In project management, a scope of work is a work document that details all the tasks that need to be completed. It is one of the main work documents that affect project success and should be prepared before or with a consulting contract.
The document is an important part of a project management plan and should contain a detailed description of the work to be performed by the independent contractor, and often includes deadlines, deliverables and milestones.
Why is a scope of work important?
A scope of work is important because it sets clear expectations for both the client and the contractor. It ensures that both parties are on the same page with regard to what needs to be done, and by when. Having this work document can also help to prevent scope creep, which is when additional tasks are added to project. Scope creep can cause a project to go beyond the original scope and add to the project cost.
Who should write the scope of work?
Ideally, the scope of work should be written by project managers because they will have the best understanding of the work that needs to be done. However, in some cases, the client may write the document, particularly if they have very specific requirements that need to be met. If this is the case, the project manager should review it to make sure that all of the necessary elements are included.
A well-written scope of work should have the following 9 elements:
1. Background information
This is where you provide the project overview and some context for the work that needs to be done. What is the problem that needs to be solved? Why is this project being undertaken? Having background information will help your project manager and project team to understand the bigger picture and project goals.
2. Definition of the boundaries of the project
The part of the document should clearly define the boundaries of the project — what needs to be done and what doesn’t need to be done. This will help to avoid the much dreaded scope creep, which can occur when additional tasks are added without proper planning or approval.
3. Project objectives
The scope of work should identify the objectives of the project, as well as how these objectives will be achieved. This will help to ensure that all stakeholders are on the same page about project expectations and what is trying to be accomplished.
4. Project deliverables
Project deliverables should outline all of the output that are expected to be produced as part of the assignment. This will help to ensure that everyone involved is aware of what is expected to be delivered, and when.
5. Project milestones
The scope of work should list out all of the milestones set along the project timeline that need to be met in order for the project to be considered a success. This will help to ensure that everything is going according to the project schedule and progressing as planned.
6. List of required resources
The scope of work should describe all of the resources that are required in order for the project to be completed successfully. This includes things like human resources, financial resources, and material resources. Don’t forget to include any project management software that you might need.
7. Definition of the risks involved
The scope of work should define all of the risks involved in completing the project. This will help to ensure that everyone is aware of potential problems that could occur, and can plan accordingly.
8. Success definitions
The scope of work should describe how the finished project will be evaluated. This will help to ensure that the work all of the required standards.
9. Specifications of the approval process
The scope of work should specify the approval process that needs to be followed in order for the project to move forward. This will help to ensure that all stakeholders involved are able to have their input and sign off on the project before it proceeds.
5 tips for writing a great scope of work
When writing a scope of work, keep the following tips in mind.
1. Make sure that you have a clear understanding of the project before you start writing the scope of work. This will help to ensure that you don’t forget anything important. Work with your client to clarify any ambiguities.
2. Be as specific as possible when writing the scope of work. The more details you can include, the better. This will help to avoid any misunderstandings later on.
3. Keep the scope of work as concise as possible. No one wants to read a long and drawn-out document. Include only the most essential information and leave out anything that is not absolutely necessary.
4. Get input from the project stakeholders before finalizing the scope of work. This will help to ensure that all parties involved are on board with the project and knows what is expected of them.
5. Be realistic about what you can achieve within the scope of the project. It’s important to set realistic expectations from the outset. This will help to avoid any disappointment later on.
Conclusion
Including all of these elements in your scope of work will help to ensure that the project is well-defined and that everyone involved knows what needs to be done. You can be sure that your project will have a well-defined scope and a clear path to success.
