The SOW Relay – Why Your Contract Process Needs Better Handoffs

As a former high school sprinter who ran countless relay races (440, mile relay), I learned that the fastest individual runners don’t always win relay races. The team that masters the handoff – that seamless transfer of the baton from one runner to the next – usually crosses the finish line first. Drop the baton, and even the fastest team loses.

The same principle applies to Statement of Work (SOW) development in healthcare technology companies. I’ve seen too many organizations where brilliant technical teams and skilled contract departments operate like relay runners who have never practiced their handoffs. The result? Dropped batons, frustrated clients, and eroded margins.

The Fumbled Handoff

Picture this scenario: Your sales team closes a deal and celebrates. The technical team gets excited about the project. Then comes the SOW, so they “throw it over the wall” to contracting with a brief email: “We need a SOW for the XYZ Health System implementation. Client wants it by Friday.”

This is like a relay runner tossing the baton in the general direction of their teammate and hoping for the best. The contracting team scrambles to understand the technical requirements, the client grows impatient with delays, and resources that should be focused on delivery get consumed by SOW iterations.

The real cost? One client told me their average SOW takes 6 to 8 weeks to complete, requiring 40+ hours of combined effort from technical, legal, and project management teams. For a company billing $250/hour for senior resources, that’s $10,000+ in cost before any actual work begins.

Your company has performed numerous implementations before. Why does it have to be so difficult to get a SOW to the client?

The Champion’s Handoff Zone

In track, the handoff zone is a carefully defined 20-meter area where the baton transfer must occur. Teams practice this exchange hundreds of times, perfecting their timing, communication, and positioning. The receiving runner starts moving before getting the baton, building momentum for their leg of the race.

Your SOW process needs the same precision. Here’s how to create your own “handoff zone”:

1. Define the Exchange Zone

Create a standardized information collection process that bridges technical and legal teams. This isn’t just a form – it’s a structured conversation that ensures nothing gets dropped.

Key elements include:

• Scope boundaries – What’s definitively in and out
• Tasks – What task does each party have to deliver in the SOW? Document these in the form of a table.
• Deliverables – What specific deliverables will the client receive throughout the SOW? These are specific and measurable.
• Timeline and dependencies – Critical path items and client responsibilities
• Assumptions – What we are taking for granted (client system access, interfaces, number of benefit plans, number of provider contracts) – this is especially critical if the pricing and timeline are based on these assumptions.
• Risk factors: Known unknowns and mitigation strategies
• Success criteria: How everyone will know the project is complete. How is Go-Live defined? (Think of Go-Live as a clearly marked finishing line!)

2. Practice the Handoff

Just as relay teams rehearse their exchanges, your technical and legal teams need regular interaction. Monthly alignment sessions, shared glossaries, and cross-training create the familiarity that enables smooth handoffs.

3. Build Momentum

The receiving runner in a relay doesn’t wait for the baton – they start running as soon as they hear “go.” Similarly, your legal team should begin preparing standard frameworks and templates while the technical team gathers project details.

4. Assign Anchor Runners

Every great relay team has an anchor – the runner who brings it home. Designate SOW coordinators who understand both technical requirements and contract language. These are your anchor runners who ensure nothing gets dropped in the final stretch. Consider adding a Project Manager to the SOW (and build in that cost) to keep everyone on track and accountable.

The Winning Strategy

Companies that master the SOW handoff see dramatic improvements:

• 60 to 70% reduction in SOW development time
• Significantly fewer post-signature scope disputes
• Higher client satisfaction with faster turnaround
• Better margin protection through clearer scope definition

One client implemented this approach and reduced their average SOW cycle from 6 weeks to 14 days. (Hint: They also invested in prebuilding incredible SOW templates!)

Their contract team went from dreading SOW requests to confidently handling them as routine processes.

Your Next Race

The best relay teams don’t just run fast – they run smart. They understand that the race is won or lost in those crucial handoff zones where individual effort becomes team success.

Your SOW process is a relay race. The technical team runs the first leg, gathering requirements and defining scope. The contracting team runs the anchor leg, translating technical needs into contractual language. The handoff between these legs determines whether you’ll win or watch competitors cross the finish line first.

The question isn’t whether your team can run fast – it’s whether you can pass the baton without dropping it – and that you know where the finish line is.

In my consulting practice, I help healthcare technology companies redesign their SOW processes for seamless handoffs. Because in business, just like in track, the fastest individual performers don’t always win. The teams that master the handoff do.

Ready to improve your SOW relay? Let’s talk about how to eliminate the fumbles and start winning races.