You know that feeling when you’re halfway through a bad Netflix show, and you think, “I’ve already spent this much time on it—might as well finish”? That’s exactly how companies treat their CLM systems. They’ve already sunk time and money into it, so they convince themselves it’s not that bad. 

Spoiler alert: it probably is.

Inefficient CLM systems are leaking money faster than your favorite character leaks spoilers on Twitter. But switching CLMs? Yeah, that’s terrifying. 

What if it doesn’t work? What if your team stages a mutiny? What if you’re left explaining to your boss why you just spent six figures on something that nobody uses? These are the questions that keep you up at night.

Here’s the thing, though. The cost of staying with the wrong system is worse. Every delayed contract, every manual workaround, every missed renewal—it all adds up.

So, should you switch? And how do you make sure you don’t end up in the same mess again? Let’s figure it out!

Want to watch or listen instead?

Check out our webinar on switching CLMs and how to do it right. 

Explore how to assess if switching CLMs is the right decision for your team, tips on choosing your first CLM, how to get stakeholder buy-in for your CLM rollout, and common pitfalls to avoid when implementing or switching CLMs.

Click here to watch the webinar.

Signs it’s time to switch your CLM

Switching your CLM isn’t a decision you make lightly, but some red flags make the choice inevitable. Here are the signs to watch out for:

#1 If your team avoids the CLM, it’s not the right fit

Source: Rohith Salim via LinkedIn

A tool that collects more complaints than contracts is a clear miss. When users prefer emailing files or bypassing the CLM altogether, it’s not solving their problems—it’s adding to them. Adoption struggles often stem from poor design or lack of training, not just user resistance.

“Adoption issues are rarely related to the platform itself. They boil down to bad design. We've launched our system, but we didn't structure a workflow or the way we intake contracts in a user-friendly way. We just kinda got a list. And so, the implementation itself does play a huge factor. What you roll out might just not be user friendly to your organization, especially if you just copied and pasted your manual processes.”

~ Navin Mahavijan, Managing Partner, Black Paladin Solutions
Webinar: Switching CLMs or Choosing Your First?

#2 Your contracts take forever? Blame the workflow

If the tool meant to save time is slowing everything down, it’s a problem. Bottlenecks, long approval times, and manual steps that could be automated are signs your CLM is holding your team back.

#3 Missing features mean more manual work for everyone

No seamless integrations? No automated workflows? A missing e-signature function? That’s more manual work for legal and business teams, which leads to inefficiency and frustration. Your CLM should do the heavy lifting, not create more tasks.

#4 If your company has outgrown the tool, it’s time to move on

A CLM designed for a smaller business won’t support a growing organization. If contract volumes are rising or your needs are becoming more complex, a system that can’t scale is only going to slow you down.

#5 Struggling to find data? Your CLM is failing at its job

The whole point of a CLM is centralizing contracts and making data accessible. If it’s easier to search email threads than your CLM, it’s time for a change. Good data visibility isn’t just helpful—it’s critical.

These signs are your wake-up call. If your CLM ticks any of these boxes, it’s not a tool; it’s a blocker. Time to rethink your options and find a solution that actually works for your team.

How to evaluate your current CLM

Recognizing the signs is only step one. Before jumping to a new solution, evaluate whether your current CLM can meet your needs with better usage or adjustments—or if it’s truly time to move on.

#1 Ask your team if the CLM is solving their pain points—or creating new ones

Talk to everyone who interacts with the platform—legal, sales, finance, and anyone else in the loop. Are they happy with the tool, or do they have a list of grievances? 

Common feedback like “It’s too hard to use” or “It doesn’t do what we need” should tell you everything. Susan Koenig advises, “You have to recognize that there are two end users—legal and business. Your CLM needs to work for both.”

“You have to recognize that there are actually two end users. There’s legal on one side and they have a certain set of requirements. And then there’s the business users on the other side who are interacting with the other end of the platform, and they have different requirements. How can you satisfy everybody's needs in a way that's gonna keep business moving as quickly as possible without hiccups? Stability, right? You wanna think about how the platform is built, how well it's working, etc.”

~ Susan Koenig, Senior Legal Operations Manager, Abnormal Security
Webinar: Switching CLMs or Choosing Your First?

#2 Check if you’re using the features you’re paying for

Look at how many features your team is actually using versus what the tool offers. If you’re only scratching the surface of its capabilities, the tool may be too complicated—or simply not the right fit for your workflows.

#3 Compare how much time you’re saving (or losing)

Run the numbers. How long does it take to process a contract now compared to before you adopted the tool? If contracts still get stuck in approval purgatory or require hours of manual work, your CLM isn’t pulling its weight. A good tool should reduce contract turnaround time significantly.

When evaluating your current CLM, be honest about whether it’s making life easier—or adding more friction. If it’s not delivering on its promises, it’s time to explore better options.

The Ultimate Guide to Switching CLMs

• Common signs that you need to switch CLMs, identifying critical gaps and limitations in your current platform
• Cost analysis and ROI, features comparison and scalability, thorough vendor evaluation
• Technical hurdles, ensuring user-adoption and smooth data migration
• KPIs to track, ensuring long-term support from your vendor, gathering feedback and improving
  

Click here to Download the guide.

Deciding to switch: key considerations

Making the decision to switch your CLM means ensuring the new solution fits your organization’s needs, now and in the future. Here’s what you need to keep in mind:

#1 Get stakeholder buy-in by showing what’s in it for them

A new CLM will touch multiple teams—legal, sales, finance, procurement—so their input is crucial. Start by addressing their specific pain points. 

Source: Akshay Verma via LinkedIn

For example, does sales struggle with contract turnaround times? Does finance need better reporting? Getting everyone on board early not only ensures alignment but also boosts adoption post-implementation. 

“It's important to make your case to show what the value the CLM is going to bring. For us, when we switched, it was important for me to get all stakeholder feedback. ‘What do you like? What do you not like? What would you like to see?’ So when you go out into the market, you have a foundation on what you're trying to buy.”

~ Susan Koenig, Senior Legal Operations Manager, Abnormal Security
Webinar: Switching CLMs or Choosing Your First? 

#2 Define what you need and what you can live without

Create a list of requirements and split it into “must-haves” and “nice-to-haves.” 

Must-haves are non-negotiables like seamless integrations with Salesforce or automated workflows. 

Nice-to-haves are features that would enhance processes but aren’t deal-breakers. This clarity prevents you from being swayed by flashy demos and helps you focus on the right fit for your organization.

#3 Choose a tool that grows with your business

“Done right, CLM can generate massive ROI. But please, please talk to someone before jumping in head-first. Many companies will try to sell you just tech, or just people, or something else alone. But what’s really needed is a well-tuned mix. That’s the secret to success. The first step is to figure out what works for you. When you get the mix right, that’s when you’ll really see the results.”

~ Craig Conte, Lead Partner Legal Operate, Deloitte Legal
Contract Management ROI: Tools, Process, People, all of the above?

Your next CLM shouldn’t just solve today’s problems—it should handle the demands of tomorrow. Look for scalability, flexibility, and robust customization options. 

Whether your contract volumes double or your team’s processes evolve, the system should adapt seamlessly. 

Checklist

How to decide if switching your CLM is right for you

To make an informed decision about switching your CLM, use this detailed checklist to evaluate both your current tool and potential replacements:

1. Are multiple teams aligned on the key challenges with the current CLM?

• Have you gathered feedback from all stakeholders, including legal, sales, finance, procurement, and IT?

• Are their pain points consistent, or do they vary across departments?

• Have you identified overlapping challenges, like adoption struggles, inefficiencies, or missing features?
  

2. Do you have a clear list of requirements, prioritized by importance?

• Have you distinguished between must-have features (e.g., integrations, automated workflows, e-signatures) and nice-to-haves?

• Have you accounted for business-specific needs, like custom workflows or compliance requirements?

• Does your list address pain points identified in stakeholder feedback?
  

3. Can the new tool scale with your organization’s growth?

• Will the CLM handle increased contract volumes as your business grows?

• Does it support multi-regional or cross-functional use cases?

• Can it adapt to future business changes, such as new integrations, compliance standards, or expanded functionality?
  

4. Is the vendor capable of supporting implementation and training needs?

• Does the vendor offer comprehensive onboarding and training resources?

• Are there live support options, help documentation, and office hours for troubleshooting?

• Is the vendor transparent about professional services costs for implementation, customization, or data migration?
  

5. Have you evaluated the total cost of ownership (TCO)?

• Does the pricing model (e.g., per user, per document, or flat rate) align with your expected usage?

• Are there additional fees for features, storage, or integrations

• Have you factored in ongoing costs like renewals, updates, and scaling expenses?
  

6. Are there clear ROI metrics to track success?

• Have you established baseline metrics (e.g., contract turnaround times, legal hours saved, error reduction) to measure improvement?

• Will the new CLM provide real-time data and reporting to track performance?

• Do you have an internal process to evaluate the tool’s effectiveness post-implementation?
  

7. Have you considered user experience and adoption?

• Is the new platform intuitive and easy to use for both legal and business users?

• Does it offer integration with tools your teams already use (e.g., Salesforce, HubSpot, Slack)?

• Have you prepared an internal change management strategy to drive adoption?
  

8. Does the vendor’s technology align with your future roadmap?

• Does the tool leverage automation and AI capabilities for contract creation and review?

• Is the platform flexible enough to handle custom workflows or unique processes?

• Does the vendor have a proven track record of innovation and support?

Click here to get some guiding principles and advice by Akshay Verma, COO, SpotDraft that can help you evaluate legal tech solutions better. 

Decided to switch CLMs but not sure how to find the best one?

Download an unbiased Buyer’s Guide to CLM selection and implementation. 

Common CLM implementation pitfalls and how to avoid them

Switching CLMs is no small feat. Sure, the new tool might look like the efficient solution your team needs. But unless you avoid the usual pitfalls, it can quickly turn into a headache. 

Here’s where things tend to go wrong—and how to keep them from derailing your implementation.

#1 Poor data migration: bad data leads to bad outcomes

Migrating contract data can be messy. If you don’t do it right, you’re essentially dragging yesterday’s problems into today’s solution. 

As Mahavijan put it, "Bad data is worse than no data.” When data is incomplete, outdated, or inaccurate, your new CLM won’t work its magic. 

To avoid this, clean up your data first. Focus on important details like contract types, dates, and clauses. If AI-based extraction misses some contracts, review the critical ones manually. 

#2 Lack of user training: train users with videos, guides, and hands-on sessions

You can’t just hand over a new tool and expect everyone to be onboard. If your team doesn’t know how to use the CLM, all its features will be useless. 

When you roll out their new system, you have to go beyond just showing the tool. Offer both videos and live sessions to help users feel confident. 

For instance, show sales teams how using the tool would make their job easier by integrating directly with Salesforce.

Make sure your team knows how to use the tool from day one. Don’t assume they will. It’s critical for success.

#3 Ignoring process redesign: optimize workflows before switching tools

When implementing a CLM, you must first optimize your workflows. This includes reviewing how contracts are created, reviewed, approved, and executed. 

“You can't just switch from a horse and carriage to a Ferrari, tie the horse to the back of the Ferrari, and wonder why it's going so slowly. Poor horse. You need to evolve along so that you can actually use that system effectively. You need to understand your processes. You need to also track information. 

Make sure that you are tracking as much as you can. Even if you have to do it manually for a little while, understand what your status is now, how long things are taking, what the volumes are. Again, it's some manual work that people will complain about, but if you can just do that for a few months, that provides valuable data that you can then compare, after you've implemented the system to see if you're actually getting ROI as well.”

~ Akshay Verma, Chief Operating Officer, SpotDraft
Webinar: Switching CLMs or Choosing Your First?

Before making the switch, map out your existing processes and identify bottlenecks. Streamline steps that can be automated and eliminate redundant stages. 

For example, automating the approval chain or setting up contract templates can save hours each week. Once the processes are streamlined, the CLM tool can enhance, not hinder, your operations.

Also read: Your Ultimate Guide to a Successful CLM Implementation Process 

Switch your CLM, but switch it right

Choosing the right CLM system is a big deal. It’s not something you can rush into.

Take your time. Evaluate your current system, gather feedback from all teams, and make sure your new CLM will actually solve problems—not create more. 

Make sure your processes are ready for the tool, or it’ll be like trying to use a Ferrari while holding onto a horse.

The right CLM can make your life easier. It can save time, reduce errors, and keep everyone aligned. But only if you pick the right one.

Want to see how SpotDraft can help? Explore SpotDraft and switch smarter.