Scope changes are inevitable in any program, but they can also derail your plans, budget, and timeline if not handled properly. As a program manager, you need to have a clear and effective process for managing scope changes and keeping your program on track. In this article, we will cover some of the key steps and best practices for scope management, including:
The first step is to define the scope of your program, which is the sum of all the deliverables, outcomes, and benefits that your program aims to achieve. You should document the scope in a program charter or a scope statement, and get the approval and alignment of all the key stakeholders, such as sponsors, customers, and team members. The scope should also include the assumptions, constraints, and risks that may affect your program.
In my experience, a clear scope definition is crucial. I recall a project at a global tech firm going astray due to an ambiguous scope. Stakeholders were misaligned, resulting in missed targets and financial setbacks. It's essential to meticulously draft a program charter, encompassing deliverables, constraints, assumptions, and risks. This serves as a unified reference, aligning everyone's expectations. Securing stakeholder buy-in at this stage is key. It not only ensures commitment but also aids in handling scope changes effectively. A well-defined scope, backed by consensus, lays a robust foundation for a program's success and reduces unwelcome surprises.
The second step is to monitor the scope of your program throughout its lifecycle, and compare it with the baseline that you established in the previous step. You should use a scope management plan, which is a document that outlines how you will track, control, and communicate scope changes. You should also use tools and techniques, such as scope reports, change logs, and variance analysis, to measure and report the progress and performance of your program against the scope.
The third step is to control the scope of your program, which means to prevent or minimize any unauthorized or unnecessary changes that may impact your program objectives, benefits, or resources. You should use a change management process, which is a set of procedures and rules that define how you will handle and approve scope changes. You should also use a change control board, which is a group of people who have the authority and responsibility to review and decide on scope changes.
The fourth step is to communicate the scope of your program, which means to keep all the relevant stakeholders informed and engaged about the scope and any changes that may occur. You should use a communication plan, which is a document that specifies what, when, how, and to whom you will communicate about the scope. You should also use communication methods and channels, such as meetings, emails, dashboards, and newsletters, to share and exchange information and feedback about the scope.
The fifth step is to validate the scope of your program, which means to ensure that the deliverables and outcomes of your program meet the expectations and requirements of the stakeholders. You should use a validation process, which is a set of activities and criteria that you will use to verify and accept the scope. You should also use validation tools and techniques, such as inspections, reviews, audits, and surveys, to measure and evaluate the quality and satisfaction of the scope.
The sixth step is to adapt to the scope of your program, which means to adjust and respond to any changes that may arise due to internal or external factors. You should use an adaptive approach, which is a way of managing your program that allows you to embrace change and uncertainty, and to deliver value incrementally and iteratively. You should also use adaptive tools and techniques, such as agile, scrum, kanban, and lean, to plan and execute your program in a flexible and collaborative way.