A statement of work, or SoW, is a project management document that spells out the details of a project. It covers everything from the scope of the project to the deliverables to the deadlines. A statement of work is an important document and is often used in conjunction with a contract. It helps both parties have a clear understanding of what’s expected before starting work on a project.
The document should be clear and concise. It should spell out exactly what the project is and what is expected from all relevant parties. A statement of work can be as simple as a few paragraphs, or it can be several pages long. The length will depend on the scope of the project.
It takes a lot of time and effort to write a statement of work, but it’s worth it to avoid misunderstandings and potential conflicts down the road.
When should you write a statement of work?
A statement of work should be created at the beginning of a project after the project has been assigned to a project manager. The SoW sets the tone for the entire project and sets expectations for all parties involved.
Who is responsible for writing the statement of work?
The statement of work is usually written by project managers. In some cases, the client may request a specific format or template for the SoW to be used.
How detailed should a statement of work be?
Unlike a project charter which gives a general overview of a project, a statement of work should be as detailed as possible. It should spell out every aspect of the project, from the scope to the deliverables to the timeline.
A vague statement of work can lead to misunderstandings and potential conflict later on. However, too much detail can be overwhelming. The goal is to strike a balance and include enough information to give all parties a clear understanding of the project.
Can a statement of work be amended after a project has started?
A project statement of work can be amended, but it’s important to get approval from all parties involved before making any changes. Otherwise, there could be disagreements about the scope of the project or what was agreed to.
How do you ensure that everyone follows the statement of work?
The statement of work should be reviewed and approved by the project stakeholders before work on the project begins. Once the project gets underway, the statement of work can be used as a reference point to ensure that everyone is following the agreed-upon plan. Project managers often use project management software or a project management tool to ensure adherence to the SoW.
A few tips about writing a statement of work
When writing a statement of work, keep in mind that it’s a legal document. Here are some guidelines to follow when writing the document:
Avoid using any ambiguous or vague language. For example, don’t use words like “might” or “could.”
Be as specific as possible. For example, instead of saying “the project will be completed by the end of the year,” you could say “the project will be completed by December 31, 2020.” Include numbers, dates, and percentages whenever possible.
It’s also important to use an active voice when writing a statement of work. For example, “The project manager will oversee the project” is better than “The project will be overseen by the project manager.” Use phrases such as “we will deliver” or “you must provide.”
Use simple language. Avoid using any jargon or technical terms that might not be understood by all parties involved. If there are specific terms that need to be used, make sure to include a definition in the statement of work.
Review your document. Check for any language errors or typos. Have someone else read it over to make sure everything is clear, and that there are no discrepancies concerning details of the project.
What to include in a statement of work
Here are the 10 sections to include when writing a statement of work:
- Project description. This should be a brief overview of the project and the project objectives. The goal of a project description is to give the reader a general understanding of what the project is about and what it aims to achieve.
- The project scope. This section should spell out the project requirements, what it entails, and what is expected from all parties involved. It can also specify what is not expected from the project. Detailing the project’s scope keeps everyone on the project team on the same page and sets clear expectations from the start, and is the main tool for preventing scope creep.
- Project deliverables. While the scope of work details what needs to be done, this section is about what the client will receive at the end of the project. A deliverable can be anything from a report to a software application. This section should be as specific as possible so that everyone is clear on what needs to be delivered.
- Project timeline. This section details when each deliverable is due and sets milestones for the project. Milestones can be things like “completion of first draft” or “completion of final testing.” A project timeline can also detail when payments are due. This section is important to keep the project on track and ensure that all deadlines are met.
- Resources. This section spells out what resources will be needed for the project and who will allocate key resources. This can include things like office space, equipment, project management tools and software. It can also include human resources like designers, developers, and testers.
- Project budget. This section clarifies the project’s budget and can specify the breakdown of how funds will be used. It can also include information on what expenses are not covered by the budget.
- Roles and responsibilities. This section assigns roles to each party involved in the project and spells out their responsibilities. This helps to ensure that everyone knows their role in relation to detailed tasks and what is expected of them, eliminating confusion about tasks and preventing potential conflict.
- Special terms and conditions. In this section, you can include things like payment terms, confidentiality agreements, and other legal terms. This helps to protect both the client and the service provider and sets clear boundaries for the project.
- Quality evaluation. This section specifies how the quality of the project will be evaluated and what standards need to be met. This helps to ensure that the final product meets the expected outcomes.
- Signatures. This section should include the signature of the project manager, the client, and any other relevant parties involved in the project. This signifies that everyone has read and agreed to the contents of the statement of work.
Conclusion
A statement of work is one of the project management documents that outlines the specific tasks that need to be completed to ensure project success. It can also include information on budget, resources, timeline, and roles and responsibilities. A statement of work should be clear and concise so that all parties involved are aware of what is expected of them. Any questions or concerns about the statement of work can be addressed before starting the project.
