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Avoiding Scope Creep by Creating a Statement of Work Suzette Franck WordCamp Albuquerque Saturday, September 14, 2013 Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Who Am I?

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Suzette Franck with a “ck” ★(mt) Media Temple WordPress Evangelist ★Born in Hollywood, Calif., Lives in Simi Valley ★19+ Years Coding & Web Development ★Speaking at 10 WordCamps this year ★Reg. Contributor on WPwatercooler.com ★Hosted DradCast Episode 17 ★Blogs at: suzettefranck.com ★Slides: speakerdeck.com/suzettefranck @mt_Suzette

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Statement of Work: What, Why, and When ★Five Components to a Statement of Work Agenda

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple The Problem

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★When additional features and changes cause work hours that are not budgeted for Scope Creep http://unigami.deviantart.com/art/Chief-Blue-Meanie-from-Yellow-Submarine-280821413 TOMORROW THE WORLD!!!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Miscommunications ★Bad Feelings :( ★Reputation Suffers ★Missed Opportunities ★A Fail to Plan is a Plan to Fail ★Law Suits Profit Down Loss Up MASH THEM, SQUASH THEM, CRUSH THEM!!!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★The client may not know what they are asking ★You want to make the client happy ★You make an exception ★You answer an email at 2am on Saturday ★Client expectation is set at that level Why does this happen? Consistency is key!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Help! "H" for "Hurry" "E" for "Ergent" "L" for "Love me," and "P" for "P-P-P-Please help!"

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple The Solution

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Statement of Work http://thebeatleswebsite.blogspot.com/2010/04/jeremy-boob.html A true universal, euphonious thing! ★Originally used in government contracts ★More informal, not legal ★Clearly communicates expectations ★Outline roles, milestones, and deadlines ★Defines terms of acceptance of completion

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Should take 2-3 hours to build ★Err on side of clarity ★Investment in project running smoothly ★Use your best judgement ★Google all the things! ★Use lawyers when necessary Creating a Statement of Work Ad hoc, ad loc, and quid pro quo! So little time. So much to know!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★C.Y.A. ★Set expectations ★Eliminate unpaid work hours ★Blueprint for entire project ★Helps to budget hours ★Alternative can be costly ★Outline responsibilities ★Contact methods and times Why Use a Statement of Work? Who did it? Who is responsible for this?

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Working Without a Statement of Work I’ve got a hole in me pocket

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Project Management ★Hosting ★Security ★SEO & Marketing Specialists ★Graphic Design/Photographers ★Development & Programmers ★Training and Documentation ★Updates & Maintenance A Little Help From Your Friends We all live in a Yellow Submarine and our friends are all on board

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Google Apps ★Google Hangouts ★Skype Video Chat ★Asana/BaseCamp ★P2/Status Blogs ★Paper and Pencil Collaboration Tools: Flowers for everyone Turn off what is sour, turn into a flower and bloom, bloom

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Implementation

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ASSETS Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Sample Work Flow STORY BOARD WIREFRAME STATEMENT OF WORK DO YOUR THANG ACCEPTANCE QUOTE DEPOSIT/ RETAINER PAYMENT S.O.W. DISCOVERY & ACQUISITION ASSET COLLECTION CLIENT MEETING STATEMENT OF WORK

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ASSETS Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Sample Work Flow STORY BOARD WIREFRAME STATEMENT OF WORK DO YOUR THANG ACCEPTANCE QUOTE DEPOSIT/ RETAINER PAYMENT S.O.W. DISCOVERY & ACQUISITION ASSET COLLECTION CLIENT MEETING STATEMENT OF WORK

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Discovery and Acquisition The Meanies are coming! ★Say ‘No’ often (chrislema.com) ★Accept better projects ★Work with smart people ★Have fun and learn ★Be selective, your clients are ★Do awesome work and give back ★Work out all payments beforehand

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ASSETS Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Sample Work Flow STORY BOARD WIREFRAME STATEMENT OF WORK DO YOUR THANG ACCEPTANCE QUOTE DEPOSIT/ RETAINER PAYMENT S.O.W. DISCOVERY & ACQUISITION ASSET COLLECTION CLIENT MEETING STATEMENT OF WORK

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Asset Collection LOGO FONTS COLORS SITE MAP HOSTING INFO STYLE SHEET DNS INFO Collect all the things!!! MUST GET ALL ASSETS

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ASSETS Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Sample Work Flow STORY BOARD WIREFRAME STATEMENT OF WORK DO YOUR THANG ACCEPTANCE QUOTE DEPOSIT/ RETAINER PAYMENT S.O.W. DISCOVERY & ACQUISITION ASSET COLLECTION CLIENT MEETING STATEMENT OF WORK

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Client Meeting ★Face-to-face if possible ★If not, use screen shares ★Old fashioned paper and pen ★Sketch wireframes/storyboard ★Document all special functionality ★Help client to organize info to best serve for objectives All together now

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ASSETS Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Sample Work Flow STORY BOARD WIREFRAME STATEMENT OF WORK DO YOUR THANG ACCEPTANCE QUOTE DEPOSIT/ RETAINER PAYMENT S.O.W. DISCOVERY & ACQUISITION ASSET COLLECTION CLIENT MEETING STATEMENT OF WORK

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Statement of Work

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★(1) Objective ★(2) Tasks ★(3) Timeline ★(4) Price ★(5) Acceptance 5 Parts of Statement of Work

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (1) Objectives

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Who are your intended audience(s) ★How will they use the site (1) Objectives: What is Your Purpose? NEVER FORGET WHO YOU ARE BUILDING THE WEBSITE FOR Go get thee hence, and destroy yon upstarts. O-BLUE-terate them! STAY FOCUSED!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (2) Tasks

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (2) Tasks: Succinctness & Clarity ★Avoid use of technical jargon and acronyms ★Elaborate features & functionality vs. hours ★Naming plugins vs. not naming plugins ★Include dates for major tasks If I spoke prose you'd all find out I don't know what I talk about.

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (2) Tasks: Be Thorough Yet Brief ★Hosting: where located, who supports ★Where work is performed ★List of work to be performed ★Time frames for work to be completed ★Acceptable contact methods/times ★Procedure for updates/maintenance Oh! Your story has touched me heart. Jump in. We'll get me friends.

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (3) Timeline

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (3) Timeline: Keep your Commitments ★Schedule regular status meetings ★Schedule realistic deadlines ★Group tasks together in 4 hour chunks ★Note that delays will have a ripple effect on the deadlines I don't want to alarm you, but the years are going backwards.

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (4) Pricing

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Value-based vs. Hourly ★Hosting & Domains Reselling? ★Stock Photos ★Consulting Costs ★Software Licenses ★Travel Reimbursement ★Off hours Support (4) Pricing: Claim your game Clever lad!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (5) Acceptance

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Specific ★Measurable ★Unarguable ★Quality Assurance Time: 2 weeks ★Separate quote for updates or changes (5) Acceptance: Terms of Project Completion Some reference material before I'm destroyed!

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Design Mockup is accepted ★Site is live and has been signed off on ★End-User training has been performed ★Documentation has been created ★Passwords, accounts, & assets handed over (5) Acceptance: Examples Where ground is soft most often grows, Arise, arise, arouse, a rose.

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Resources

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★http://en.wikipedia.org/wiki/Statement_of_work ★http://peopleprocessandprofit.com/2010/08/25/how-to-write-a-sow/ ★http://www.computerworld.com/s/article/111327/How_to_Write_a_Statement_of_Work ★http://www.pmhut.com/how-to-write-the-project-statement-of-work-sow Statement of Work Resources

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple ★Communication is key ★Set expectations up front ★Be transparent: clear is the best color ★Happy Client = Happy WP Freelancer ★Get paid for your awesome work ★Deliver outstanding value to your client ★Speak up for yourself! All You Need is Love YES is a word with a glorious ring, true, universal, euphonious thing.

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple This presentation is brought to you by:

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple The Beatles & Yellow Submarine Movie

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Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Questions? Suzette Franck [email protected] https://speakerdeck.com/suzettefranck @mt_Suzette Tweet Me!