Checklist of Tips for Successful Contract Administration

Develop and implement a project management discipline to ensure on-time delivery and flawless execution.

Comply with contract terms and conditions.

Maintain effective communications.

Manage contract changes with a proactive change management process.

Resolve disputes promptly and dispassionately.

Use negotiation or arbitration, not litigation, to resolve disputes.

Develop a work breakdown structure to assist in planning and assigning work.

Conduct pre- performance conferences or a project kick-off meeting.

Measure, monitor, and track performance.

Manage the invoice and payment process.

Report on progress internally and externally.

Identify variances between planned versus actual performance—use earned value management.

Be sure to follow up on all corrective actions.

Appoint authorized people to negotiate contract changes and document the authorized representatives in the contract.

Enforce contract terms and conditions.

Provide copies of the contract to all affected organizations.

Maintain conformed copies of the contract.

Understand the effects of change on cost, schedule, and quality.

Document all communication—use telephone, faxes, correspondence logs, and e-mails.

Prepare internal and external meeting minutes.

Prepare contract closeout checklists.

Ensure completion of work.

Document lessons learned and share them throughout your organization.

Communicate, communicate, communicate.