The project Statement of Work (SOW) is a project “process”
deliverable, produced as part of the
project definition process. Just
as the name indicates, the SOW makes a “statement“,
declaring and detailing all that the project will entail (i.e. the work to be performed
and results to be achieved).   It’s an essential
deliverable used to establish the type of “shared expectations”
needed to ensure project success and acceptance.  Read on for
more,

Much like any business contract, the documented SOW (sometimes referred
to as the project charter), reflects the
stakeholder “meeting of the
minds” regarding the work to be done, why it matters and what will be
achieved. As a high priority deliverable, the project “statement of
work” (SOW) defines the project vision, work effort, expected
results, boundaries (budget, timing, risks and related constraints) and stakeholder roles and
responsibilities. Once the SOW is approved, it forms the
foundational basis for the project to proceed.

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Start with Standard SOW Practices

The project statement of work is produced at the start of the project,
during the “definition phase” (as part of standardized fast track management
practices). As with most other process and project deliverables, SOW
production is greatly simplified when you have the benefit of a standardized
planning roadmap.

While content specifics will vary by project, it takes consistent
steps and strategies to prepare effective SOW deliverables in a timely
fashion, covering production planning (timing, tasks, roles and responsibilities),
deliverables production (document preparation using standardized templates)
and stakeholder collaboration (to negotiate project terms, review and
revise SOW deliverables and approve final results).

Step by Step to SOW Delivery

1. Start off by planning the SOW production process (covering due
   dates, tasks, roles and responsibilities).
2. Gather the information you need (incoming information) to draft
   required SOW contents.
3. Organize the information and put it together using standardized
   templates.
4. Put the SOW through a comprehensive review process to test and
   validate contents.
5. Negotiate SOW terms as needed to finalize SOW content.
6. Secure documented approvals to ensure stakeholder acceptance.
7. Monitor and update SOW contents as the project unfolds to ensure
   ongoing continuity.

Note: SOW version control is essential
to this process, recording and tracking changes
as they occur. As such, a properly “maintained” SOW will create
a complete “project work record”, ready for objective evaluation
as part of the project
review and lessons learned process.

The key to a successful SOW begins with the quality of the “incoming
information”.  The approved project
Business Case, produced as part of
the project selection phase, provides the “starting point” for the Statement
of Work. Presumably, the project has already been approved based on
the preliminary specification of certain key variables including goals,
objectives, purpose, value, scope, and related parameters. Starting
with the approved business case, you can utilize standardized steps
and practices to expand and refine initial definitions so that they
become sufficiently actionable.

Standard Formats Simplify SOW Deliverables

Standardized “Statement of Work” templates provide the physical means
of documenting this important project definition deliverable, translating
requirements, conclusions and decisions into a tangible, “approvable”
format. To meet required goals and objectives, an effective “template”
for SOW production will account for the most appropriate combination
of defining variables, including goals, objectives, scope, deliverables,
roles, responsibilities, and all related criteria needed to craft a
working project vision (something that can be achieved and approved).

The key to successful SOW production is to ensure that all the
required elements are all stated in clear, actionable and
measureable terms so that every project is properly defined. A well
defined project is easier to execute, ready for completion in less
time, and at a lower cost. Defined projects are less risky, and more
readily adaptable to changing needs and circumstances. And, above
all, when projects are fully defined, stakeholders tend to be fully
informed, leading to more cooperative, reality-based project work
environments. All this adds up to only one conclusion. Since the
rewards are evident and the risks are minimal, it’s best to ensure
that every project includes an appropriately sized, documented and
approved “Statement of Work”.

Every project, even the small ones, can and will benefit from a fully
documented and approved Statement of Work. Why run the risk of false
expectations and missed opportunities when a SOW can avoid all these
pitfalls? Simple and straightforward SOW production begins with five
easy questions, to determine content requirements and fill intended
goals.

• What information must be included ensure that all project participants
  are fully informed?
• What information must be included in order to ensure that consensus
  can be reached?
• What level of content detail is required to ensure informed
  acceptance?
• How much time will be allocated to SOW preparation and processing?
• Have similar projects been completed in the past, and if so,
  can previous SOW deliverables be used as a model for current SOW
  preparation?

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