It’s a story as old as construction itself: A project begins with great enthusiasm and optimism from every stakeholder – owners, architects, estimators, contractors and subs. Shortly after breaking ground, issues arise, and precious time and money are rerouted toward fixing them. The budget dries up in a blink. The project is finished in a hurry without fulfilling its original plans. The same stakeholders who began the project brimming with unbridled positivity now feel resentment and regret and they never want to work together again.

There are plenty of reasons a construction project might derail this way and some of them are beyond anyone’s control. Think inflation, labor shortages, natural disasters, a pandemic. But more often than not, the issues that cause a project to go south can be prevented by budgeting with a complete and detailed scope of work (SOW).

A project’s scope defines what work will be done where and when and by whom. That’s a lot of work. And while building an SOW is a notoriously tedious task, it’s worth it to get it right. Putting in the time and effort to ensure your scope is as clear and comprehensive as possible is your best defense against project setbacks and budget overruns.

We’ve compiled a few tips to help you build your next SOW more efficiently and effectively. Fair warning: There are no shortcuts to a good scope of work. Some of these efficiency hacks may require added upfront work, but they’ll save you time and headaches in the long run. As the old saying goes: “Measure twice. Cut once.”

Here’s a little secret: Not every new project requires you to scope from scratch. Using SOWs from previously successful projects as a point of reference can help you get a head start on the details and save you time. Old scopes can remind you to add details you may otherwise have forgotten, only bolstering the reliability of your new SOW. Bear in mind, it is vitally important that the scope you use as source material comes from a successful project to avoid repeating past mistakes. If you measured incorrectly the first time, you’ll be cutting twice anyway.

No previous SOW will be an exact match for your next project. There are just too many variables at play. But referencing a scope from a similar project will give you solid ground to stand on as you proceed.

A Scope of Work covers a lot of ground, and some of it may be outside of your areas of expertise and/or your comfort zone. That’s just part of the job since construction projects require input and work from multiple disciplines. For an accurate and complete SOW, it’s a good idea to reach out to vendors and subcontractors for their suggestions and feedback on areas you’re less familiar with, just as you will when work begins.

There’s absolutely nothing wrong with calling in expert reinforcements. On the contrary, gaining their input during the design phase of the project will both build trust with them and help avoid mistakes when construction begins.

The scope of work is a point of reference for the contractor’s team. Comprehensiveness and clarity are key. Details matter. Inconsistencies and forgotten specs can lead to mistakes in the final SOW and/or lost time clarifying details with the contractor later on.

Rory Woolsey, a trainer and Certified Estimating Professional with decades of experience in construction estimating and consulting, says this about why scope clarity is paramount:

“A scope of work should clearly lead the reader to one specific conclusion, leaving no room for interpretation. Ambiguity is your enemy, and the best weapon against it is specificity. It’s important to sweat the small stuff and consider every single task. If an action is mandatory, the statement of work should use the words shall or must. You may also include photographs, drawings and additional visual aides to create clarity and prevent confusion. It is better to over-explain than to leave open the possibility of a misunderstanding.”

An independent third-party cost database is an exceptional tool for validating the information in your scope of work. While construction cost data is commonly used for estimating, it can also help you build your SOW by specifying the materials, tasks and labor hours needed for the project.

RSMeans Data Online includes pre-built assembly models that group the amount of materials and the specific tasks needed to complete a given assembly. The secure, cloud-based estimating platform also comes with customizable square foot models you can use to spot-check your SOW. Regularly updated and backed by 30,000 hours of annual research, RSMeans Data Online gives you the labor and construction information you need to write a comprehensive SOW for your next project.

While scoping will always require copious time and attention to detail, putting these four tips into practice will ensure your SOW is completed properly so that time and money aren’t wasted during construction. Remember, the goal is to cut once. A complete scope will alleviate confusion among the project team and ensure that your projects are built according to plan, so they can finish with as much enthusiasm as they start.