Creating a Rock-Solid Construction Scope of Work

Table of contents

• Understanding the Purpose of a Construction Scope of Work 
• Key Components of a Construction Scope of Work
• Importance of Detailed Specifications in a Construction Scope of Work
• Tips for Writing an Effective Construction Scope of Work
• Using Technology to Streamline the Creation of a Construction Scope of Work
• Shore-Up Your Construction Scope of Work with Outbuild

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If completing a contract is the destination, then the scope of work is the roadmap it takes to get there. This important document keeps contractors, subcontractors, and suppliers on track and ensures that everyone involved in the project (including the project owner) is on the same page as far as expectations and progress.

Sounds like an important document, doesn’t it?

In this guide, we’ll drill down into the topic of construction scope of work so you’ll get a better understanding of this vital document. We’ll dive into the scope of work meaning in construction,  its elements, why it’s important, and much more, so you’ll feel confident that your SOWs can stand up to the challenges of a construction project. 

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The scope of work definition construction contractors use varies, so it’s best to go over what it entails. A construction management scope of work is a document that outlines all of the fine details that help contractors move from the agreement with the project owner to the finished product with the subs and suppliers. While the contractor outlines the overall agreement, the scope of work outlines the actual work.

Many contractors include a scope of work in their contracts. While that might work for their businesses, a general contractor scope of work is really better off on its own, as a separate contract. This is because it’s very detailed, including points such as:

• Project detail clarity: Defining the project’s specific tasks, deliverables, and milestones to bring the project through the various stages until completion
• Expectation management: Details the project’s expected progress throughout the timeline
• Accountability: Acts as the ruler by which the project’s progress and performance are measured to hold contractors and subs accountable
• Change management: Details the steps necessary to change the original contract or scope of work due to design changes, budget constraints, or other needs while avoiding “scope creep.”
• Communication: Allows for clearer, more open communication throughout the project since everyone understands and has access to the project plan

The scope of work building construction requires is also a legally binding document. It protects all stakeholders and subs by clearly outlining everyone’s responsibilities and deliverables to avoid potential disputes or someone taking advantage of them.  

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Construction projects are so unique and fluid that each scope of work in construction project management looks a little different. However, there are some key components that every construction scope of work has to include to be functional. These components start at a very high level and then boil down into the finer, more descriptive details. 

Project Overview

The first thing that a scope of work for construction project management must include is the project overview, or construction project scope. This component provides a basic 10,000-foot view of the project, with a summary including a list of the deliverables and objectives required at completion.  

Project Deliverables

The project deliverables section breaks down what needs to be completed at the different stages throughout the project’s lifecycle. It provides a clear understanding of what contractors and subcontractors have to complete to meet the scope of work’s standards. 

Scope Details

Scope details dig even deeper into the project’s specifics. This section describes the specific tasks and technical specifications involved with each deliverable. This section outlines everything from the individual steps, methods, and approaches contractors will follow for their respective deliverables. 

Timeline

A project can’t stay on track if it doesn’t have a schedule of deadlines to follow. This section explains which tasks need to be completed by specific dates. 

Project Management

The last section includes the management details associated with the project. This will include the process for change orders, the process for payment applications and the dates or milestones at which payments will be released, and any legal requirements for the project that contractors might need to follow. 

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Detailed specifications serve several purposes and they’re critical to include in a scope of work. For one, the prevent scope creep, which is a condition where a project owner, GC, or another party starts to ask or require more from a contractor or sub than the work outlined and agreed upon in the contract. This helps protect the contractor’s profit margin and the timeline. 

Clear specs also ensure the project meets the quality requirements and standards of the project owner as well as any regulatory compliance. Understanding exactly what is expected empowers contractors to work diligently and efficiently without concerns of construction rework or mistakes.

Highly detailed specifications are also key to proper risk management for everyone involved in the project. These specs outline safety measures, installation procedures, and performance standards for all project deliverables to reduce the chances of accidents, defective work, or other risks common to construction. 

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A scope of work is a tool that every contractor needs to tailor to its company’s needs. That said, there are some methods or techniques that a contractor’s scope of work can use to ensure their scope of work is effective and gets the job done. 

Use Clear, Concise Language

Avoid falling into the trap of thinking that everyone understands the scope of a construction project and its terms as well as you do. Be sure to use clear, concise language that completely explains a facet of the SOW without using too much jargon or skipping over details you might think are “implied.” Necessary industry terms are okay, but if they’re nuanced, describe them in parentheses.

Define the Project Scope

Make sure to clearly describe all of the overall objectives for the project. This includes the goals, deliverables, and objectives, and when it comes time to describe those aspects in detail, don’t skimp on details—the more, the better—as long as you avoid unnecessary jargon or confusing terms. 

Detailed Specifications are Key

The more information you can give about the objectives, how to complete them, and the materials or procedures involved in the project, the better you’ll reduce the margin for error. It’s a good idea to include brand names, model numbers, and other fine details if they have an impact on the deliverables. 

Create an Efficient But Flexible Timeline

Construction requires efficiency, but it also requires a bit of flexibility. Define your schedule with clear delivery dates, but be sure to allow a bit of leeway before determining those dates. Construction delays and other issues can be hard to avoid, but projects with built-in flexibility (defined by the contractor, not the subs) are more likely to stay on track. 

Get Clear on Roles and Responsibilities

Just as important as the “what” is the “who” when it comes to the scope of work for contractor management. Make sure to define which contractors, subs, management teams, suppliers, or other stakeholders are responsible for the different aspects of the project. This reduces confusion and ensures that there is accountability if issues do arise. 

Nail Down Quality Standards

Work with project owners and stakeholders to determine the quality standards that deliverables need to meet. These standards don’t just serve as references to compare deliverables, but they also ensure that contractors and subs understand what they need to do in order to meet the owner’s expectations and get paid for their work with less rework and disputes. 

Express Payment Terms

If you want to avoid payment problems, make sure to clearly express payment terms in your construction scope of work. Subs need to know how to apply for payment, what documents to submit, and when they can expect to be paid. Even if these payment terms aren’t ideal for them, they’ll typically accept them as long as you stick to them. 

Define Change Order Procedures

Change order procedure is one of the most important aspects of your SOWs. You must clearly explain how to request or submit change orders, what constitutes a change order, and how to properly document them. You can even consider a change order template to reduce confusion. 

Change order procedures are important because an SOW itself avoids change to prevent scope creep. But, since all construction projects require change, there needs to be provisions included to allow stakeholders to make adjustments and for contractors and subcontractors to protect their profitability. Having a clearly defined change order procedure ensures that the stakeholders are happy with the result and that contractors and subs feel valued and compensated fairly.  

Collaborate with Stakeholders

While the contractor needs to define the scope of work for everyone on the project, input from all of the major stakeholders is important. Work with the project owners, architects, engineers, designers, contractors and subs, suppliers, regulatory bodies, and other major team members to ensure the scope of work covers all the necessary bases. 

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There are many ways to integrate technology into construction SOW creation workflows, and they all save time, improve accuracy, or both. Here are some tips:

• Use project management software to define and manage all phases of the project and the deliverables involved with each phase. This software also helps when assigning roles, scheduling phases, and managing budgets. Construction management software programs also include change order templates and facilitate payment terms, making the SOWs easier to develop. 
• Use BIM modeling software to develop clear visuals of deliverables. Clear communication is important, but visuals ensure the message is landing. BIM software also helps design teams determine specifications and provide detailed examples that are easier to understand for non-design professionals. 
• Cloud-based storage allows contractors to access important documents like the project’s scope of work from anywhere in the world with internet access. Widespread (yet secure) access to these documents promotes communication and accountability.

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Scheduling is always one of the biggest challenges in construction, but it needs to be clearly defined in the scope of work. With Outbuild’s construction scheduling software, management teams and stakeholders can review analytics to increase scheduling accuracy. They can also streamline the scheduling process, make changes when necessary, and find the most efficient route to take at any given moment or milestone in the project—key factors when determining a rock-solid construction scope of work. 

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