You need to manage project scope with multiple stakeholders. What tools can help you succeed?

I once led a major construction project where the sole reason I was appointed, aside from my pedigree/qualifications, was to get a large number of difficult stakeholders off the exec director's back. My solution was simple and pretty old school, but successful: - Hold 121s with key stakeholder group leads - Start getting to know their needs & their frustrations - Map these out in an Excel spreadsheet - Take great care not to over-promise & manage expectations - Revise the Engagement Strategy based on the feedback - Revise the scope based on the strategy findings - Seek stakeholders' approval of revised scope - Keep them in the know on updates/delays via regular (sometimes weekly) newsletters, targeted e-mails and focus group meetings.

To manage project scope with multiple stakeholders: - Confluence + Jira - Google Drive with docs that you can edit in real time - Miro for more visual projects

To manage multiple stakeholders, I have used tool called DDM (Document distribution Matrix , where you create matrix according to interest, skills and time allocation for the Project. The Project stakeholder engagement can be in auto pilot mode with the matrix. Periodic (Weekly / monthly meeting with focus group) health check of matrix worked for me in the large group of stakeholders located globally.

Project management software such as Asana or Trello, combined with requirement management tools like Jira, streamline project goal-setting and tracking while mitigating scope creep. Communication platforms like Slack and Zoom facilitate real-time stakeholder discussions for project alignment. Document management systems such as Google Drive and SharePoint centralize project documentation for easy access. Change control tools like ChangeScout formalize scope change evaluation to minimize disruption and risk.

To manage project scope effectively with multiple stakeholders, consider leveraging a combination of: - Project management software (like Asana, Clickup, Basecamp or Trello), - Gantt charts for timeline visualisation, - Document sharing platforms (such as Google Drive, Sharepoint), - Communication tools (e.g. Teams, Slack), - Feedback collection tools (like SurveyMonkey or google forms) - Risk management strategies - Requirements management software and change management methodologies. Integrating all mentioned above into a strategic approach enhances collaboration, keeps everyone informed, and ensures that project goals are met while adapting to ongoing changes smoothly.

When creating your Scope Statement, it's important that you remember the audience and pitch at the right level. There is no point in getting all technical with your statement if the stakeholders won't understand. Use pictures/video to explain the difficult part and make sure you run it past other members of the team before publishing.

I have seen scope statements change at various points in the lifecycle of a project. Ensure you have proper change management processes in place to enable alignment when the scope may need to change.

Scope statement is probably one of the most important activity or milestone in Project life cycle. Early in the Project and regular update of it is important task for Project leader. it is called with various names like project objective, Project charter to document project objectives, scope description, assumptions, constraints, exclusions, acceptance criteria, and roles and responsibilities.

The scope statement must be detailed enough to ensure boundaries of what will be done and what won’t be done. The scope must be agreed to and it must be understood at executive level and less senior levels. This understanding is critical to develop, test and deliver. Any deviation to the scope must be closely managed by understanding the impacts of inclusion in terms of cost, schedule and quality of delivery and ultimately benefits that would be realised.

In my experience a WBS is a really visual and easy to interpret tool to help gain stakeholder buy in on projects. Often you are working with stakeholders who may not be familiar with the governance put in around projects so this is a simple way to show elements of the project and who is accountable.

Use a WBS to break down the project into smaller, more manageable components. This helps in detailed planning, assigning responsibilities, and tracking progress.

A scope statement outlines your project's limits and outputs, detailing objectives, scope, assumptions, constraints, exclusions, acceptance criteria, and roles. It serves as a communication tool to align stakeholder expectations, securing their consent. This document is crucial for managing scope creep and change requests, establishing clear expectations and baselines to guide project execution and adjustments.

Many tools are available, some even free, to help with your WBS. In essence, keep breaking down the tasks until they become manageable in size and time. WBS methodology can be used on all projects and programmes and indeed for planning out your work day or weekend fun :-).

My favorite tools for this aspect are (no particular order) lucidchart, ganttpro and visio. It has been found that visually appealing user interfaces are better received by management than an excel.

Tools like Jira, or IBM Rational DOORS help in capturing, tracking, and managing changes to project requirements. They ensure that all stakeholder requirements are considered and integrated into the project scope.

The key to a successful stakeholder register is understanding what each stakeholder seeks. Some will simply want a simple project update, a plain language and maybe a RAG status. Others will want to be presented with the status to allow questions to be asked and answered. Some will want to have hands-on involvement with the team, be part of decision-making, and have their say at each stage. So talk to the stakeholders, engage and discover where they fit in the process, then support and communicate with them in a way that works for them. Making this effort upfront will give huge benefits down the line.

Sharepoint is you tool of choice for this, with the automatic change management logs, access management permissions and availability.

Change Management can make or break the Projects. Creating & living a change management is important responsibility of Project Mangers. There can be various criteria to manage change like safety, operability, reliability, long term operating cost optimization, regulatory approval and nice to have. Depending upon stage of the Project, change can be approved or rejected at right level of Project organization.

A change management plan details the approach for managing scope changes in your project. It encompasses the change control process, designated roles, change request forms, approval criteria, impact analysis, documentation, and communication strategies. This plan is crucial for controlling scope and preventing scope creep, ensuring that any modifications are thoroughly justified, approved, and transparently communicated. By implementing a structured change management process, you maintain stakeholder satisfaction and trust, demonstrating a commitment to project integrity and responsiveness to evolving requirements.

There is usually a change management process in project delivery areas within organizations. It is important to follow this process and ensure all stakeholders are aligned to the process and plan for your project. Mismanagement of the change process can easily cause financial overrun and missed deadlines, and ultimately destroy trusted relationships with stakeholders. Change management is as much about process as communications with stakeholders.

All programmes have further changes, which is expected, and that's ok, so long as you can handle them efficiently and without causing a toppling effect on timescales, resources and costs. It's important to have all the right change control and approval processes, etc., in place. There is no magic wand here, and it will vary by company, but find a way to simplify and convey the change and show that governance processes have been adhered to, and this will allow a faster way through to obtaining a decision. The Change Process should be agreed upon at the start of a programme, and the buy-in of this process from all stakeholders and budget holders alike. Make it simple and easy to navigate through.

Tools like SurveyMonkey or Google Forms can gather stakeholder feedback on project progress and scope alignment. Using a combination of these tools can help maintain a fluid feedback circle and control over the project scope, manage stakeholder expectations effectively, and ensure the project stays on track.

Stakeholder feedback is essential for gauging and refining your project's scope, quality, and value. By employing surveys, interviews, focus groups, workshops, or observation, you can gather diverse insights. This feedback helps identify and address gaps or issues, ensuring the project meets or exceeds expectations. Additionally, actively seeking and incorporating stakeholder input boosts engagement and collaboration, making stakeholders feel valued and heard, and fostering a more inclusive and responsive project environment.

You can use various methods to gain feedback from your stakeholders, but the simplest method and often the most honest approach is to talk with them. Additionally, using your discoveries when producing the stakeholder register (see section 4) will lead you to obtain valuable feedback in a way that suits the stakeholder. Asking/obtaining feedback in a way that works for the individual stakeholder will be priceless. Do it wrong, and you end up guessing and losing their support.

Let's talk. About AI. Sentiment analysis is not limited to consumers. Use AI to set a baseline for your stakeholders and see how their sentiment changes as the project moves through the lifecycle. Fully disclose the use and purpose of the technology, so there is no apprehension that would result in false negatives / positives.

Every project should have an objective or problem statement. This should be written in the planning phase with the key stakeholders involvement. When a proposal comes up that could potentially change the scope or create a change order it’s important to come back to this purpose statement. Is what we are changing in support of or contrary to our purpose? If in support of it should be considered. If contrary, challenge the purpose statement. If the statement stands, then the change is rejected. Because the statement was previously agreed by the stakeholders, using it as a common ground for decisions allows for an objective discussion.

Requirements Documentation: Clearly document and manage project requirements. Ensure that all stakeholders have a shared understanding of the project's functional and non-functional requirements. Communication Plan: Develop a communication plan that outlines how information about the project scope will be communicated to different stakeholders. Regular and transparent communication helps in managing expectations. Risk Management Plan: Include a risk management plan to identify and mitigate potential risks related to the project scope. Be proactive in addressing issues that could impact the scope adversely.

Scope Change Control Board (CCB): Establish a Scope Change Control Board responsible for evaluating and approving or rejecting proposed changes to the project scope. This helps in maintaining control over scope changes. Dependencies and Constraints: Identify and communicate dependencies and constraints that may affect the project scope. Understanding these factors helps in planning and managing potential changes. Acceptance Criteria: Clearly define acceptance criteria for project deliverables. Having well-defined criteria ensures that stakeholders agree on what constitutes successful completion of each deliverable.

Mastering project scope with diverse stakeholders? Here's my toolkit: Notion: Central hub for collaborative planning. Miro: Virtual whiteboard for interactive sessions. Trello: Streamline tasks and keep everyone in the loop. Zoom: Seamless video conferencing for real-time updates. Airtable: Organise data and feedback efficiently.

There are many great suggestions here. I would only add two points: 1. Technology - be it Asana, Trello, Jira, or other...everyone seems to have their favourite. Checking with stakeholders if there is a majoprity preference prior to project launch can save issues arising at a later stage. 2. Develop a project charter that clearly defines the project scope, objectives, assumptions, and constraints. Share the charter with stakeholders to ensure alignment and commitment to the project scope.