Here is a simple definition of the scope of work.
An SOW provides detailed information about the groundwork for a project. It can also serve as a written contract scope of work between you and other stakeholders, such as service providers, agents, or subcontractors.
The agreement should specify how tasks should be completed, payment details, deliverables, and the expected results. SOWs help project managers communicate clearly and concisely project expectations. Using the document, you can explain what stakeholders are allowed and not allowed to do.
The SOW can help you avoid scope creep, as mentioned earlier.
Using the scope of the work document to prevent scope creep will help you avoid it.
Scope creep, simply put, is the addition of unauthoritative features and functions beyond your expectations. Let’s say your team is building an Android app with specific features for a client. In terms of project deliverables, you can focus mainly on user experience, storyboarding, prototyping, wireframing, and development. In these five deliverables, you have already envisioned how your mobile app will function.
In the middle of the project, the client demands more deliverables, causing you to veer off course. A scope creep scenario is a common occurrence in project management.
As well as inaccurate scope definitions, inefficient project management, poor communication, and stakeholders presenting unrealistic project outcomes, scope creep can also occur due to inaccurate project management. Despite the fact that scope creep can negatively affect project success, framing a scope of work can prevent it.
Another important difference between scope and statement of work in project management is the definition of the scope of work. A scope of work is a subcategory of a statement of work. While the scope of work indicates the kind of work to be undertaken, how the business will accomplish the objectives, and the expected results, the statement of work serves more as an operating agreement.
A statement of work is usually drafted at the beginning of a project. As part of RFPs (requests for proposals), project managers can include statement of work documents when negotiating agreements with external contractors. Statements of work can also be used to enforce agreements between internal departments.
By holding periodic leadership team meetings, an organization’s statement of work can be formulated in case of collaboration between departments.
Why Do You Need a Scope of Work?
Next, we will discuss why a scope of work document is necessary. The scope of work document plays an important role in project management, and it has a number of advantages.
- SOWs enhance communication. Effective communication helps organizations run smoothly and efficiently. It is easier for team members to fulfill their assignments when they are able to communicate the desired results. In order to create a scope of work document, a project manager collaborates with other stakeholders.
- Budgets are protected by SOWs. Honestly, no one likes seeing a project’s budget balloon unexpectedly. Scope of work documents are very valuable tools for ensuring that your project stays within budget, since they clearly outline the expectations for the project.
- Misunderstandings are addressed with the SOW. Despite their importance and size, even the biggest and most important projects are not immune from complications. Hence, an SOW can serve as a written record of what has been decided. It is always possible to refer to your SOW in case of miscommunications.
- Finally, SOWs can reduce time waste. In order to achieve this goal, every project manager wants to finish their projects on time. A scope of work document can help you achieve this goal. The better you understand each deliverable, and what team members should be doing, the more successful you will be at keeping them on track. An SOW ensures that each detail of the project is addressed within the timeframe intended.
The scope of work was written by a variety of people.
What should the scope of work be?
In any business, the scope of work document should be created by the project manager and the customer. Because one party provides a service and the other contracts a product or service, their interests overlap.
While the scope of work document is a collaborative effort between multiple stakeholders, the project manager and client should always have the final say. As a result, work should not begin until both parties are in agreement.
Work scope documents are widely used today. Among the organizations using SOWs are software companies, construction companies, and hospitality establishments. So, no matter what industry you operate in, you need a statement of work.
To ensure that your efforts count for something in the long run, you can start writing your scope of work document if you have the necessary resources and relationships with stakeholders.
Tips for Creating More Effective SOWs
However, even following all the sections listed above can still lead to unexpected challenges. Here are some tips for making your SOW more effective.
Visualize your SOW:
When writing your SOW, make sure that you prioritize visuals over unnecessary text. By using visual examples, other stakeholders can gain a better understanding of issues much faster.
Exact Details:
Make sure you get down to the specifics. Failure to cover all the issues will prevent the SOW from being useful at a later date, resulting in project failure.
Defining success:
Another important aspect of defining success is ensuring that all factors are covered. This expectation should be defined in a way that is easily understood by all stakeholders.
Define the key terminology:
The project terminology should also be defined. Again, you shouldn’t assume all stakeholders understand what you’re saying. Defining business terminology and acronyms is essential.
Criteria for reviews: Finally, remember that the scope of work document is actually a plan. In order to ensure that all ideas are feasible and that the project doesn’t go off course, allow periodic reviews of the project specifics. A high-functioning team is essential to a successful project review.