What are some effective ways to communicate project scope to contractors and subcontractors?

1 Define the scope

The first step is to define the scope of your project in a detailed and precise way. Scope refers to the work that needs to be done, the deliverables that need to be produced, the quality standards that need to be met, and the timeline that needs to be followed. You can use various tools and methods to define the scope, such as a scope statement, a work breakdown structure, a project charter, a scope baseline, and a scope management plan. These documents should specify the scope, the objectives, the requirements, the assumptions, the exclusions, the constraints, and the roles and responsibilities of each party involved in the project.

2 Communicate the scope

The second step is to communicate the scope of your project to the contractors and subcontractors who will perform the work. You can use different channels and formats to communicate the scope, such as meetings, emails, phone calls, presentations, reports, drawings, specifications, contracts, and change orders. The key is to use clear, concise, and consistent language and visuals that convey the scope accurately and comprehensively. You should also tailor your communication style and level of detail to the audience and the purpose of the communication. For example, you may need to use more technical terms and diagrams when communicating with engineers than with clients.

3 Validate the scope

The third step is to validate the scope of your project with the contractors and subcontractors who will deliver the results. Validation means ensuring that the work that is done matches the work that was agreed upon and meets the expectations and requirements of the stakeholders. You can use various techniques and tools to validate the scope, such as inspections, reviews, audits, tests, surveys, feedback, and acceptance criteria. These methods should be conducted throughout the project lifecycle and at key milestones and deliverables. Validation helps you monitor the progress and quality of the work, identify and resolve issues, and confirm that the scope is achieved.

4 Control the scope

The fourth step is to control the scope of your project in case of changes or deviations that may affect the work. Scope control means managing and documenting any changes that occur during the project execution and ensuring that they are aligned with the project objectives and approved by the stakeholders. You can use various processes and tools to control the scope, such as a change management plan, a change request form, a change log, a change control board, and a change impact analysis. These procedures should be followed consistently and transparently to avoid scope creep, scope gap, or scope conflict.

5 Collaborate on the scope

The fifth step is to collaborate on the scope of your project with the contractors and subcontractors who are part of your project team. Collaboration means working together to achieve a common goal and to share information, ideas, resources, and feedback. You can use various strategies and tools to collaborate on the scope, such as a communication plan, a stakeholder analysis, a risk register, a issue log, a lessons learned register, and a project management software. These practices should foster a culture of trust, respect, and accountability among the project team members and stakeholders.

6 Educate on the scope

The sixth step is to educate on the scope of your project to the contractors and subcontractors who may need additional training or guidance. Education means providing learning opportunities and resources to enhance the knowledge, skills, and abilities of the project team members and stakeholders. You can use various formats and methods to educate on the scope, such as workshops, webinars, courses, manuals, podcasts, videos, and blogs. These materials should be relevant, engaging, and accessible to the learners and address their needs and challenges.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?