What’s a Scope of Work and Why Does it Matter When Working With Freelancers?

It’s estimated that by 2027 the majority of the US workforce will freelance. If you’re not working with freelancers now, it’s probably not too far off in your future (especially if you’re reading this article). 

Working with freelancers has unique advantages; however, one of the biggest struggles we see people encounter is communication and setting expectations. What if we were to tell you that we have a way to help you set expectations with your freelancers from day one? 

How? With a scope of work (SOW). 

This simple document will help you spell everything out and communicate your needs clearly. Keep reading to learn more about what a scope of work is and how to create one that works for your business. 

What Is a Scope of Work? 

If you’ve ever hopped into a consult with one of our account managers, it’s likely that at some point, they’ve asked you if you have a Scope of Work or SOW for the position. An answer we hear to this question is often: a what? 

An SOW is an important tool for your working relationship with freelancers. It’s a detailed document that helps set expectations and get everything in writing. It should explain any and all requirements for your freelancer in relation to the project. 

We’ll discuss what exactly you should include in an SOW in a bit. However, for now, just know that essentially, these documents should define the basics or the who, what, when, where, and how.

Why Should You Use a Scope of Work With Freelancers? 

Poor communication. Not living up to expectations. Freelancers not following guidelines. 

These are all things we’ve heard when discussing past experiences with freelancers hired outside the FreeUp platform. One of our goals is to ensure that your experience here is better. 

We also know that sometimes it can be a challenge to set expectations, and that can lead to poor experiences with freelancers. 

Fortunately, we also have years of experience working with freelancers. In fact, the majority of our team is made up of freelancers. 

Because of that experience, we know the difference a scope of work can make. Yet, only around 20 percent of the business owners we speak to have one. So why do you need one? 

Set Expectations

What kind of communication do you expect from your freelancer? What are the due dates for their project? 

Do you have specific requirements and tools you want them to use? A great way to communicate all of this is in an SOW. This will help you set expectations from the very beginning. 

When your freelancer knows what’s expected of them, it helps prevent issues that could otherwise pop up down the road. 

Get Everything in Writing

When you’re working with freelancers, it’s important to get everything in writing. That way, if problems arise, you have the documentation you need.

A scope of work is a great place to document everything. It’s easy to access and share with others if needed. You can also use the framework for hiring other freelancers in the future. 

Promote Accountability

A scope of work is a great way to promote accountability for everyone involved. While you can say you’ll have something completed at a certain time, having it in writing will help cement it and make it official. 

What Should You Include in a Scope of Work? 

Every scope of work will be unique to the project. However, there are some basic things you should consider including the following: 

• Basic Information
• Project deliverables
• Project goals
• Tasks and responsibilities
• Project Milestones and timelines
• Candidate qualifications
• Freelancer schedule
• Freelancer rate and project budget
• KPIs and reporting
• Communication specifics
• Links to SOPs
• Appropriate resources

Including all of these areas will help you set expectations clearly. While it may sound like a lot, in the end, it will save you time. 

How to Use a Scope of Work With Freelancers

Are you on board with the fact that you should be using an SOW with your freelancers? We want to help you get started! 

We have a free scope of work template for you to use that includes all of the areas mentioned above. To use it, you just need to open it and make a copy. You can then replace all of the sample information with your own information. 

Share the Scope of Work With Your Freelancer

When you’re discussing things with your new freelancer, share the scope of work with them. Ask them to take some time to read it, and then come back and ask any questions they have. 

This will help you ensure that you didn’t miss anything important that they need to know. If they do have questions, answer them and update the SOW with that information. 

Sign It

Once all concerns have been discussed and your SOW is fully updated, make sure that both you and your freelancer sign it. If you created the template in Google Docs, you can do this by adding a drawing and using the squiggly line to create a signature with your mouse. 

Once everyone has signed it, download a PDF copy. This will help you have access to the original document even if you update it in the future. 

Note: Your freelancer needs edit access to sign the SOW in Google Docs. However, you can change their access to Viewer only after they’ve signed. 

Update Your SOW as Needed

Once you’ve signed the SOW, you’re set on the basics. However, if things change or you add new projects, you’ll need to continue to update the SOW.

When you do update it, make sure you have your freelancer review the changes and sign again.

But, Wait: I’ve Been Working With My Freelancer for a Few Weeks or More

It’s never too late to create a scope of work. Even if you’ve been working with your freelancer for a few weeks, you can create one and have them sign it. 

This can help clarify things and set expectations if you were unable to do so in the beginning. Even if things are going great, it’s still a good idea to get everything in writing and ensure it’s all clearly laid out. 

Create Your Scope of Work and Get Started Finding the Right Freelancers for You 

Creating a scope of work can help you get everything in writing and set expectations with your freelancers. This helps prevent problems before they arise. 

Are you ready to find the right freelancer for your business? Book a call with one of our account managers today to get started and for more ideas on effectively managing freelancers.