily monitor the status of any contract at any stage, improving collaboration and oversight.
By transforming their contract management system, IPA has been able to operate more efficiently, focus on supporting their members, and ensure that all contracts are handled professionally and consistently.
About Institute of Practitioners in Advertising (IPA)
The Institute of Practitioners in Advertising (IPA) is a non-profit organisation supporting over 4000 UK-based advertising practitioners. As the official body for the UK advertising industry, the IPA promotes best practices and provides guidance to advertising agencies across various sectors, including creative, healthcare, and media.
