It's easy to lose track of a project's details without clear guidance. Use our customizable project scope statement to keep track of all project details.
Project details are important, and without them, agencies may mix up milestones and over or under-deliver. In cases like this, your clients may be disappointed, your team could be overworked, and you may eventually do more work than you discussed.
This is avoidable with a project scope statement. It tracks all the details of a project and keeps you and your client’s team in the loop. This article will explain what a project scope statement is and how to set one up to keep track of all project details and protect your business interests.
What is a Project Scope Statement?
A project scope statement is a foundational document that outlines a project's boundaries, deliverables, goals, and constraints. It helps agencies, team leads, and freelancers define what is included and excluded in a project, how long it'll take, and what needs approvals.
Creative projects don't follow a set pattern—new developments could occur, and agencies must have a set project scope to adapt to these changes without hurting their efficiency or, sometimes, payments. A project scope statement is a planning tool and a protective measure against scope creep.
Why You Need a Project Scope Statement
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A project scope statement allows for a shared understanding of what the project is about, but it could also help agencies:
- Avoid scope creep: Clients may ask you to add just one small change to a project. These changes add up over time and can drag the project unnecessarily. A project scope statement shows what's included in your pricing and what's not. This helps you avoid overworking your staff for lesser pay.
- Manage client expectations: Project details can sometimes mean different things to different people. For example, saying you'll deliver a modern website could mean something different to your client.
Instead, clarify what you'll deliver: five pages, a contact form, a mobile-friendly design with this template, and two rounds of revisions.
A project scope statement clarifies expectations for both parties: You know what you should deliver, and clients understand what to expect. You can also communicate expectations with clients on client portals like ManyRequests.
With ManyRequests, you can share your project scope statement directly with clients, get a digital signature, and track every revision and approval within a platform.
- Improve client communication: Projects can get messy when clients and agencies have differing opinions on project execution. A scope statement acts like a rule book that both parties can refer to when opinions differ. It states;some text
- What work will be done
- When it will be done
- Who needs to approve the work
- How feedback should be given
- What counts as project completion?
You can learn more ways to communicate with your client from our article here.
Creating Your Project Scope Statement
A project scope should include everything from the start of the project to the end. Here's a step-by-step guide on the sections to include in your statement and what should be in each section:
- Create a List of Project Tasks: Start your client relationship by listing every task needed to complete the project. If you're a creative agency, for instance, list out ideation, design drafts, revisions, production, and final deliverables as different tasks.
Defining each “milestone” as a task from the beginning reduces any ambiguity about the project. It also ensures the client understands the details of the project.
- Define Assumptions: Assumptions are expectations that the project team and the client agree to. They are not always guaranteed, but they are working beliefs that ensure the project goes smoothly.
For context, if you're working on a website redesign, an assumption may be that the client will deliver brand assets (logo or color scheme) before work starts. Listing it as an assumption tells both teams that the project start date depends on whether these materials arrive on time.
It clarifies what each party is automatically responsible for and can easily be referred to in the future in the case of misunderstanding.
- Out of Scope: Out of scope items are services not included in the work you've agreed to deliver.
Outlining the limits of your services before work commences prevents future misunderstandings and prevents clients from adding new requests without pay.
For example, you may specify that the project will have “three rounds of revisions.” This means that the client can only ask for changes thrice. Any request beyond that (like a fourth revision) will be out of scope and may require a new agreement or extra fees.
- Include a Project Timeline: Include a schedule that shows when each part of the project will happen. A project timeline outlines major steps and deadlines from the start to the end of the project.
For example, your project timeline can include:
- Initial briefing and project kickoff, to discuss the project details and goals.
- First draft delivery. Here, the team completes an initial version of the project—it could be a design or document—and shares it with the client.
- Client review and feedback: The client will review the first draft and provide comments or requests for changes.
- Final adjustments: the team makes any requested changes and submits it back for approval.
- Approval: The client gives final approval to complete the project.
Beam Content follows a similar project timeline that communicates the processes to each team member. Everyone knows when each phase should be finished, which reduces confusion.
- Add Project Constraints: Set limits or restrictions that the team must work with to complete the project. These could be budget, time, or resources like software or the number of external contractors for the project. Setting project constraints communicates what's available to both teams so they know what's possible and what's not.
- Outline Deliverables: Include a section for all deliverables. List them in the scope statement to ensure the client knows what they'll receive at the end of the project— always include little details like the format, quality, and quantity.
- Approval Points: Define every approval stage in the project, including the first draft approval, revisions, and final approval before delivery.
How To Use Our Free Project Scope Statement Template
Here's how to customize our free project scope statement template to fit your agency's needs:
- Download the template from our website.
- Edit the text to add your business name and logo.
- Fill in all highlighted spaces and italicized words with your information
- Add the specific services you'll offer your client
- Review it with your team members.
Conclusion
A comprehensive scope statement can be the difference between a smooth project and a badly executed one. It's important to lay out the project process before it starts to prepare your team and the client's for any changes.
One easy way to do this is to communicate with your team and client on one platform. ManyRequests is client portal software that helps with this. You can onboard clients, manage their expectations, and communicate with your team and the client team in a single, organized portal. Sign up for a 14-day free trial or reach out to the team to see how it works.
