Avoiding Scope Creep by Creating a Statement of Work

Your statement of work should contain a line-by-line itemization of all tasks that are outside the native functionality of WordPress, without using plugins. By thoroughly documenting the features and functionality of your site up front and getting this signed off by the client, expectations will be set at a level that will bring easy success to the project and avoid simple miscommunications. When defining this before you start working, you are helping to facilitate an open and pleasant working relationship with your client while avoiding possible scope creep, and outlining who is responsible for what and by when. This session will walk you through the steps you should take when starting a new project to protect yourself using good documentation practices, while meeting the requirements set by your client.

Transcript

1. 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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2. 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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3. 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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4. 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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5. 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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6. 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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7. 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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8. 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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9. 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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10. 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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11. 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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12. 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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13. 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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14. 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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15. 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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16. 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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17. 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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18. 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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19. 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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20. 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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21. 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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22. 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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23. 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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24. 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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25. 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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26. 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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27. 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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28. 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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29. 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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30. 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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31. 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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32. 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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33. 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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34. 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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35. 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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36. 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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37. 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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38. 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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39. 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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40. 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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41. 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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42. 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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43. 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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44. 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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45. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple
    Questions?
    Suzette Franck
    sfranck@mediatemple.net
    https://speakerdeck.com/suzettefranck
    @mt_Suzette
    Tweet Me!
    

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