How do you manage scope creep in a waterfall project?
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The first step is to define the scope of the project clearly and explicitly. This means identifying the project's objectives, deliverables, requirements, constraints, and risks. Document the scope statement and the work breakdown structure (WBS) that detail the tasks necessary to complete the project. The scope statement and WBS should receive approval from the project sponsor and key stakeholders, and serve as the baseline for measuring the project's progress.
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One of the challenging issue is to guard against gold plating. This is a tendency by project members of the software development team to over-deliver on the scope and add features. It is quite common to know that some individuals just want to please, and it can play havoc with a project.
Communicate the scope consistently to all project team members and stakeholders. This requires sharing the scope statement and WBS, as well as the project charter, plan, and schedule. Also establish clear roles, expectations, and feedback mechanisms for the team. Use communication tools and methods like meetings, reports, emails, and dashboards to keep everyone informed and aligned on the project's scope.
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Ensure that all stakeholders are aware if the scope changes and get sign off from the primary stakeholders when that happens.
Control the scope changes that may arise during the project execution by following a formal process for managing change requests, which are proposals for modifying the project's scope, schedule, or budget. Also have a change control board, or a group of people who review, approve, or reject the change requests. Then document the change requests and their impacts, and update the project plan and baseline accordingly.
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Employ a stringent change management process. Include a change log and make sure that it is always available to the stakeholders for review. Communicate to your stakeholders whenever the change log has been updated. Using Jira or some other shared resource makes communication much easier.
Monitor the scope performance of the project regularly by measuring and comparing the actual scope results with the planned scope results, and identifying any variances. Use scope verification, quality control, earned value management, and variance analysis to evaluate the performance of the project. Then report the scope performance to the project team and stakeholders, and take corrective actions if necessary.
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It is important to appreciate the difference between scope change and scope creep are not the same. They each refer to modifying the original requirements, specifications, or objectives. However, the difference is this: scope change is accomplished through a defined process, but scope creep happens in the absence of a plan. You control scope change – but scope creep controls you!
Manage stakeholder expectations throughout the project lifecycle. This means understanding and addressing their needs, interests, and concerns, and ensuring their satisfaction and engagement. And don't forget to set realistic goals, manage conflicts, negotiate and compromise, and deliver value.
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It's a great idea to employ a variety of methods to communicate with Stakeholders and make sure that they are kept up to date with changes and progress. Consider a combination of tools such as Slack, Jira, Wikis, newsletters and stand-ups based on the involvement of your stakeholders.
Learn from the scope experience of the project and apply your lessons to future projects. This requires conducting a scope audit at the end of each project phase or at the completion of the project, and identifying the strengths and weaknesses of the project's scope management. Document and share the recommendations and feedback for improving the project's scope management, and incorporate them into your project management standards.
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This process is critical. Conduct a lessons learned at the end of each project phase and publish the results. If there are more phases of the project, apply those learnings as quickly as possible. If not, apply it to the next project. Either way, make sure that the success, challenges, and areas for improvement are documented and available to all stakeholders.
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The project scope covering the project goals , objectives and deliverables should be defined in light of the business need. Why are we doing this, why is it important. What is the project scope that needs to be delivered to meet the identified business need. This scope and the reasons for the scope should be defined in collaboration with the key stakeholders and communicated to stakeholders and the team. The project plan including the Work Breakdown Structure should be created such that each Work package and the associated tasks are mapped directly to the scope. This plan should be reviewed and update with the team and key stakeholders regularly. This review always should be done using the scope as a reference point.
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