Have you ever embarked on a major project only to find your colleagues have different ideas about how to execute it? Then you understand the importance of a scope of work. Defining what a project entails and the steps to get there is an essential part of the project management process.
Here’s how a scope of work template can help you align with vendors, partners, or employees.
What is a scope of work?
A scope of work is a document that outlines how you’ll complete work on a project. A good scope of work promotes alignment between project stakeholders, so everyone understands deliverables, exclusions, and timelines.
This work document can be internal or external. Project managers often write internal scopes of work to help the business allocate resources for multiple projects. An external scope of work ensures you’re on the same page when you outsource tasks to another business.
Scope of work vs. statement of work
The acronym “SOW” can stand for both “scope of work” and “statement of work,” but these two documents have a few key differences:
- A statement of work is a legal document briefly describing the work an external vendor has agreed to do for a business and any key terms and conditions.
- A scope of work is a project management tool, not a legal document. It can be internal or external, and typically provides more detail regarding the goals, milestones, and timelines associated with a project.
Elements of a scope of work
A scope of work can differ among companies and even for different projects, but most include these three elements:
Timelines
Without a timeline, a project can drag on. A realistic project timeline can help set expectations from the start, preventing misunderstanding and disappointment later on.
Deliverables
Deliverables are measurable, quantifiable end products that indicate progress toward project goals.
Say your business hires a branding agency to develop a brand identity. Some of the deliverables you might agree on can include a custom font, website design, packaging design, and brand guidelines.
Exclusions
Your scope of work should also include exclusions—tasks associated with the project but not within the agreed-upon project scope. For example, while product photography might be essential to a website redesign, it can be outside of the scope of work for the external branding agency you contracted.
Exclusions help set project expectations and prevent scope creep (when expectations increase after the start of a project).
Milestones
Project milestones break up deliverables into smaller chunks. These typically consist of project tasks attached to deadlines.
For example, if you hire an agency to design packaging, you might break that process down into milestones. It might start with a kickoff meeting where the agency presents different design concepts, an initial design, and design approval, and end with submission of the final design to the manufacturer.
Although the primary deliverable is the final packaging design, these milestones act like mini-deliverables and can help keep a project on track. If you simply tell your designer to produce a design by your manufacturer’s deadline, you might not get it in time to go through your internal feedback process.
Tips for writing a scope of work
The challenge of writing a good scope of work is keeping it both brief and specific. Here are some tips:
Be specific
Avoid future misunderstandings by being as specific as possible in your scope of work. Lay out exactly what you expect to avoid misinterpretation. Don’t assume the person or business you’re working with knows what you want—get it down in writing, even if you’ve already discussed the project verbally.
For example, “clean the bathroom” could mean a quick tidy to one person and a full scrub-down to another.
Use a template
If you feel overwhelmed trying to outline a project’s scope, use a template like our free scope of work template. A template can organize your thoughts and ensure you include all the necessary elements.
Plus, you don’t have to worry about design.
Get feedback
Creating a scope of work should be a collaborative process. Once you have a solid first draft, ask a coworker or friend to look it over—ideally someone who isn’t close to the project.
Are there any ambiguities? A scope of work shouldn’t leave room for interpretation, so make sure your reader can tell exactly what you expect of all parties involved.
Scope of work FAQ
How do you write a scope of work?
The easiest way to write a scope of work is to start with a scope of work template that outlines all the necessary elements. It can help to start with the project objectives or deliverables and then work backward to determine the steps that will lead to the deliverables.
When do you use a scope of work?
Use a scope of work to map out the tasks, deliverables, and timelines associated with a particular project. A scope of work can help achieve alignment within a project team or with external vendors.
What are the components of a scope of work?
A scope of work lists the deliverables associated with a project and the basic steps to get there. It typically lists the project manager, project schedule or timeline, and key milestones.
