The statement of work is a formal document that should be created using a project management template. This will help to bring consistency in this all important type of communications. It is also a way to make sure all of the information you need in this document to be present and in the correct order.

By having the information in your statement of work in a particular order, it will prevent a mistake from occurring by the businesses that only scan this document.  By having the information formatted exactly the same every time; each recipient will know exactly where the vital information that pertains to them will be located.

For those wishing to use a template to create their statement of work, there are several on the market. The main differences between them are the real life samples and instructions that accompany this type of management tool. The better the instructions and way the program is laid out, the sooner a project manager can use this tool in practical applications involving the tasks assigned to them.

You know when you have a good statement of work template when you can read over the tutorial in a matter of minutes and begin using the template. The reference material will be there to answer any particular question you might have, but will not be necessary in all circumstances.

Templates are advantageous to use in creating a statement of work or any other type of document involved in a project because of their time saving ability. This will help you get achieve your goal of having an accurate document is as little allotment of time as possible.

This will allow you to send out your statement of work to those that need to receive. This will allow for a faster response by them to supply you with what you need.

For a business, the use of the statement of work template will be necessary repeatedly, since no two projects are exactly alike in nature or scope. Each one will have a different purpose and requirements that will need to be filled.

The statement of work template is like the other management tools that a project leader will use to make their process more efficient, which will save time and money. The template is not a standalone tool, but comes with many examples that can help guide a new manager through the process of creating this formal document. These real life and practical examples will help the manager decide on what is applicable in their particular situation.

The point the statement of work template is attempting to get across to the supplier is exactly what is needed and the nature for the request. Part of the process of this documents creation is also the proper identification of just which supplier will fit the needs your company is looking for.

The statement of work template has areas that will help you to list the exact descriptions of the material and equipment that is being requested, along with number of items that it will be needed. The last section will be the schedule that the material will need to be delivered by, along with the payment terms for the requested material.

There is a lot of information that needs to be relayed to the third party vendor for an accurate assessment to be made, if they can deliver the goods. This is why the statement of work template is so handy. The steps provided by the template are made so none of the critical steps are left out.

The statement of work template can help you save time and money while still be accurate and complete in your request for information on material and equipment.

The hidden purpose behind the statement of work is to give any recipient of this document the chance to look at a business need, while knowing what they can actually provide a business to help them with their projects. This will give them the opportunity to offer the business items, components or services they otherwise would not be aware of.

This sharing of a statement of work should be done with all possible suppliers that your business has a working relationship with and those that could be suppliers in the future. The one thing that has to be kept in mind is to not send to one that might be a possible competitor that could use your business plan for their own source of generating a revenue stream.

Creating an effective statement of work is very important as to include all necessary information without compromising any proprietary information.  For those businesses that do not already have a document like this, the careful creation of one is beneficial to them. This can be done with a project management tool, like the project template program.

The statement of work template is a useful guide to formulate this critical document so the inclusion of all information that pertains to your business will be included. This will also help place the information you wish to share in the most useful order so the recipients will understand the level of importance of each item and the focus of your business.

Not all responses to your issuing of your statement of work will be beneficial to your business. The sorting and categorizing of just what has been responded to can be used with your current projects and might give your company ideas of possible other revenue streams that can be developed that would be very beneficial for your business profit margin.

This statement of work template can be located in a project management office program many businesses already own. This is just one of the 52 templates that are supplied to assist the project manager with the planning and execution of a project for the company they are working for.

The purpose of the statement of work template is to clearly define which category of supplier you need to locate and relay this to a vendor. In this document there are clear definitions of exactly what you need for your project. This can be raw materials, equipment or manpower.

Also included in the statement of work template will be exactly what is needed to be delivered, when it is needed and where it is to be delivered. This allows the third party vendor to know all the specifics of what is needed so they can determine if they can provide the needed materials.

One very important aspect in the statement of work template is the specifying of the terms to which any and all payments are to be made. This is the document that can first introduce a payment plan for the receiving of the goods or services or exactly how the payment procedure will be handled.

The reason so many project managers use a statement of work template is because of its advantages. Not only can the document be created quickly, but also accurately. Since it is a template it is also a guide to what content should be contained in this type of document.

Included in most programs that contain a statement of work template are also real life and practical examples that can assist the manger in developing the document they need. While not every question may be answered, all the common one will be with examples to follow.

The reason a business would use a statement of work template in the first place is to save time, and to use as a guide. This document is a narrative description of a request for work or supplies to be handled for a business from a third party vendor. This is why it is so important for this document to be as concise as possible. There should be absolutely no ambiguity in what you are trying to relate to the third party vendor.

What needs to be included in your statement of work template is very clear so that you will receive exactly what you need to proceed with your project. In the template you choose to use, there should be a section on the work breakdown estimates and schedule. The objectives, scope, and background of the requirements should also be listed and clarified.

Other key ingredients of a statement of work template are the clearly defined key delivery dates, and when the payment milestones will be made. This part of the communication is important for both parties. The third party vendor is only in business to make money, and by clearly defining when they are going to receive a payment is necessary information for them to proceed with meeting your deadline of the deliverable to you business.

There also needs to be an acceptance criterion of what the third party vendor will be supplying. With this stated in plain language, there will be no misunderstanding if the necessary quality of the deliverable is not met and sent back for replacement.

These are things the statement of work template can assist your resource manager with so the right resources are available on the time schedule you need to proceed with your project. If there is any ambiguity in this document, there could be a delay in the project that could have been avoided.

This statement of work document is generally made from a formalized template that is specifically designed for this purpose. There is not a standardized format for this kind of template so many businesses have created one of their own they use. What has to be included are the requirements of the requested material or services to be clearly described so there is no ambiguity in the request. This way you will receive exactly what you need, when it is needed and for the price you are willing to pay of it.

In a statement of work the specific type of supplier is stated. There is also a complete description of the material and equipment you need for your project so the specific deliverable will be provided to fit your needs. All terms and conditions of the payment are to be set forth so no issues arise on this matter also.

A good template for a statement of work will include several things. One is a set of instructions on how to properly use the template that will help the user create one quickly and correctly. Many of the template suppliers also give practical examples of real life templates that are completed that can be used as a guide. If the same data is to be inputted in more than one place, a good template will know this and be able to reference that part of it in order to save the user time in its completion.

When it comes time to fill out a statement of work, use a template that helps guide you through the process and contributes to make sure all the needed information is included. This allows for the best possible communication to the external supplier possible.

So what does that mean?  Well, it means the project manager can never become complacent.  If you just finished a project that had some issues or failed for some reason, you must meet with your team and your customer and understand what went wrong.  If you just finished a successful project, then meet with your team and your customer and figure out what went so right.  Fully understand the customer’s satisfaction level, your executive management’s satisfaction level and understand what those determining factors for satisfaction are.

Stay on top

This probably sounds like a broken record, but there are a number of basic things you need to do to stay on top of your projects as you move along the Project Management Template process:

- Conduct regular status meetings on every project you’re managing.  Don’t just focus on the busy ones – or you’ll lose track of the easy ones!
- Communicate effectively.  Never take things for granted, never assume team members and customers already have a specific piece of information because if it didn’t come from you – the project manager – then you should assume they don’t know it.  Over communicate….they will ultimately appreciate it.
- Do what you say you will do.  Be consistent and be someone who your team members and your customer count on to follow through on actions.
- Follow a process and a schedule.  Try not to manage projects from the hip – even if things seem to be in disarray.  Customers get nervous when there doesn’t seem to be a process or a reason or a regular schedule.  Map out how the project is going to be run and stick to that process.  Customers and team members are much happier with a consistent Project Plan process to follow – they know what to expect next from you.

Lessons learned

Going back to what I touched on earlier – after the project you must identify what worked and what didn’t.  The best way to do that is through lessons learned sessions with your team and the customer.  Sit down, discuss the positives and negatives from the engagement and thoroughly document these things.  The information you can learn from these sessions is truly invaluable as you move on to your next project and it’s invaluable for others in your organization as well.

Deliver your Projects Faster

Here are 5 tips for delivering projects faster…

Tip 1: Find Shortcuts in your Plan

Project Managers usually spend 80% of their time executing and 20% planning. The reason is that the Execution phase is where the excitement is, so they roll their sleeves up and get started executing as quickly as possible.

But if you spend extra time in the Planning phase, then you can usually identify shortcuts which enable you to produce the same project outcome in less time.

So when you think your project plan (project management template) is complete, take extra time to re-look at your plan from the point of view of delivering it faster. By doing this, you’ll find that you can schedule things to be done in a way that takes less time, with less effort.

Tip 2: Automate Manual Tasks

You need to automate your manual daily tasks to help you do things faster. Here are some of the manual tasks that many Project Managers do each week that could be automated using project software.

• Summarizing data for your Weekly Status Reports
• Collating Timesheets and Expense Forms
• Updating your Project Plan with timesheet data
• Working out whether the project is on track
• Reporting on risks, changes and issues.

You don’t need to perform these tasks manually. You can invest in Microsoft Project compatible software to do all this for you. Your team will enter the data you need and the software will group and summarize it all for you. All you need to do is run reports and view the current status of your plan to ensure it remains on track.

Tips 3: Manage Execution Carefully

When your project gets underway, manage your project against the project plan (project management template) vigilantly. It’s easy for the plan to sit on the shelf, and for the team to go in their own direction. Instead, you need to lead the team by making sure they complete only those tasks which have been planned, and not other tasks which have cropped up along the way. So manage the project execution carefully. You can also save time in the Execution phase by:

√ Working your suppliers and contractors hard

√ Mitigating risks and issues before they affect the timeframe

√ Saving all non-critical tasks until after the project is complete

√ Not allowing unplanned tasks to be completed, unless critical

√ Not implementing change requests, unless they are critical.

Tip 4: Double up on Resources

Usually, the easiest way to shorten the length of the project is to assign more resources to it. However, this isn’t possible for many projects because they have a limited budget and a limited pool of resource.

But that’s not to say that you can’t double up on resources for the right tasks. It just means that if you do this, then other tasks will be under-resourced. So why would you do this?

In most projects there are tasks on the “critical path” that must be completed to deliver the project. If you assign more resources to these tasks than are necessary, you can usually complete them earlier than expected. And it makes sense that if every critical path task is completed faster, then the entire project will be delivered quicker than expected.

Tips 5: Get the Critical Tasks done first

In many projects the last 20% of tasks, take 50% of the length of the project. This is because the team have left the difficult tasks until the end, which happens to be when they are tired and need a holiday!

Instead, identify the tasks in your plan which are the most complex and challenging to complete. And if possible, tackle those tasks at the start of the project, when people are fresh and enthusiastic. You’ll find that they can complete those tasks in less time and to a higher standard of quality than if they were left until the end of the project. And with those difficult tasks completed, the rest of the project should be easier to deliver.

So there you are, 5 top tips for delivering projects faster. If you truly want to speed up your project delivery, then use Project Tools and the Project Management Template kit from Method123.com. They are pre-formatted and come with all of the charts, tables and examples you need to do things quickly.

Managing Outsourced Projects – by creating a Statement of Work

Take these 5 steps to ensure the success of your outsourced projects:

State the Work

Before you outsource, specify the Statement of Work. This is a document which is released to the third party, specifying exactly what you need them to deliver, when and how. It lists your requirements and it gives your supplier the opportunity to confirm that they can meet your expectations.

Seal the Deal

Every successful supplier relationship has a strong contract behind it. In your supplier contract make sure you clearly state the responsibilities of each party. Include delivery milestones which are points in time by which elements of the project must be delivered. And make it clear that you will only pay them when each delivery milestone is completed. Go one step further by including penalties for late delivery, and clauses allowing you to pull out if you need to.

Monitor Progress

Make sure that once the contract is signed, you can scrutinize the progress of your supplier on a regular basis. Get them to complete timesheets and weekly status reports. Make them log all issues, risks and changes and use gantt chart software, to track their progress. Make sure your status reports are received on time. If you don’t receive them on time, it’s often because the project is behind schedule and they don’t want you to know. Remember — to succeed, you need the right status information, at the right time.

React like Lightening

If you notice delays, risks or issues that have not been dealt with, then react like lightening. Arrange a formal meeting with the supplier to discuss it. Have a copy of the contract to hand, so they know you’re serious. Come heavy handed by bringing your boss along. Meet in the office, not at a café. State clearly what it is that you want them to do, by when and how. The more seriously you take it, the more likely they will meet your demands and the greater your chances of success.

Accept Deliverables

As your supplier completes each delivery milestone, you need to review and formally accept the deliverables produced. Never leave this to someone else, always be involved in the process personally. Make sure a formal acceptance process is followed, one that tests each deliverable and ensures it meets your needs.

Physically sign off on each deliverable, and only when all of the deliverables are signed off, should you make your final supplier payment. Along with this payment, you both need to re-sign the contract, stating that it is 100% complete. This covers you legally and ensures your success.

And there you have it. By following these tips, you can manage outsourced projects n a breeze.

Want all of the documents needed to manage outsourced projects? Download the Method123 Project Management Template kit today.

Its well recognized that partnering with high performing Suppliers is critical to delivering successful projects. Whether you’re hiring a Supplier to; deliver equipment, provide consultancy or simply make the coffee—the key is to document your requirements on project management templates for their delivery upfront, within a “Statement of Work”. Without a detailed Statement of Work (SOW), it will be difficult to manage your Suppliers performance, as you will not have a clearly laid out set of requirements upon which to base their performance.

Although you may have a formal Supplier Contract in place, the contract will most likely specify the major deliverables and timescales to be achieved, but it probably won’t list the specific procurement requirements as it does in project management templates of your project in detail.

We suggest that you create a detailed SOW as the first step in a Tender Process. It should be created before a short-list of potential Suppliers is identified and long before a Supplier Contract is agreed. The SOW is used to:

	Define the procurement requirements of the project in detail.
	Act as the basis upon which to short-list Suppliers and select a Preferred Supplier to the project
	Identify the Suppliers deliverables in the contract
	Measure the actual performance of the Supplier against the contract

It may sound like a lot of work for the project manager, but creating a detailed Statement of Work in your project management templates is not too difficult a task. Complete the following steps to create a comprehensive SOW for your project:

	Describe the Company profile that the Supplier must fit. For instance, you may wish only to work with Suppliers over a certain Company size, with experience providing certain types of products and a detailed knowledge of your industry and local market. You may also require that the Supplier has a certain number of years experience and clients who can to act as referees.
	Provide a detailed description of the Products (goods and services) to be provided by the Supplier. For each product, describe in detail its components (if a ‘good’) as well as any skill-sets required (if a ‘service’).
	Identify the Training required by your project team, to ensure that maximum benefits are gained from the goods and services provided by the Supplier.
	List any Documentation to be supplied, such as an Operating Manual, User Guide, Business Processes or Technical Support Procedures.
	Describe the level of Support required of the Supplier by specifying the support hours needed and the level of support to be given.
	Include any Materials and Equipment to be provided by the Supplier to the project team.
	Clearly state the Deliverables to be produced by the Supplier and the dates within which deliverables must be complete.
	Describe the process for Acceptance of each deliverable, to ensure that deliverables are formally reviewed and accepted by the project team before they are deemed ‘complete’.
	Identify the conditions for making Payment to a Supplier for goods and services rendered.
	And last but not least, make sure you protect the intellectual property included within the SOW document by providing a suitable Confidentiality and Non-Disclosure clause.

And that’s it. If you complete each of the steps listed above in your Project Management Templates, you will create a comprehensive Statement of Work which can be used to get the most out of your supplier relationship.

If you would like to download a Statement of Work project management templates to help you create a SOW quickly and efficiently, then please do so above.