How do you define and validate the project scope with your client?

1 Identify the project objectives and constraints

The first step in defining the project scope is to identify the project objectives and constraints with your client. The project objectives are the specific outcomes or benefits that the project intends to deliver, such as increasing sales, improving customer satisfaction, or reducing costs. The project constraints are the limitations or restrictions that the project faces, such as budget, time, quality, resources, or risks. You can use tools such as SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) criteria to define clear and realistic objectives, and a project charter to document the high-level scope, constraints, assumptions, and stakeholders of the project.

2 Collect and analyze the project requirements

The next step in defining the project scope is to collect and analyze the project requirements with your client. The project requirements are the detailed specifications of what the project needs to do, have, or provide to meet the objectives and satisfy the stakeholders. You can use techniques such as interviews, surveys, workshops, observation, or prototyping to elicit the requirements from the client and other relevant parties. You can also use tools such as use cases, user stories, or functional specifications to document and analyze the requirements in a structured and consistent way.

3 Define the project scope statement and WBS

The third step in defining the project scope is to create the project scope statement and the work breakdown structure (WBS) with your client. The project scope statement is a formal document that describes the scope, deliverables, acceptance criteria, exclusions, and assumptions of the project in detail. The WBS is a hierarchical decomposition of the project scope into manageable and measurable work packages or tasks. You can use tools such as a scope statement template, a WBS dictionary, or a WBS software to create and organize the scope statement and the WBS.

4 Validate the project scope with your client

The final step in defining the project scope is to validate the project scope with your client. This means obtaining the formal approval and sign-off from the client and other key stakeholders on the project scope statement and the WBS. You can use tools such as a scope validation checklist, a scope baseline, or a change control system to ensure that the scope is complete, accurate, and aligned with the expectations and needs of the client and the project. You can also use techniques such as feedback sessions, reviews, or walkthroughs to communicate and verify the scope with the client and resolve any issues or discrepancies.

5 Monitor and control the project scope

Once you have defined and validated the project scope with your client, you need to monitor and control the project scope throughout the project lifecycle. This means tracking the progress and performance of the project against the scope baseline, identifying and managing any changes or deviations from the scope, and ensuring that the project deliverables meet the quality and acceptance criteria. You can use tools such as a scope management plan, a scope change log, or a variance analysis to monitor and control the project scope effectively.

6 Manage the client expectations and satisfaction

The last but not least aspect of defining and validating the project scope with your client is managing the client expectations and satisfaction. This means establishing and maintaining a positive and collaborative relationship with the client, communicating regularly and transparently about the project status and issues, and delivering value and quality to the client. You can use techniques such as stakeholder analysis, communication plan, or feedback surveys to manage the client expectations and satisfaction successfully.

7 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?