Like most other business documents, a Statement of Work has a specific goal, and thus requires certain pieces of information to be included. Here are the basic requirements:
Project Scope
Before a team can commence the work needed to fulfill a project, they must first understand what the project encompasses. The team will need to understand the project’s scope, goals and timelines. This will ensure that the team is on the same page for the work to be done, the goals to be met, the timelines to be adhered to, and the reporting structure for approvals.
Project Tools and Specific Requirements
As with each new project undertaken, there will be organizational changes, especially in terms of technology. If the project, for example, is the launching of an online presence, then technical experts will need to be consulted to ensure that the company’s current technology can support this new venture, or else what new tools or services they may need to acquire in order to achieve the project objectives.
Statement of Work Templates and Format
Some companies have specific templates that they require all documentation to adhere to. Others have never done a project Statement of Work before and have more flexibility in what the document should look like. If there is a template available, the SOW will follow that. If not, then it will require some research into the field to find a document with similar work functions to use as a template.
SOW Documentation Order
The SOW document must be in a logical, chronological order as it is not only a list of work action items and functions, but also a sort of checklist of the tasks, milestones, events, etc. that must be completed in order to achieve the end results and obtain approval from the project manager and project sponsor.
How to Edit a SOW
Although some of the parts of the document may be produced by a team, or by individuals with subject matter expertise, the end result must be consistent. This meant that the terminology used should be the same in each section, the level of detail should remain the same throughout and the language geared to the same audience (in terms of jargon, etc.)
How to Manage External Vendors in a SOW
Although it often makes sense financially to do most of the project’s work functions in-house, some requirements might require that a company consider external sources in order to effectively and efficiently complete action items. For example, if the project requires a technical overhaul, such as a new interactive web site or company data repository, then an external vendor might be required. This must be included in the SOW and reflected in the budget.
How to Measure Success of a Project
How is success of the project to be gauged? For that matter, how is the successful completion of the individual steps of the project to be gauged? The approval criteria must be determined before the commencement of the project to ensure that each team knows what their work action items are, and how to know when it has been acceptably and successfully completed.
Necessary Key Elements in a SOW
An effective SOW must include all the key elements that will guide the project towards success. This means that all considerations including technical expertise, action items, milestones, events, approval processes, etc. must be included in the document. This again helps to ensure that everyone understands the tasks and approval processes ahead of them.
Before Submitting a SOW to Management
Once the SOW is completed, it is important to have it reviewed by a knowledgeable third party. This is to get a fresh set of eyes on the document, someone who will search for inconsistencies, absent key elements, technical requirements, legal obligations, and overall effectiveness of the document. The third party’s goal is to ensure that the document is complete, correct and accessible to the intended readership.
Carrie Lewis - My first stint with writing came at the tender age of four. As is typical of a four-year old lifestyle, I had been put down to nap. As was ...
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