How to Create Robust Project Scope (and Avoid Scope Creep)

As a project manager, it’s your responsibility to guide projects from inception to completion in an ordered way, while keeping your team updated and on course. An accurate project scope is an essential first step to achieve this goal. Let’s look at what it should look like, how you can create one, and how you can manage it.

What Is Project Scope?

Project scope refers to the shape and boundaries of a project. It encapsulates the entire requirements, as laid out by the client or relevant stakeholders. All of the specific goals, deliverables, tasks, costs, and deadlines fit within the project scope.

A clear understanding of the project scope can empower project managers to create an accurate plan and steer the project as required. It’s also critical to keep the team informed and working in a cohesive, uniform fashion.

What Is Scope Creep?

A good understanding of project scope can help prevent scope creep. When scope creep occurs, revised requirements and needs are introduced to the project while it’s in progress, which can create more work for your team, demotivate them, and ultimately reduce the quality of your output.

Scope creep is most likely to occur when the project scope is poorly defined due to mismanagement and/or poor communication, and it can be very dangerous. To avoid the risk of scope creep, project managers must clearly communicate with their clients and stakeholders, so they can understand their requirements and get a crystal-clear idea of the objective.

Once these requirements have been agreed upon, the project can efficiently move forward without any unexpected surprises along the way.

How to Write a Project Scope Statement

We’ll take a look at some project scope templates later, but for now, we’re going to learn more about the steps you should take when writing a winning project scope. They’ll serve as the perfect starting point for your project. This project scope will also reduce the confusion caused by scope creep.

STEP 1: COLLECT THE INFORMATION YOU NEED TO DEFINE THE PURPOSE.

The first step is to collect the brief and communicate with the relevant stakeholders. Then you can gather all of the high-level information you need about the project. This information will help you define the overall purpose of the project, which will give you and your team a sense of context and drive.

Ideally, you should be able to articulate the purpose in one sentence. If not, your ideas might be too spread out, which can lead to scope creep.

STEP 2: WRITE DOWN THE PRECISE OBJECTIVES OF THE PROJECT.

Now that you have an idea of the “north star” for the project, you’ll want to think about the various objectives you’ll aim to fulfil after you complete it.

Let’s imagine that your marketing team has been tasked with developing a new explainer video for your service. You should define a series of precise objectives that can help you assess how successful the project is. These objectives could include a certain number of views, a conversion rate, or boosts to your bottom line. The possibilities are endless.

STEP 3: EXPLORE THE TASKS YOU MUST COMPLETE TO ACHIEVE THE OBJECTIVE.

Now that you have an understanding of why you’re embarking on the project and what you hope to achieve, it’s time to think about the tasks you’ll need to complete along the way to secure success.

Using the same example above, you’ll want to ensure that your team accomplishes a series of key tasks along the way. These tasks might include creating a script and securing the appropriate voice talent. 

STEP 4: DEFINE WHAT WON’T BE INCLUDED IN THE PROJECT.

At this stage, it’s also important to stop your project from snowballing out of control. Here, you should explore what isn’t included in the scope of the project.

Let’s say the explainer video needs to include an intro and outro for your branding. Will that be a separate project, or will it be included within the original project?

To make sure everyone is on the same page and your project has a predictable scope, you’ll want to answer all of these questions as soon as possible .

STEP 5: STRATEGIZE TO OUTLINE SPECIFICS.

Now that you have an idea of exactly what you’re hoping to achieve, it’s time to think about specifics. They’ll vary according to the specific team members, your management style, and the client you’re working with.

During this stage, some organizations will want a detailed budget proposal, in addition to a rigid project timeline. You should judge which information you’ll need while you’re consulting with your stakeholders.

STEP 6: COLLECT INPUT FROM STAKEHOLDERS AND AGREE ON SUCCESS CRITERIA.

Now that you’ve written the project scope, you’ll want to share it and secure buy-ins from your stakeholders.

Many templates include a section that requires signatures from the parties who are commissioning the project. This step ensures that everything has been clearly read and understood, drives accountability, and protects you and your team from the consequences of scope creep.

STEP 7: REFINE AND SHARE.

While the consultation process may continue, you’ll eventually have a rigid project scope that will guide your project. Congratulations!

Now it’s time to think about the channels you have available to you for sharing your project scope and securing buy-ins from your team.

Project Scope Management

So you’ve developed a robust project scope. What’s next?

In theory, the project scope should clarify that your project will be clear, so you can easily guide your team to success. But you’ll understand that the reality is often very different.

THE NEED FOR ONGOING PROJECT SCOPE MANAGEMENT

Even in the face of the most robust project scope statement, complex projects, multiple stakeholders, changes, and developments are to be expected. 

To avoid scope creep, you’ll have to carefully manage your project scope on an ongoing basis. By keeping a vigilant eye on the progress of your project scope, you’ll be able to notice exactly when your project could deviate from the established route.

By acting quickly, you’ll be able to resolve these moments before they become issues, and rescue your project before it seriously gets derailed.

HOW TO MANAGE YOUR PROJECT SCOPE

Here are a few techniques you can use to monitor your project scope and ensure the project is in harmony with it:

1. Conducting regular assessments

With this tactic, you can compare the status of your project with the initial project scope. A team can quickly get derailed by a new task or piece of feedback, so if you constantly review everything, you can see how your course is developing.

2. Establishing frequent milestones

Imagine milestones as high-altitude points that allow you to review the landscape. By establishing these points at regular intervals, you’ll encourage yourself and your team to assess your progress and define the exact ways you’re moving toward your final goal.

3. Managing your managers

Since all of your team members value their time, you’ll want to make sure you have regular facetime with them to get updates. Then you can determine whether the project is still moving according to their needs, and that no high-level conversation has changed the context you’re working in.

What Elements Should Your Project Scope Statement Include?

As a minimum, project managers should include a series of key information in their project scope statement. While the focus can be widened according to specific needs of an institutions or project, each statement should at least include the following:

Project Purpose

The purpose statement should succinctly outline what the project hopes to achieve.

Project Objectives

The objectives of the project should be listed in a logical order. 

Project Tasks

The tasks involved in executing the project should also be outlined as succinctly and comprehensively as possible.

Excluded Scope

The tasks and objectives that are outside the scope of the project should be clearly outlined.

Approval

To give stakeholders space to confirm the project scope statement is correct, the approval provisions should be included here.

Filestage’s Project Scope Template

To help you develop a robust project scope, we’ve put together this free project scope template for you.

If you want to download the project scope template, follow the link: https://blog.filestage.io/project-scope/.

This article was originally published on https://blog.filestage.io/project-scope/.