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]"

  1. Review with legal counsel: Have a lawyer review and approve

  2. Upload to Atlas: Store in "Templates" project

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.

Client: ABC Corp, Services: IT consulting, Term: 12 months"

  1. AI generates draft with details filled in

  2. Review and customise

  3. 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.

Identify all deviations and assess whether they're acceptable."

  1. Review deviations

  2. 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.

  1. 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

  1. Change Management

Address resistance:

  • Emphasise time savings

  • Show cost reduction

  • Highlight risk mitigation

  • Celebrate early wins

  • Provide ongoing support

  1. 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

Last updated