Diploma in Interior Design

A scope of works

Lesson 29

Summary Notes
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Contents
3 Lesson outcomes

3 Introduction

3 Core 1: Scoping out the scope

5 Core 2: Dissecting the scope

7 Core 3: Set up the scope

10 Challenge

10 Referencing

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Lesson outcomes
By the end of this lesson, you should be able to:

• Explain the scope of works

• Recognise the importance of the scope of works
• Evaluate the vital components to a typical scope of works
• Create a scope of works template

Introduction
Taking your project from drawing phase to the construction phase is an exciting process, one that requires the use of a
very handy document called the scope of works. This lesson is all about what the scope of works document is and what is
looks like. We look at some of the important headings and points that form a part of the scope of works, ending off with
creating a scope of works template that you can use on all your projects going forward.

QUOTE
‘Creativity is allowing yourself to make mistakes. Design is knowing which ones to keep.’

- Scott Adams

Core topic 1 – Scoping out the scope

What is a scope of works?
The Scope of works, or SOW, is a document highlighting the activities that need to take place on your project, right from
the start of construction to the final hand over to your client. The scope of works is a crucial document that needs to be
created prior to any of your projects going into construction. It is an agreement on the work to be performed.

This document is also going to assist in generating an accurate quotation and budget for the project for your client.

The SOW is possibly the most important step in the budget estimation process. 'The Scope contains information that gives
direction and purpose to every facet of a project—information project owners need to budget accurately.'

The SOW will highlight every step of your project process from the:

1. Activities & deliverables that are going to take place

2. The process that the project will follow

3. The timeline that the project will follow

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The statement of work is the big guy of all the project documents. It will showcase to the contracting teams and your
clients what your plan is and how you will execute it. This document is detail, detail, detail, and guess what, just a little
more detail. The more details you fill out in our SOW template, the smoother your project will be.

A well-written Scope will tackle the following questions: the who, what, when, where and how.

• Who: is performing the task at hand - Who is installing the flooring?

• What: What is the task that needs to be performed?
• When: When does the installation need to take place. When is the flooring being installed?
• Where: is the installation take place? Where are we installing the flooring? Bathroom, living room etc?

Each of these questions will be tackled for each proposed element of your project right from the flooring to walls to
plumbing.

What does a scope of works mean to us as interior designers?

• As a professional Interior Designer working on ANY project, we need to be involved a variety of stages within the
project, over and above the design aspect.
• In many cases (NOT ALL) It can be our responsibility as the lead designer to take on the role of managing the
construction and management of the project.
• It is always suggested that you employ the services of a project manager if your skills are not strong on the project
management side, however even the, you will still need to follow or coordinate all of your project work. To be able
to do this (Manage the project) you are going to need to put a scope of works document together for both you the
client and the contracting teams. Your interior design SOW will assist in highlighting all the tasks involved in the
project.
• The Interior Design scope much like a standard scope is the document that details all the activities taking place
on your design project (Construction, procurement, styling, detailing), who does each job, the timeline, and all
other conditions in a design project. It can be used to provide the client with a timeline and documented outline
of what they can expect as well as advise whether the project measured up to the goals at its completion.

The importance of a scope of works

• When we are working on any design project, we are almost always working together with many other teams of
people outside of the design industry. Because of this there are many gaps for miscommunication or
presumptions to send a project off course.

The SOW is going to be referenced by a variety of people on your project both:

• Before construction (For quoting purposes)

• During construction (The contracting teams to understand what is going to be carried out during the life space of
the project)

The project manager, contractor and constructionmanagerwill reference the SOWfor details relating to eachparts
of a project suchas:

• Deliverables
• Timeline and milestones
• Payment schedules
• Important details (unique requirements) for any one contract.

Because of the valuable information in the Scope, it is extremely important that it be created with the intent of being as
accurate, crystal clear and thorough as it can be.

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Your scope of works is going to affect the whole project from start to finish during the construction phase and therefore a
well prepared one ensures that you ensure the project goals are within budget, the quality is on point, and on schedule
and (most importantly) you are reaching the design intent within a set framework.

Someof the important features of a scopeof works:

• Clearly highlights roles and responsibilities and therefore avoids clashes between various other parties
onsite.
• Highlights project deliverables and therefore reduces miscommunication and wrong expectations.
• Comprehensive document which reduces any waste of time from unexpected charges and scattered
items as it
• All inclusive of all information relevant to the project construction and therefore keeps people accountable.

Without a scope of works you are opening yourself up for:

• Defects
• Project disputes
• Payment delays

Which no one needs to be dealing with mid-way through project.

Core topic 2 – Dissecting the scope

Moving onto our second core topic for today's lesson, we are going to break the scope of works up in a little more detail as
we look at where the shoe fits into a typical project timeline, what we need to include on our scope and some of the
various tools you can use to create your scope.

Scope timeline
Starting off by looking at our project timeline and where we would typically set up and create the scope.

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During our construction documentation phase, we need to create our scope. As we know the scope is part of our
documentation we issue for costing.

The document pack

We start our construction documentation. Our responsibility as the designer, on any project, is to generate the
construction documentation to send out for contracting teams to tender, as well as for the appointed teams to construct
and manufacture from. A portion of this stage is to finalise the scope that we are going to be implementing to our project.

We generally sent a consolidated construction pack (Construction documentation) to ensure that each contractor is
quoting and generating a formal fee proposal based on the same information and relevant information for project
construction. The construction pack that we send out for tender generally consists of:

• The drawing pack.

• The finishing schedule.
• The scope of works.

All signed and approved by client (All of these documents need to have been signed off by your client before they are sent
off to anyone.

What should be included on a scope of works?

Right, so to begin answering this question, I do need to advise that there is no right or wrong way to SET up the scope of
works, we just need to ensure that it is all inclusive of what needs to take place on your job.

As we know, our scope of works needs to be a specific document highlighting all the function that will take place on your
projects. Here are some of the areas to consider when creating and setting up your scope of works:

1. Constructionadministration
As an interior designer, you are also a part of the construction process. You should include your contributions in
the scope of work. These contributions are your replies to the contractor’s suggestions, the revised construction
documents, and design intents based on construction documents. All these should be made available within an
agreed timeframe.
2. Construction
Your job as an interior designer continues during the construction. You also must detail what you do during this
period in your interior design scope of work.
3. Site representation
Typically, the presence of the interior designer is not required on the site full-time. However, if you offer this
service, you should include it in your scope of work. You should also include a separate fee for this service.

Ensuringthat you have thought through and brought all of these elements together in your SOWwill ensurethat
your SOWis:

• Clear
• Efficient
• Thorough

Scope of works tips

You can almost think of your scope of works as a map for the project teams that guide them to the perfect project
completion. Here are some tips when creating your scope:
• Be Specific:explain the terms used clearly.
• Nothing is toomuch:Includeas much information as you can.
• Be concise:Includeyour information but keep it clear and don’t waffle.

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• Get Signoffs:Ensurethat your client and EVERYONE working on the project has approved the scope and
committed to what you have outlined.

Tools for the Job

The scope of works document can literally be created from any platform, depending on what you feel most comfortable
working in, if you are including the relevant information, you are good to go. Something nice here is that, because the SOW
is such a widely used and important document for almost every industry, there are so many free online applications that
offer free templates that you can use and customise to suit your project. I would suggest making use of these to ensure
your projects are.

1. Neat
2. Professional
3. Presentable

Below is a list of someof the applications that youcan useto put the SOWtogether.

• Hello Bonsai
• Form swift
• Panda Doc

Core topic 3 – Set up a scope of works

Must haves on your scope
The following list are the general headingsthat I include in my SOW:

• Introduction
• Project overview and objectives
• Scope of works
• Project timeline
• Project deliverables
• Project Administration
• Approval

Section 1: Introduction

This section is absolutely an optional section. I like to introduce the project to the viewer. This gives everyone an idea of
what is to be expected along the way. For example: Project hair salon, 58 square meters, full revamp.

Section 2: Project Overview and Objectives

Next, we want to highlight what we want to achieve in this project and how we would like to go. This is the section that we
refer to as the 'why' section. You want to start with: 1. Explaining the project. Explain what the project is about with a little
bit of context around it for the viewer. 2. The objectives. Then you want to include a short and sweet concise section,
bulleting your project objectives. (What is expected from the project from both your point of view and the clients)

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Handy tip: Keep this document easy to understand. As Salesforce’s Paul Cannon explains: “If a co-worker or family
member cannot explain what the scope is and what success looks like then this foundational section needs to be updated
until it is crystal clear.”

Section 3: Scope of work

Now we get to the nitty gritty and the reason we have come here
today. The Scope of works has its own section in our scope of
works document. We are going to outline each section of work
that needs to happen in the project right here. out the way you set
this out is totally up to you. I generally like to break the scope up
section by section, working from the floor upwards. Very similar to
the way that I showed you how to put your specification
document together. You might even want to use that to assist you
here. If there are multiple rooms, I would break each section up
room by room as well. Here you can also combine the timeline
section by adding dates next to each of the tasks.

Section 4: Project Schedule or timeline

Here is where we are going to add our

expected time frame to each of the
activities that need to take place. A handy
tip here, be realistic with your dates and
timelines. If you feel that you need to spend
some time discussing each activity with the
relevant contracting teams, please do so. As
mentioned before, you can either create an
entirely new section for this part, or you can
add it to the scope of works section as I do.
Simply put youneed to outline:

• When
• Where
• How
• By whom

Here are the main questions this section of your SOW should answer: How long is the project going to take and what are
the phases/milestones? Include any specificdatessuppliedto youby the client.

Section 5: Project Deliverables

This section is not one that I include as I feel that it is almost a repeat of the second section, however if you want to add it
in in your larger scale projects, I will include it right here or include it with your timeline section. By combining the
deliverables and timeline it creates a more accurate picture of when each deliverable should be finished and what is
dependent on it

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Section 6: Administration

This is also an optional section. If you have not included payment details in the contractual phase you want to include
them now. You want to include elements such as: Payment: How and when will payments be made? Will it be by milestone
and deliverable? Or on a set schedule? Wire transfer or ACH? What happens if deadlines get missed or scope increases?
Reporting: Who is responsible for signing off on deliverables, approving scope changes/adjustments, and handling support
and maintenance? Terms: What other
requirements and standards need to be
agreed upon? This could be security
requirements. Exclusions (i.e., what is
not included). Or assumptions (i.e., who
owns the code at the end of the project).

Section 7: Approval

This is potentially the most important

section of your project; the approval and
section sign off. You want to advise who
will be signing the project off (e.g.: the
client, the designer and teams working
on the project etc) Make sure that you
have a clear section for signature and
that you get all your signatures before
and after construction takes place.

Please refer to the video tutorial for more information.

Additional resources
• Project scope template: https://www.hellobonsai.com/
• Project scope template: https://formswift.com/scope-of-work
• Project scope template: https://www.pandadoc.com/interior-design-proposal-template/
• Project scope template: https://templatelab.com/scope-of-work-templates/
• What is a scope of works? https://www.youtube.com/watch?v=TzZS7T6Uzkc
•

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References
• Bridges, J. and Bridges, J., 2021. How to Write a Scope of Work. [online] ProjectManager.com. Available at:
<https://www.projectmanager.com/training/write-scope-work>
• Bonsai. 2021. Interior Design Scope of Work Template - Bonsai. [online] Available at:
<https://www.hellobonsai.com/a/interior-design-scope-of-work-template>
• Contributor, G., 2021. What Is A Scope Of Work And Why Does It Matter?. [online] Facility Executive - Creating
Intelligent Buildings. Available at: <https://facilityexecutive.com/2019/01/scope-of-work-why-does-it-
matter/>
• Planio. 2021. 9 Steps to Write a Scope of Work (SOW) for Any Project and Industry | Planio. [online] Available
at: <https://plan.io/blog/scope-of-work/#section-1-introduction>

DIPLOMA IN INTERIOR DESIGN