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
2. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Who Am I?
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
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
5. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple The Problem
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!!!
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!!!
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!
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!"
10. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple The Solution
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
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!
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?
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
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
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
17. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Implementation
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
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
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
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
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
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
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
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
26. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Statement of Work
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
28. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (1) Objectives
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!
30. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (2) Tasks
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.
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.
33. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (3) Timeline
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.
35. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (4) Pricing
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!
37. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple (5) Acceptance
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!
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.
40. Media Temple // 8520 National Blvd. Culver City, CA 90232 / 877-578-4000 / mediatemple.net / @mt_Suzette © 2013 (mt) Media Temple Resources
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
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.
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:
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
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!