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What are the best strategies for defining project scope and ensuring stakeholder understanding?

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Defining project scope is one of the most critical tasks for an enterprise software project manager. It sets the boundaries and expectations for what the project will deliver, how it will be delivered, and who will be involved. However, defining project scope is not enough. You also need to ensure that all the stakeholders understand and agree on the scope, and that they are aligned on the project goals, requirements, and risks. In this article, you will learn some of the best strategies for defining project scope and ensuring stakeholder understanding in enterprise software projects.

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Mohammed Shakir I.

Host of Shakir's ERP Vlog I ERP Solutions Advisor I Digitally transforming organizations I Expert in Dynamics 365 I…

1 Use a scope statement

A scope statement is a document that summarizes the key aspects of the project scope, such as the objectives, deliverables, assumptions, constraints, exclusions, and acceptance criteria. A scope statement helps you communicate the project scope to the stakeholders clearly and concisely, and serves as a reference point for managing scope changes and resolving conflicts. To create a scope statement, you should gather input from the stakeholders, analyze the project needs and feasibility, and validate the scope with the project sponsor and key decision-makers.

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Mohammed Shakir I.

Host of Shakir's ERP Vlog I ERP Solutions Advisor I Digitally transforming organizations I Expert in Dynamics 365 I Oracle NetSuite I CRM I ERP Resourcing I SharePoint I Azure I Oracle Cloud I
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Initiate the requirement gathering process at the foundational level of the organization, progressively working upwards to capture a comprehensive and detailed understanding of each layer's needs. Establish a dedicated consulting team tasked with verifying these requirements and aligning them with the organization's strategic objectives. When discussing these requirements with stakeholders, present them in a business context, emphasizing their potential impact on operations and how they contribute to a return on investment. Ensure that these requirements reflect the stakeholders' vision and objectives to confirm alignment and shared goals.

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2 Create a work breakdown structure

A work breakdown structure (WBS) is a hierarchical representation of the project scope, breaking down the deliverables into smaller and more manageable components. A WBS helps you plan and estimate the project activities, resources, costs, and duration, and assign roles and responsibilities to the project team. A WBS also helps you track and control the project progress and performance, and identify any deviations or issues that may affect the scope. To create a WBS, you should use the scope statement as a guide, and involve the project team and other experts in the process.

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3 Use a requirements traceability matrix

A requirements traceability matrix (RTM) is a tool that links the project requirements to the project deliverables, activities, and tests. An RTM helps you ensure that the project scope meets the stakeholder needs and expectations, and that nothing is missed or overlooked. An RTM also helps you monitor and verify the quality and completeness of the deliverables, and manage any changes or updates to the requirements. To use an RTM, you should document the requirements clearly and consistently, and assign unique identifiers and attributes to each requirement.

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4 Conduct regular reviews and feedback sessions

One of the best ways to ensure stakeholder understanding of the project scope is to involve them in regular reviews and feedback sessions throughout the project lifecycle. These sessions can help you validate the project scope, clarify any doubts or questions, address any issues or concerns, and collect any suggestions or improvements. They can also help you build trust and rapport with the stakeholders, and foster a collaborative and supportive project environment. To conduct effective reviews and feedback sessions, you should prepare well, use appropriate tools and methods, and follow up on the outcomes.

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5 Manage scope changes carefully

Scope changes are inevitable in any project, especially in enterprise software projects that are complex and dynamic. However, scope changes can also have a significant impact on the project scope, quality, cost, time, and resources. Therefore, you need to manage scope changes carefully, and avoid any unnecessary or unrealistic changes that may jeopardize the project success. To manage scope changes, you should have a clear and formal scope change process, that defines the roles, responsibilities, criteria, and procedures for initiating, evaluating, approving, and implementing scope changes.

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Dany Capodieci

Fractional Sales Leadership at your service ?? ?? I specialize in business development for CEOs & founders in the Tech, SaaS & Consulting space.
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Communicating impact to delivery timeline & costs can make or break the project relationship, especially when you are working with new clients in a project with multiple stakeholders. Make sure to avoid your knee-jerk reaction to say, "that's not in scope". Clients find this tedious even if its true. Instead when presented with a scope change, simply respond by saying lets gather all the new requirements & our teams internally will review & get back to you about any adjustments so you can let us know the priority. Document scope changes, secure new signatures, & move on to delighting your client. If you simply rely on the fact the client understands a new request impacts scope/cost, this assumption can & will come back to bite you one day.

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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?

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David Roberts

Advisory Board Member | AI & Innovation Strategist | Driving Business Transformation through Cutting-Edge Technology
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Regular Updates and Reporting: Provide regular updates and progress reports to stakeholders. This keeps them informed about project scope, milestones achieved, and any changes made during the project lifecycle.

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What are the best strategies for defining project scope and ensuring stakeholder understanding?

1

2

3

4

5

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1 Use a scope statement

2 Create a work breakdown structure

3 Use a requirements traceability matrix

4 Conduct regular reviews and feedback sessions

5 Manage scope changes carefully

6 Here’s what else to consider

Enterprise Software

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What are the best strategies for defining project scope and ensuring stakeholder understanding?

1

2

3

4

5

6

1 Use a scope statement

2 Create a work breakdown structure

3 Use a requirements traceability matrix

4 Conduct regular reviews and feedback sessions

5 Manage scope changes carefully

6 Here’s what else to consider

Enterprise Software

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