#Japan #Tokyo #Legal Operations #Ebara Corporation #MNTSQ

Introduction

In a remarkable move towards enhancing operational efficiency, Ebara Corporation has transformed its legal operations by implementing MNTSQ CLM, a contract lifecycle management platform. This shift comes in response to a growing number of legal cases, seeing a significant performance boost amidst reduction in personnel and rising demands.

Context of Implementation: Urgent Need for Change

With a workforce that encompasses approximately 10,000 individuals, Ebara's legal department has long adhered to a culture of detailed and careful case reviews. However, with business expansions leading to an annual increase of 5-10% in case volume, the firm faced challenges such as staffing shortages and reliance on a decade-old custom workflow system. In addition, the existing storage of contract documents and knowledge spread across ten different locations added complexity and inefficiency to the operations.

The Decision to Transition: A proactive decision was needed to address these challenges while preserving the meticulous approach the legal team is known for. The integration of MNTSQ CLM, which automates manual processes and facilitates efficient collaboration, marked a pivotal moment in the department's operations. The ability to streamline management of permissions related to contract documentation through integration with human resource data was particularly noteworthy.

Immediate Benefits Post-Implementation: Overcoming Adversities

Despite facing a reduction in staff, the implementation of MNTSQ CLM has led to significant improvements:

1. Quantifiable Operational Efficiency: The number of handled cases surged from 101 to 126 per month (a staggering 25% increase). This was achieved while personnel numbers dropped by 1-2 members. Impressively, the speed of responses improved, with the rate of replies within ten business days rising from 57% to 89%. Additionally, team members reported a 30% reduction in workload, leading to greater overall productivity.

2. Knowledge Sharing Accelerating Team Development: With MNTSQ CLM facilitating an integrated workflow from case management to contract approvals, the visibility into historical revisions alongside decision-making processes has elevated the quality of training. This visibility allows newer members of the team to gain a deeper understanding of the contextual backgrounds of contract decisions, thus accelerating their development.

3. Seamless Integration Without Extensive Training: Ebara achieved smooth implementation despite not holding any formal training sessions. Instead, detailed video manuals and operational guides embedded within the system itself provided users with the necessary information, proactively addressing common issues and reducing inquiries and mistakes during the submission process.

Future Aspirations: Towards Proactive Legal Management

Moving forward, Ebara's legal team intends to utilize the resources freed up by MNTSQ's efficiencies to engage more strategically in corporate matters. This encompasses participating in M&A activities from their initial phases, supporting new businesses like hydrogen ventures and land-based aquaculture, and enhancing legal collaboration with affiliated companies domestically and internationally.

They also plan to increase the use of AI-driven tools like the AI contract assistant and integrated information retrieval functionalities to further boost efficiency.

The noteworthy case of Ebara highlights an innovative approach to achieving streamlined operations without increasing headcount. The successful transition to a higher quality and faster legal service sets a strong example of what can be accomplished in the face of industry-wide challenges regarding staffing and workload management.

About MNTSQ CLM

MNTSQ CLM assists with every phase of contract management—from creation to review, execution, management, and knowledge dissemination—utilizing AI technology. This solution enhances the speed of business processes while establishing a robust governance framework.

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More About MNTSQ

Founded in November 2018, MNTSQ aims to create a fair landscape for all agreements. The startup has established partnerships with three of Japan's top law firms to combine expert knowledge with cutting-edge AI technology, delivering services like MNTSQ CLM and MNTSQ AI Contract Assistant to revolutionize the contracting experience.