# How to Standardise Internal Templates

**Building a Self-Sufficient Legal Function with Atlas**

Gani Atlas enables organisations to build comprehensive template libraries, maintain consistency, and reduce reliance on external legal counsel for routine matters.

**Why Templates Matter**

**Benefits:**

* Consistency: All agreements follow approved language
* Efficiency: Draft contracts in minutes, not hours
* Cost savings: Reduce external legal spend
* Risk mitigation: Pre-approved terms reduce legal risk
* Faster turnaround: Business units can self-serve

## Part 1: Creating Your Template Library

### Step 1: Identify Template Needs

**Common Templates to Create:**

Employment Documents

* PKWT (Fixed-term employment) contracts
* PKWTT (Permanent employment) contracts
* Executive employment agreements
* Termination letters

Commercial Agreements

* Services agreements
* Supply agreements
* Distribution agreements

Confidentiality & IP

* Non-disclosure agreements (NDA)
* Non-compete agreements
* Intellectual property assignments
* Data processing agreements

Corporate Documents

* Board resolutions
* Shareholder resolutions
* Corporate guarantees
* Powers of attorney

Internal Policies

* Employee handbooks
* Data protection policies

### Step 2: Develop Templates with Gani Assistant

#### Method 1: Create from Scratch

1. Use Gani Assistant to draft initial template:

> "Draft a standard services agreement template for  our IT consulting business, including \[list requirements]"

2. Review with legal counsel: Have a lawyer review and approve
3. Upload to Atlas: Store in "Templates" project<br>

#### Method 2: Standardise Existing Agreements

1. Identify best agreement: Choose your strongest existing contract
2. Review with legal: Ensure it represents best practices
3. Generalise: Remove specific details, add placeholders
4. Upload to Atlas: Store as template

#### Method 3: Build with External Counsel

1. Engage counsel to create templates
2. Involve business stakeholders: Ensure templates meet business needs
3. Finalise and approve: Get sign-off from legal and business
4. Upload to Atlas: Make available to organisation

## **Part 2: Using Templates for Efficient Drafting**

**Drafting from Templates in Atlas**

1. Open template in Atlas
2. Click "Chat with Document"
3. Request draft:

> "Draft a new services agreement using this template.&#x20;
>
> Client: ABC Corp, Services: IT consulting, Term: 12 months"

4. AI generates draft with details filled in
5. Review and customise
6. Download finished agreement

## **Part 3: Compliance and Risk Management**

Template Compliance Checking

**Use Atlas to ensure compliance:**

Check New Contracts Against Templates

1. Upload new contract to Atlas
2. Upload relevant template
3. Ask AI:

> "Compare this contract to our standard template.&#x20;
>
> Identify all deviations and assess whether they're acceptable."

4. Review deviations
5. Escalate significant changes to legal

## **Part 4: Training and Adoption**

**Launching Your Template Programme**

1. **Communication Plan**
   1. Announce template library launch
   2. Explain benefits to business teams
   3. Set clear expectations
   4. Provide training schedule
2. **Training Materials**

Create:

* Template usage guides (per template)
* Video tutorials (how to access and use)
* Quick reference cards
* FAQ document

Store all training materials in Atlas.

3. **Hands-On Training**

Conduct sessions:

* How to access Atlas
* Finding the right template
* Using AI to draft from templates
* When to escalate to legal
* How to request new templates

4. **Change Management**

Address resistance:

* Emphasise time savings
* Show cost reduction
* Highlight risk mitigation
* Celebrate early wins
* Provide ongoing support

5. **Measuring Success**

Key Metrics:

Efficiency Gains

* Time to execute agreements (before vs. after)
* Number of agreements processed per month
* Reduction in bottlenecks

Cost Savings

* External legal spend reduction
* Hours saved (quantified in currency)
* Business team productivity gains

Quality Improvements

* Reduction in contract errors
* Faster negotiation cycles
* Improved compliance rates


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