I once planned a cross-country road trip for a couple of close friends, complete with timelines, must-see roadside attractions, and the number of miles to the closest Buc-ee's. Just like my (incredibly extra) travel map ensured we made the most of our trip, a scope of work document can do the same for your real projects. Here's how they work—and a scope of work template to make it easier.
Table of contents:
What is a scope of work?
A scope of work (SoW) is a document that summarizes the tactical details of a project. It usually includes specific tasks, deliverables, objectives, timelines, and individual responsibilities.
Basically, it covers what work will get done, who will do it, and how long that work will take.
Your SoW acts as a guide for everyone involved in the project, which can help your team manage resources effectively and prevent scope creep, delays, and unauthorized costs.
Scope of work vs. statement of work
Before we move forward, an important clarification: a scope of work document is not the same as a statement of work.
A statement of work is a high-level document that details payment terms, legal requirements, and the project schedule. It's also often legally binding, where a scope of work is not.
A scope of work details the specific tasks that must be accomplished to meet the project's goals. Where the statement of work sets an objective, the scope of work covers the steps that will be taken to achieve that objective.
Think of it like squares and rectangles. A statement of work usually includes a scope of work, but a scope of work can also be a standalone document.
Scope of work template
If you're new to project management, start with a scope of work template. I made this one to be multipurpose, so you should be able to use or tweak it for your projects regardless of how simple or complex they are.
Just fill in your project details, deleting sections you don't need or adding new lines by right-clicking into the applicable section and clicking Insert row above or below.
What does a scope of work include?
Your scope of work will be different depending on the project, but most will include the following elements.
Project name: What is the project called? This can go at the top of the page in the title and the project description section below. No need to get fancy with this. If what's happening is "New fence for a 30-acre plot," you can call it… "New Fence for 30-Acre Plot."
Short description: The SoW should include a detailed description of what the project is about. This may only be a few sentences long, but it should give an idea of what the work is and where it'll be completed.
Client contact: Who's paying for this project? Who's reviewing the work once it's completed? Make sure to have all this information included in your SoW, preferably near the top of the page.
Project manager contact: Who's in charge of this project on your end? This section should include the name, title, and contact information of the person managing the project. (The buck stops here.)
Location: For in-person projects, include the location where the work will be performed. For remote businesses, you can probably skip this one. (Location: The living room?)
Deliverables: Make a list of the products, services, or work that will be performed as part of this project. This is a great time to be specific.
Resources: You might briefly describe the resources you'll use to accomplish this project, including materials, budget, and team members.
Milestones and deadlines: If you have a drop-dead date for any part of your project, now is the time to mention it. Enter the time you need the project to be completed here, in addition to any important dates for parts of the project to be completed. For instance, if you need design done by a certain date (but other elements can take longer), mention that here.
Other elements: You can include budget information, quality standards, or risk management elements in a SoW—but not all scopes of work will include all of these. It depends what kind of project you're managing and what's most important to your project manager. Either way, be clear about all these things upfront and as soon as possible. Preferably in writing.
Scope of work example
So that you can see this in practice, let's walk through using a scope of work document for the project "Build 1,000 Mouse Droids" for the client Death Star. The service provider, in this case, is Galactic Empire Manufacturing.
In this scenario, the service provider has already filled out the SoW document. We'll follow along to see how the information in the SoW can help the Death Star's project manager ensure the deliverables reach the client on time and within budget.
Set goals: According to the SoW, the goal is to "Design, manufacture, and deliver a fleet of 1,000 mouse droids for Death Star," and this needs to be done by Q1 of year 35.
Identify deliverables: What is being delivered? 1,000 mouse droids. Not 999, and not 1,001. If Vader wants more, they'll have to bill him for it separately.
Break down deliverables into tasks: Using the goals set and the deliverables needed, the project manager can now look at the resources available on their team and designate designers, engineers, testing managers, and a QA team. Since the goals are clear, it will be easy to break this project down into tasks for each team member.
Set criteria for deliverables: In the SoW, the criteria listed are that the mouse droids must be able to assist with maintenance, fit in small spaces, and appear "cute." These criteria will be used to design the droids and will be referenced when presenting the final product to the client.
Create project timeline: Since the due date is clear in the SoW (end of Q1, Imperial year 35), the project's timeline will be set from some point after the project manager receives the SoW to well before the deadline.
All this information can be used to guide a project, from logging it in your enterprise project management software of choice to sending the final invoice.
Manage projects more efficiently with automation
As I found when planning my trip to Oklahoma, once you start breaking down a project into individual pieces, sometimes you find out there are way more moving parts involved than you ever imagined. (Seriously, how many Buc-ee's can there be along one highway?)
Incorporating automation into your project management process can streamline all those moving pieces. With Zapier, you can build automated systems that connect all the apps you use. Learn more about how to automate your project management with Zapier.
Scope of work FAQ
How detailed should a scope of work be?
The short answer is the one you don't want to hear: it depends. Your SoW should be as detailed as it needs to be to clearly outline the tasks, deliverables, timelines, and responsibilities necessary to achieve the project's goals. If your project is simple, like building a kid's lemonade stand, you may have a simple SoW. If your project is complicated, like building the Death Star, your scope of work will be more complicated.
Can a SoW be modified during a project?
Yes, you can modify a scope of work during a project—but it can be a complicated change. You may need to go through a formal change management process where all stakeholders have to sign off on the change. While unexpected roadblocks occur, the purpose of the SoW is to protect against scope creep and ensure what's ordered is what's delivered. So any changes to the SoW will need to be thoroughly examined and approved by all parties involved.
What does my scope of work include?
A scope of work document will include all the key components of a project, including the objectives, tasks, deliverables, resources, deadlines, and sometimes even the individual activities that need to be accomplished. It should also include a thorough description of the work itself. The purpose of this document is to set expectations for all parties involved—so it can never hurt to be too thorough.
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