Scope creep is the term for the gradual and often unnoticed expansion of a program's objectives, deliverables, or requirements beyond its original scope. It can lead to increased costs, delays, risks, and dissatisfaction among stakeholders and customers. As a program manager, you need to prevent scope creep from derailing your program and undermining its value. Here are some tips on how to do that.
The first step to avoid scope creep is to establish a clear and realistic program scope that aligns with the strategic goals and vision of your organization. You need to define the program's objectives, outcomes, benefits, scope, boundaries, assumptions, constraints, dependencies, risks, and governance. You also need to document the program's deliverables, milestones, and acceptance criteria. You should involve your key stakeholders and customers in this process and get their buy-in and approval.
In my tenure managing a software integration, ambiguity in scope led to unexpected demands and misunderstandings among stakeholders. This resulted in delays and cost overruns. The lesson? Clearly define every element of a program, from objectives to constraints. Ensure all stakeholders understand, agree, and document these definitions. This meticulous upfront clarity can prevent the unexpected expansions often dubbed as 'scope creep'. Detailed, shared documentation is a crucial safeguard.
The second step to avoid scope creep is to communicate your program scope to all the relevant parties involved in or affected by your program. You need to ensure that everyone understands and agrees on the program's scope, expectations, roles, and responsibilities. You should also create a communication plan that specifies how, when, and to whom you will communicate the program's progress, issues, and changes. You should use various channels and methods to communicate your program scope, such as meetings, reports, dashboards, newsletters, and workshops.
The third step to avoid scope creep is to control your program scope throughout its lifecycle. You need to monitor and measure your program's performance against the agreed scope, schedule, budget, and quality standards. You should also identify and track any changes or deviations from the original program scope and evaluate their impact and feasibility. You should follow a formal change management process that defines how to request, approve, implement, and document any changes to the program scope. You should also update your program plan and scope statement accordingly.
The fourth step to avoid scope creep is to manage your program stakeholders proactively. You need to identify and analyze your program's stakeholders and their needs, expectations, interests, and influence. You should also engage and communicate with them regularly and address any issues or concerns they may have. You should also manage their expectations and avoid making unrealistic promises or commitments that may lead to scope creep. You should also seek their feedback and input on the program's performance and value.
The fifth step to avoid scope creep is to review your program scope periodically and ensure that it is still relevant and aligned with the changing environment and needs of your organization and customers. You need to conduct regular reviews and audits of your program's scope, deliverables, benefits, and outcomes. You should also involve your stakeholders and customers in these reviews and validate their satisfaction and acceptance. You should also identify any lessons learned or best practices that can help you improve your program scope management.