Brief summary:
- At the next opportunity, place three documents of the same type next to each other.
- Visualize which text elements are repeated or differ in content.
- Next to each clause, write the condition under which the variable text elements contained in it are to appear. You can also define a standard to be used in all cases. Select the clauses accordingly.
In detail:
STEP 1: Collect all document types that you use frequently. Often, you use the document type several times a month. The document type is the generic name of documents without having to agree on every detail.
STEP 2: You can find patterns by comparing several documents of the same type (for example, employment contracts). At the next opportunity, place three documents of the same type next to each other. Consider which text elements are repeated or differ in content. Select the same and similar text elements.
Tip
Since documents are often completely reformulated, it is not uncommon for different formulations to be used for the same regulatory content, even if they differ only slightly. Pay attention to these parts of the text formulated in this way and decide which linguistic formulation should be used in future. Of course, you can also use different language phrases in the intelligent template.
STEP 3: Check the economics of automation. The same or similar clauses or text elements can usually account for up to 100% of the document.
Automation of less than 10% is rarely worthwhile. The higher the proportion of the same and similar clauses or text elements, the more worthwhile automation becomes. As the number of variants increases, i.e. similar but not identical text elements or clauses, the added value through automation increases massively.
However, not every individual case has to be filed as a variant. The decisive factor is the frequency with which similar text elements are used. The 20% of the least used text elements remain reserved for the individual case or individual adaptation. However, you yourself decide on the degree of perfection of your intelligent template and can, of course, adjust the ratio.
STEP 4: Work out the legal logic. Write next to each clause the condition under which the variable text elements it contains should appear. You can also define them as standard.
You can also combine several conditions into case groups, presuppose negative conditions or even define the character of clauses and make them a prerequisite (e.g. employer-friendly clauses or employee-friendly clauses or a mutually fair employment contract).
Mark the clauses in your word document accordingly.
