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Last updated on 2024年7月29日

How can you prevent scope creep across several contracts without overextending resources?

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Scope creep, the tendency for project requirements to increase over time, can be a significant challenge in contract management. This phenomenon often leads to budget overruns, missed deadlines, and resource strain. However, with strategic planning and proactive measures, you can keep scope creep in check across your contracts without stretching your resources too thin. Understanding the root causes and implementing clear processes are key to maintaining control over your project scopes.

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Thallis Altem Leite

1o Gest?o de Contratos | Engenheiro Civil | Or?amentista | Gest?o de Projetos | Analista em Planejamento | Medi??o |…
Anirban Majumdar

Global Head - CBO Contract Management (Sales) at Tata Consultancy Services (MBA, IACCM certified)
Asif Mehmud

Subcontract Manager at McDermott International, Ltd

1 Clear Objectives

Establishing crystal-clear objectives at the outset of a contract is crucial. You need to define the project's goals, deliverables, and deadlines in a way that leaves no room for ambiguity. This clarity helps prevent misunderstandings that could lead to scope creep. Ensure that all parties involved have a shared understanding of what is expected and the criteria for success. This foundation will serve as a reference point throughout the project's lifecycle, guiding decisions and changes.

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Thallis Altem Leite

1o Gest?o de Contratos | Engenheiro Civil | Or?amentista | Gest?o de Projetos | Analista em Planejamento | Medi??o | Green Belt - Lean Six Sigma | Metodologia ágeis | PO | Scrum Master
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Para evitar o aumento do escopo dos contratos sem aumentar os recursos, é fundamental estabelecer um escopo inicial claro e detalhado, utilizar contratos por fases com entregas específicas, implementar controles rigorosos de mudan?as, manter comunica??o constante e alinhamento com todas as partes envolvidas, monitorar regularmente o progresso e capacitar-se para negocia??es equilibradas quando necessário. Essas medidas ajudam a gerenciar eficazmente o escopo do projeto e a evitar demandas adicionais n?o planejadas.

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Jatin Hatwal

In-House Legal Counsel (Tech Mahindra)
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Scope creep occurs when a client adds new provisions, tasks, or deliverables to a project that are outside of an existing scope of work. These unforeseen changes can lead to missed deadlines, financial losses, increased timelines and budgets, and client dissatisfaction. Ways to avoid scope creep:- 1. Lay a strong foundation It will be much easier to identify and manage scope creep if you start with a well-defined project scope. 2. Set clear and measurable objectives Your project plan should clearly articulate the work that will be done with milestones and metrics. 3. Always have a written contract A clearly defined written contract is an important part of setting expectations at the beginning of a project.

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Muhamad Hafizh

Contract Management at PT Smartfren Telecom Tbk
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clearly define the scope, establish a formal change management process, maintain regular communication, document everything, allocate resources carefully, use project management tools, train your team, and conduct regular reviews and audits.

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2 Robust Processes

Developing robust processes is essential for managing scope creep. You should have a formal change management process in place that outlines how to handle requests for changes or additional features. This includes assessing the impact on resources, timelines, and costs before approving any alterations. By having a structured approach, you can evaluate each request objectively and make informed decisions that align with the project's objectives and resource capabilities.

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3 Regular Reviews

Conducting regular reviews of the project's progress against the initial plan helps in identifying potential scope creep early on. These reviews should involve checking the work completed, resources used, and comparing them against what was initially agreed upon. If discrepancies arise, address them promptly to prevent further deviation. Regular communication with stakeholders during these reviews ensures that everyone remains on the same page.

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4 Stakeholder Alignment

Ensuring stakeholder alignment throughout the project is vital for preventing scope creep. All stakeholders should have a clear understanding of the project's limitations and their roles in maintaining the defined scope. Encourage open communication and provide regular updates to keep everyone informed about the project's status. This transparency helps in managing expectations and reduces the likelihood of last-minute requests that could lead to scope expansion.

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5 Resource Forecasting

Resource forecasting allows you to predict and allocate the necessary resources efficiently to meet project demands without overextension. By understanding the capabilities and availability of your resources, you can plan accordingly and avoid overcommitting them across multiple contracts. This proactive approach helps in maintaining a balance between current and future project needs, ensuring that each contract receives the attention it requires without causing strain on your resources.

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6 Training and Support

Investing in training and support for your team can also play a significant role in preventing scope creep. When your team is well-versed in contract management best practices and understands the importance of maintaining project boundaries, they are more likely to spot and address potential issues before they escalate. Providing continuous support empowers your team to make decisions that align with project objectives and resource capacities.

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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?

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Anirban Majumdar

Global Head - CBO Contract Management (Sales) at Tata Consultancy Services (MBA, IACCM certified)
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1) Scope creep is primarily attributable to improper drafting of the contracts. Open ended and ambiguous statements must be avoided in the contract. The open-ended statement is subject to interpretation and Customer may demand for additional support/services if we keep the terms and conditions open-ended. For example, "Supplier will provide the ad-hoc performance report as requested by the Customer" - It may not be technically and commercially feasible to generate such reports. Supplier may need to procure new tool and spend additional effort to develop new reports which was not budgeted during contract signature. 2) Contract should state that any change to contract shall be implemented as per Change Control Procedures.

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Asif Mehmud

Subcontract Manager at McDermott International, Ltd
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Scope creep problem spirals out of control when a Scope of awarded based on premature engineering. The simple answer is to avoid an award until 100% engineering is complete. This is not possible all the time so an experienced Engineering team coupled with a seasoned QS will be a good start to contain Scope creep. Detailed review of the scope of work by all stakeholders including potential Contractor would substantially reduce Scope creep issue.

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Sepehr Tatlary

Contract Management Expert
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Possible changes during the contract implementation can also cause such an issue. Therefore, a precise explanation of the scope of the desired additional services and the control of its overlap with other contracts can prevent such a problem.

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How can you prevent scope creep across several contracts without overextending resources?

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1 Clear Objectives

2 Robust Processes

3 Regular Reviews

4 Stakeholder Alignment

5 Resource Forecasting

6 Training and Support

7 Here’s what else to consider

Contract Management

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