What is scope of work?<\/h2>\r\n\r\n\r\n\r\n
Scope of work describes a documented, deep dive into the details of the expected project work and make it more clearly defined. It involves setting specific<\/em>\u00a0limits and boundaries to your project.<\/p>\r\n Project managers and teams will clearly define the tasks, goals, deliverables, deadlines, and expectations for all<\/em> parties involved. More importantly, it also defines what\u2019s not<\/strong><\/em>\u00a0part of the project.<\/p>\r\n You can find the scope in a project’s statement of work<\/a>\u00a0(SOW).<\/p>\r\n A statement of work or SOW is a document that outlines the groundwork for a project. It\u2019s the agreement between you and the client, agency, service provider, or subcontractor that clearly defines specifics like task details, payment terms, expected outcomes, and deliverables.<\/p>\r\n A statement of work is written during the initiating phase of the project life cycle. The initiating phase is the period where the project idea is described, reviewed, and eventually cleared to move forward. Scope of work is a section within the SOW. The statement of work refers to the document itself.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n A well-defined scope of work saves you time and money. More importantly, it saves you from unnecessary headaches.<\/p>\r\n\r\n\r\n\r\n The scope of work gives you the power to say \u201cno\u201d within reason.<\/p>\r\n Asks and additional initiatives that come up throughout the project lifecycle can be evaluated and prioritized more clearly \u2014 either it\u2019s in the scope or not, and if your responsibilities begin to stray outside of what was originally agreed upon, the scope of work gives you a document to refer back to.<\/p>\r\n\r\n\r\n\r\n If you\u2019re remotely familiar with scope of work, then you\u2019ve probably heard the term \u201cscope creep.\u201d Scope creep<\/a> is often referred to as \u201cfeature creep\u201d or \u201crequirement creep.\u201d Ultimately, scope creep refers to a project\u2019s tendency to increase requirements throughout its lifecycle.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n (Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n If a project begins with five deliverables and now your stakeholders or clients want eight, or the must-have features for the product jump from three to five, you\u2019re experiencing scope creep. It\u2019s more common than you\u2019d think. All too often, you\u2019ll have a client ring you up and say, \u201chey can we just add in one small thing\u2026\u201d<\/p>\r\n\r\n\r\n\r\n\r\n\r\n The customer\u2019s needs often change, and so do their priorities, which is often the catalyst for changing the project\u2019s scope or requirements. However, scope creep can also occur from not accurately defining scope enough. However it happens, scope creep can cause a project to get off track and go over budget.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n Get started<\/a><\/p>\r\n\r\n\r\n\r\n A wide array of companies use scope of work\u2014 from software and web design companies to construction companies and wedding contractors. The list goes on and on, which means who ultimately ends up writing them will vary. In a lot of these industries, you\u2019ll have a traditional project manager who is driving the desired outcomes and is familiar with writing up the scope of work document.<\/p>\r\n\r\n\r\n\r\n In other cases, it could be a project sponsor, a salesperson, or someone else writing the scope. In some cases, the entire SOW, including the scope of work, is written by the client. In those situations, the scope of work may have multiple authors and will often include input from people like the project manager, third-party contractors, and the Chief Information Officer if it\u2019s a software or IT project.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n Writing an SOW\u00a0can feel a little daunting, but if you use your available resources, engage stakeholders, and consult with subject matter experts, you\u2019ll find it\u2019s easier than it seems.<\/p>\r\n\r\n\r\n\r\nArguably the most important thing you can do if you\u2019re writing a scope of work is to consider the nuanced differences between each project. If you cut corners, you may end up regretting it later.<\/span><\/a>\r\n\r\n\r\n\r\n There\u2019s no single way to write out the scope of work document, but there are some general guidelines and considerations to review. As this process involves a high level of detail, you\u2019ll want to take your time to ensure maximum clarity from beginning to end.<\/p>\r\n The scope of work needs to be detailed, but not unreasonably so.If it\u2019s extremely detailed, you may find yourself doing unnecessary work and artificially constraining your project just because you wrote down that you would.<\/p>\r\n \r\n\r\n<\/p>\r\n \r\n\r\n<\/p>\r\n But a scope that\u2019s too broad, generic, or vague leaves room for interpretation, which could mean trouble later in the project. Ultimately, you have to find a balance to keep your client satisfied and your project profitable and free of roadblocks.<\/p>\r\n \r\n\r\n<\/p>\r\n\r\n\r\n\r\n Project objectives<\/a> reiterate the final goal of the project. It\u2019s the \u201cwhy\u201d behind the project and is ideally something realistic and valuable to the client or end-user.<\/p>\r\n\r\n\r\n\r\n The objective should answer the question, \u201cwhat do you hope to achieve with this project?\u201d<\/p>\r\n\r\n\r\n\r\n Objectives typically define deliverables in detail, so there\u2019s no confusion between you and the client or stakeholder. Deliverables are either accepted or rejected.<\/p>\r\n\r\n\r\n\r\n The greater the detail, the better when deciding upon deliverables. If it\u2019s a product, specify the dimensions, weight, features, etc. monday.com\u2019s Project Plan Template<\/a>\u00a0is a game-changer when writing out objectives since it helps clearly define the problem, set clear descriptions of goals, and enables you to visualize those goals.<\/p>\r\n Get started<\/a><\/p>\r\n\r\n\r\n\r\n\r\n\r\n The objective likely won\u2019t go into detail over each individual task that creates the deliverables. That comes in the next section.<\/p>\r\n\r\n\r\n\r\n Here\u2019s where the bulk of the work comes in. You know the objectives and what the deliverables look like; now, you have to figure out what tasks lead up to delivering on your promise.<\/p>\r\n\r\n\r\n\r\n Mastering task management is the first step of executing a successful project, but selecting the right Work OS can bring your team to the next level by allowing you to run all of your work in one place.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n To start, your main focus is creating an exhaustive task list of all the things you\u2019d need to accomplish to deliver the project successfully. Since this section isn\u2019t about deliverables, it\u2019s best to focus on actions like \u201credesigning a web page\u201d or \u201ccreating a test environment.\u201d Ideally, you\u2019d document these tasks in a logical order that takes dependencies into account.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n You don\u2019t need to get into the nitty-gritty day-to-day work \u2014 just capture all the big pieces of the puzzle. Finally, you\u2019ll want to include a section on what’s out of scope to make it clear to everyone what’s not<\/em>\u00a0included in the price.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n If there are adjacent tasks that other parties are responsible for or a typical task list this project isn\u2019t taking on, you\u2019ll want to call that out here so that nobody\u2019s confused.<\/p>\r\n You may want to consider using a work breakdown structure<\/a>.\u00a0<\/p>\r\n\r\n\r\n\r\n You know where you\u2019re going and what you\u2019re doing. Now it\u2019s time to decide how long it will take.<\/p>\r\n\r\n\r\n\r\n If the project is large and complex, that may mean setting multiple project milestones. Perhaps each milestone delivers a subset of the final deliverable. In that case, you\u2019ll want to ensure those milestones get highlighted somewhere.<\/p>\r\n\r\n\r\n\r\n monday.com has an excellent Gantt chart<\/a> feature to help you visualize your schedule and identify key milestones.<\/p>\r\n\r\n\r\n\r\n Ideally, you\u2019d factor in some buffer room to prepare for obstacles or risk along the way. Underpromise and overdeliver is usually an excellent way to set your deliverable schedule and keep your client happy.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n Once you know the deliverable, the individual steps to deliver it, and how long it will take, you should have a decent grasp of what resources you\u2019ll need. Raw materials, technology, and human resources are all a factor. Don\u2019t forget to include any subcontractors you may need to hire.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n Now you need to settle on a budget and payment terms. If there are project milestones, it\u2019s wise to get payments at each milestone. Perhaps a deposit down and another payment upon completion.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n If there are fixed fees or variable fees included, be sure to document that now so there\u2019s no dispute later.<\/p>\r\n\r\n\r\n\r\n The same thing goes for how payments are made. Will there be ACH, wire transfer, or physical checks? What happens if a deadline is missed or the scope increases? Again, the greater detail, the smoother things will go.<\/p>\r\n A cost breakdown structure<\/a> can help for this task.\u00a0<\/p>\r\n\r\n\r\n\r\n The final piece of the scope of the work puzzle is getting the agreement of all parties involved. Review the scope of work together and ensure everyone knows the criteria for \u201cacceptable\u201d deliverables.<\/p>\r\n\r\n\r\n\r\n Now all you have to do is get the client to sign off. Since it\u2019s an enforceable contract, you should technically both sign it. Starting a project without a signature is a recipe for disaster that\u2019ll likely bite you later by costing you more money or resources than initially planned. It could even land you in court to settle disputes.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n Once that\u2019s all out of the way, all that\u2019s left is getting down to business!<\/p>\r\n\r\n\r\n\r\n Best practices will vary by industry, but there are a few tried and true methods that are applicable to most.<\/p>\r\n\r\n\r\n\r\n An often-overlooked section in the scope of work is clearly defining support after<\/em> the project is completed. If there\u2019s a warranty period, maintenance agreement, or technical support involved, it\u2019s good to document that upfront. There\u2019ll be no shortage of client questions after the fact, and hopefully more projects you can work on together. That\u2019s why it\u2019s critical to take the extra time here and make sure you\u2019re on the same page.<\/p>\r\n\r\n\r\n\r\n If your client isn\u2019t familiar with scope of work documents and is uneasy about signing one, it may be wise to keep a copy of SOW documents from past projects around to provide as an example. It can quell the uneasiness and give you a frame of reference for agreeing to project terms.<\/p>\r\n Another good tip is to share the SOW with your team members before signing, so everyone agrees. They\u2019re the ones doing the bulk of the work, so if there are any concerns, it\u2019s wise to address them early. Finally, be sure to include visual aids such as drawings, mockups, graphs, and photos to settle any possible ambiguity before you begin.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n Projects are hard, and we here at monday.com want to change that. Our platform makes it easy to customize and visualize the intricacies of your work\u2014from day-to-day work to big picture projects.<\/p>\r\n\r\n\r\n\r\n That means you can focus less on keeping the project organized and more on the actual work that delivers outcomes.<\/p>\r\n\r\n\r\n\r\n The easiest way to kick off a project with monday.com is a proposal board. On it, you\u2019ll work on defining problems, setting action types, measuring performance, and setting milestones.<\/p>\r\n\r\n\r\n\r\n Everything is color-coded and customized to how you<\/em> do things, so you\u2019re not stuck with a rigid framework to work around. monday.com supports your work with beautiful visuals like our Gantt Chart, Timeline, and Schedule Views.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n Each provides its own unique perspective on what the team has accomplished and what\u2019s next on the agenda. Combine that with our stunning dashboards, and you\u2019re sure to wow your client and keep your team engaged throughout the process.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n In a world that\u2019s rapidly changing and becoming more demanding by the day, the project scope is more important than ever.<\/p>\r\n\r\n\r\n\r\n Without it, your timeframe for completion is less predictable, your project are subject to scope change<\/a>, and you can virtually guarantee the entire project will cost more than you originally planned.<\/p>\r\n\r\n\r\n\r\n The solution is simple. Write up a detailed scope of work document and leverage the power of monday.com to ensure your team sticks to the project scope from beginning to end.<\/p>\r\n\r\n\r\n\r\nWhat is a statement of work?<\/h2>\r\n\r\n\r\n\r\n
Why is scope of work important?<\/h2>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n
What is scope creep?<\/h2>\r\n\r\n\r\n\r\n
![\"Scope](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/04\/pasted-image-0-29.png\" "\\"Scope")
<\/figure>\r\n\r\n\r\n\r\nWho defines and writes the scope of work?<\/h2>\r\n\r\n\r\n\r\n
How do you write a simple scope of work \u2014 and prevent scope creep?<\/h2>\r\n\r\n\r\n\r\n
1. Adopt a scope creep avoidance mindset<\/h3>\r\n\r\n\r\n\r\n\r\n\r\n
2. Begin with the end by clearly defining objectives<\/h3>\r\n\r\n\r\n\r\n
![\"Project](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/04\/Screen-Shot-2021-03-18-at-10.19.50-PM.png\" "\\"Project")
<\/figure>\r\n\r\n\r\n\r\n3. Clearly define the project steps<\/h3>\r\n\r\n\r\n\r\n
4. Create a realistic schedule<\/h3>\r\n\r\n\r\n\r\n
![\"Every](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/04\/pasted-image-0-46.png\" "\\"Gantt")
<\/figure>\r\n\r\n\r\n\r\n5. Settle on a final budget<\/h3>\r\n\r\n\r\n\r\n
6. Shake hands and get to work<\/h3>\r\n\r\n\r\n\r\n
Scope of work essentials best practices<\/h2>\r\n\r\n\r\n\r\n
Include details for post-project involvement<\/h3>\r\n
Keep a copy on file<\/h3>\r\n\r\n\r\n\r\n
Prioritize visual and communicative clarity<\/h3>\r\n\r\n\r\n\r\n
monday.com makes managing the scope of work easy<\/h2>\r\n\r\n\r\n\r\n
![\"Creating](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/04\/pasted-image-0-61.png\" "\\"Project")
<\/figure>\r\n\r\n\r\n\r\nGet started with monday.com for SOW documentation<\/h2>\r\n\r\n\r\n\r\n