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The Value of Scope of Works Libraries for Construction Companies

By Tim Rogers, updated 08 Apr 2024
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Great news, you’ve just won a head contract on a brand new project. Spirits are up, everyone’s excited to get started.

You glance over at your Commercial Managers, Project Managers and Contract Administrators - they’re all staring wide-eyed into the distance.

They’re already mentally calculating how many subcontractors they’re going to need to procure to get this project done and it’s not looking pretty.

This project will probably require 40-50 subcontractors. They know from experience that on average it takes over 35 hours to procure a single trade.

They’ll go to bed tonight dreaming of (or having nightmares about) spreadsheets, emails, lost documents and most specifically, Scope of Works that are hundreds of pages long for every single trade.

Well, that’s what they would be dreaming about if they didn’t have specialised procurement software that includes a Scope of Works library.

What is a Scope of Works Library?

Accurate scopes are mission-critical to project success. Scope gaps can cause revenue leakage and project delays.

A Scope of Works Library is a comprehensive collection of standardised company templates, documents, and guidelines that relate to various construction tasks, trades, and project phases.

These libraries include a wide range of documents, including specifications, standard operating procedures, quality control protocols, and safety guidelines.

Digital scope of works library

The Value of Scope of Works Libraries

1. Consistency and Standardisation:

One of the most significant advantages of a Scope of Works Library is the ability to standardise procedures and documentation. By having consistent templates and guidelines readily available, construction companies can ensure that every project adheres to a predetermined set of standards.

By having a Scope of Works Library, you also prevent staff from following ‘their own way of doing things’ - in fast moving projects, staff may often choose to do what is most familiar to them, which most construction companies want to avoid.

2. Time and Cost Savings:

Construction companies spend a significant amount of time creating project-specific documents and specifications. With a Scope of Works Library, much of this work is already done, allowing teams to focus on the specific details and requirements of a project rather than reinventing the wheel for each one. This not only saves time but also reduces costs associated with document creation.

3. Improved Efficiency:

When project teams have easy access to standardised documentation and guidelines, they can work more efficiently. This streamlines processes and reduces the need for extensive back-and-forth communications to clarify requirements. Projects progress more smoothly, and deadlines are more likely to be met.

4. Enhanced Collaboration:

A well-organised Scope of Works Library promotes collaboration within a construction company. It ensures that teams from different departments or projects can communicate effectively and share lessons learned easily. This fosters a sense of unity and teamwork, which is essential for successful project completion.

Collaborations is also the key to ensuring standardisation is adhered to. Knowing that everyone is using and collaborating on the same template in the same spot, instead of different duplicated documents, helps massively.

5. Risk Mitigation:

By using standardised documentation and procedures, construction companies can reduce the risk of errors, omissions, and misunderstandings that can lead to costly disputes and delays. Clear, consistent documentation can provide legal protection and serve as a reference point for resolving disputes or claims.

Remember how we spoke about revenue leakage and project delays? Scope gaps are a huge contributing factor to this. If the scope is incorrect, the subcontractor quote will most likely be incorrect, which inflates costs.

6. Training and Onboarding:

For new employees or team members, Scope of Works Libraries can be invaluable for training and onboarding. They provide a comprehensive resource for teaching individuals about the company's standards and processes. This accelerates the learning curve for new hires and ensures that they are aligned with company protocols from the start.

“When I joined as a cadet, it was so easy to learn, I didn't need to ask my bosses questions on how to procure. Nothing is left to the imagination, it's so self explanatory.”

Athena Alexiadis
Project Coordinator, Balmain & Co

7. Adaptability and Continual Improvement:

While standardisation is a crucial benefit, Scope of Works Libraries are not rigid. They can be continuously updated and improved to reflect the latest industry best practices, regulatory changes, and lessons learned from previous projects. This adaptability ensures that the company remains at the forefront of industry developments.

To sum it up, Scope of Works Libraries provide construction companies with a powerful tool with a range of benefits. By centralising standardised documentation, guidelines, and best practices, they offer a means to streamline procurement, reduce costs, and mitigate risks.

Good construction procurement software should include a Scope of Works library that’s configurable to your company's needs.

Ultimately, these libraries enable construction companies to deliver projects more successfully, satisfying clients, and ensuring their continued growth and success in the industry.

Want to learn how to build a Scope of Works library?

Now that you understand the importance of having a library for all of your Scope of Works content, the next step is to build it! Our Ultimate Guide to Creating a Scope of Works Library provides a detailed, step-by-step action plan for constructing a gold-standard library. The guide also includes access to ProcurePro's exclusive project plan template.

Get the Guide

Tim Rogers

Tim Rogers

Tim Rogers is Co-Founder & Product Lead at ProcurePro. After nearly a decade working as a Contract Administrator and Project Manager in commercial construction, Tim now works with construction management professionals and builders globally to solve construction’s mission-critical challenge of procurement.

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