Vision and scope documents define what your customer or company has in mind as well as describe the work process necessary to reach that vision. For example, entrepreneurs benefit from writing a vision and scope document to define their business ideas and list how to develop them into reality. Project managers use such a document to identify the expected result of the project and to set forth the methods and activities necessary to achieve that result.
Vision vs. Scope
Vision and scope are two different things. A vision and scope document begins with the vision section that sets out the task at hand. Once the vision is clear, the scope part of the document outlines a roadmap of key project stages and details of the activities to be performed as well as the methodologies to be used. When you clarify your vision, creating an efficient and effective roadmap is much easier.
The vision part of your document is often difficult to write because vision is a concept, not a thing. The vision is the solution that your customer wants you to supply. In your own company, your vision is what the company will be at a point in the future. Do not write down goals instead of vision. Goals are near-term benchmarks. Vision is long-term and is achieved by hitting your goals along the way. Develop the vision by asking why the customer has contacted you, why the project was created or why the company exists. Next, answer what the customer wants, what the project hopes to create or what the company does. Further describe the vision by examining the when, where and how involved in the vision.
Scope of Work
The scope of work details how you will achieve the vision or task at hand. Start by listing the deliverables and the required delivery date. Establish benchmarks on a timeline that mark progress toward the task at hand, or vision. Identify the responsibilities the customer or company has in providing information and the responsibilities your project team has in reporting progress. Stipulate any specific requirements, such as type of equipment or specific vendors to use. Finally, assign tasks to project team members.
Use top-level headings for the vision and scope sections, and utilize secondary headings for different topics within each section. Put the details in a bullet point list under each topic. Use graphs, tables and timelines where needed to clarify points. A good vision and scope document is easy to understand, quick to read and can be used as a checklist during the project. Give your document a professional look with a cover sheet that includes the project title, date of the document, a list of people responsible for the project and a list of people authorized to receive the document. If it is longer than a few pages, include a table of contents. Taking time to plan your document -- particularly in terms of defining the vision -- and giving adequate attention to detail produces a more impressive and useful document.
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