How can you manage project scope creep in non-profit program development?

1 Define your scope clearly

The first step to avoid scope creep is to define your project scope clearly and document it in a scope statement. A scope statement should include the project's purpose, goals, objectives, deliverables, boundaries, assumptions, constraints, risks, and success criteria. It should also specify the roles and responsibilities of the project team, sponsors, and stakeholders, and how changes to the scope will be handled. A clear scope statement will help you communicate your expectations, monitor your progress, and evaluate your outcomes.

2 Involve your stakeholders

Stakeholders are the people or groups who have an interest or influence in your project, such as beneficiaries, donors, partners, staff, volunteers, or board members. Involving your stakeholders in the project planning and execution can help you gain their buy-in, feedback, and support, and avoid scope creep caused by conflicting or changing demands. You can involve your stakeholders by identifying their needs and expectations, engaging them in regular meetings and consultations, updating them on the project status and achievements, and soliciting their input and approval on any scope changes.

3 Manage your changes

Even with a clear scope and stakeholder involvement, some changes to your project scope may be inevitable or beneficial, especially in a dynamic and complex non-profit environment. However, you need to manage your changes effectively to avoid scope creep and ensure that they align with your project goals and resources. You can manage your changes by establishing a change control process that defines how changes will be requested, reviewed, approved, implemented, and communicated. You should also document and track all the changes and their impact on the project scope, schedule, budget, and quality.

4 Monitor your progress

Another way to prevent or control scope creep is to monitor your project progress regularly and compare it with your planned scope, schedule, budget, and quality. This will help you identify any deviations, issues, or risks that may affect your project scope and take corrective actions as soon as possible. You can monitor your progress by using tools and techniques such as work breakdown structures, Gantt charts, milestones, status reports, dashboards, and performance indicators. You should also review and update your scope statement as needed to reflect any changes or adjustments.

5 Educate your team

Finally, you can avoid or minimize scope creep by educating your project team about the importance and benefits of following the project scope and avoiding unnecessary or unauthorized changes. You can educate your team by providing them with clear and consistent information, guidance, and training on the project scope, objectives, deliverables, and change control process. You should also encourage your team to communicate openly and honestly, report any problems or concerns, and suggest any improvements or innovations that may enhance your project scope and outcomes.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?