When working with people outside your organisation, it's all too easy for misunderstandings or assumptions to knock a project off track. That's why an SOW is important. An SoW acts as a road map for completing any kind of project.
An SOW document is an agreement that specifies the work you’ll undertake on the project. It’s a step-by-step guide to finishing practically any project, from a website revamp to the development of a new app or feature. Saw Deliverables, a timeframe, milestones, and reports are all part of an SOW. Let’s take a deeper look at each of these elements. The Project Management SOW should align with the client’s expectations and project goals.
SOW Deliverables
Deliverables are the reason you’re executing the project for your customer, stakeholder, or sponsor, whether it’s a product or a service. Whatever the deliverable is, and it may be a document or report, software, a product, or a build (or all of the above), you must clearly identify each item here. This stage can be simplified by creating a work breakdown framework.
Timeline
Consider a timeline to be a road that runs from the beginning to the end of a project. It’s a section of the document that breaks out the project’s major phases over the course of its duration. It should also indicate when your deliverables are ready at various points throughout the project. As you might expect, sketching out the broad plan of any project is critical.
Milestones
Projects can be lengthy and complex, which is why they’re organized on a calendar and divided down into manageable parts known as tasks. A milestone is a term used to describe the end of a project’s larger phases. It’s a technique to keep track of the project’s development and make sure it’s on track to meet your deadline.
Reports
Throughout the project, you’ll be generating reports and delivering them to your team, customer, stakeholder, or sponsor. Status reports, progress reports, variance reports, and other reports are examples. They’re a formal record of your project’s progress, but they’re also a way of communicating beyond whether or not the project is on track. There’s a lot of data that can serve a variety of audiences depending on how you customize them. Define how you’ll report on the project, as well as when and from whom the stakeholders may expect it.
Techniques for Project Management SOW
If it isn’t on the SoW, don’t expect it to be completed. This involves factoring in assumptions about effort, time, and resources.
Visualizations
Rather than trying to explain what you’re talking about, illustrate it. Visualisations, images, and examples can help you explain your objectives and requirements.
Definitions for Any Terminology
“Thou shalt not assume,” says the golden rule of SoW. Make sure that any business terminology, phrases, or acronyms in your SOW are defined.
Time for Reviews
An SoW is a plan. Plans, at their best, are nothing more than informed guesses. Make sure you provide time in your project schedule and deliverable timetable for reviews, pivots, and unanticipated changes in priorities.
Success Definitions
The most important aspect of a successful SoW is that both parties agree on what success looks like. Rewrite it if you’re not sure what you want to achieve at the end.
However, there are a few additional bits of guidance that might help differentiate between a successful SOW and one that falls short:
- Keep It Short: It’s important to pay attention to detail, but don’t go overboard. Writing a 30-page SOW will undoubtedly require your contractor to spend time going over it line-by-line, slowing down the process and costing them money. The more bizarre your exclusions, clauses, and exceptions are, the longer it will take them to complete them and the more disturbed they will be.
- Write in the Earlier Stages of a Project: It’s never too early to begin drafting a statement of work. Starting early allows the document to evolve in parallel with your understanding of the project and your requirements.
- Involve Others: If you don’t have the expertise to write certain sections, get the support of others. If you’re unsure how to define the requirements and infrastructure precisely, you may need to hire a technical writer.
- Make It Clear What the Project Does Not Include: As requirements can be vague sometimes, it’s important to know which paths to avoid as well as which ones to take. That concludes the topic. This should help you put together a complete and clear SOW and deliverables that will keep everyone on track and accountable, whether you’re hiring an agency to help you build a new app or renovate your house. The success of the project is highly dependent on the timely completion of SOW deliverables.
FAQ’s
What does 'deliverables' mean in the context of an SOW?
Deliverables refer to the specific items or results that are expected to be produced or completed as part of a project. In the context of an SOW, deliverables are the tangible or intangible items that the vendor is expected to provide to the client.
How do SOW deliverables relate to the project's milestones and timeline?
SOW deliverables are closely related to the project's milestones and timeline. Deliverables are often used to define the project's milestones and timeline as they represent the specific items that need to be completed to achieve the project's goals.
Who is typically responsible for drafting and approving the SOW in a project?
The responsibility for drafting and approving the SOW in a project can vary depending on the organization and the project. Typically the project manager or a team of project stakeholders is responsible for drafting the SOW, while the client or a designated representative is responsible for approving it.
How do you manage changes or modifications to the SOW once the project has started?
Changes or modifications to the SOW, once the project has started, should be managed through a formal change management process. This process should include identifying the change, assessing its impact on the project, obtaining approval from the appropriate stakeholders and updating the SOW.
Why is it important to clearly define deliverables in an SOW?
It is important to clearly define deliverables in an SOW because they represent the tangible or intangible items that the vendor is expected to provide to the client.
How specific should deliverables be in an SOW to avoid scope creep?
Deliverables should be detailed enough to ensure that both parties have a shared understanding of what is expected, but should also allow for some flexibility in how the vendor achieves those goals.
What are the best practices for tracking and measuring the completion of deliverables mentioned in the SOW?
Best practices for tracking and measuring the completion of deliverables mentioned in the SOW include establishing clear metrics for success, using project management tools to track progress, communicating regularly with the vendor and conducting regular reviews of the project's progress.
Can an SOW be legally binding? What happens if deliverables are not met?
An SOW can be legally binding if it is included as part of a contract between the client and the vendor. If deliverables are not met, the client may be entitled to remedies such as termination of the contract, withholding of payment or legal action.
How does an SOW integrate with other project management documents, like the project charter or the project plan?
An SOW integrates with other project management documents, like the project charter or the project plan, by providing a detailed description of the work that needs to be done and the specific items or results that need to be produced.
Should payment terms or compensation be mentioned in relation to deliverables in an SOW?
Yes, Payment terms or compensation should be mentioned in relation to deliverables in an SOW.
How often should stakeholders review and update the SOW during the project lifecycle?
Stakeholders should review and update the SOW during the project lifecycle as and when required, particularly when changes or modifications are made to the parent project itself.
How do you handle disagreements or ambiguities regarding deliverables in the SOW?
Disagreements or ambiguities regarding deliverables in the SOW should be handled through a formal change management process.
What role do project management tools play in tracking SOW deliverables?
Project management tools play a critical role in tracking SOW deliverables. These tools can help ensure that deliverables are completed on time and within budget. Project management tools also provide real-time progress tracking which allows managers to take corrective action.
Conclusion
An SoW is a strong tool for keeping everyone accountable and on track, whether you’re building a new product from scratch, going through a redesign, or just doing some illustration work. It may appear that there is a lot of work to be done upfront, but the more you can clarify, the smoother the rest of the job will go.
Also, Read:
