Taming Scope Creep: Tips for Keeping Projects on Track

Even the best projects fall prey to scope creep, y'all, and at Path to Summit LLC we're no stranger to what additional doors open once experiencing initial value adds.

In a more recent project, we encountered a scenario all project managers dread - an important stakeholder was dissatisfied with a feature that was never part of the original scope. Although we'd gone above and beyond to accommodate the extra work, payment was still withheld due to a misunderstanding about deliverables. It highlighted a common issue that many project managers face: scope creep.

What's Scope Creep?

In our world, scope creep is when a project's scope expands beyond the originally agreed-upon deliverables without corresponding adjustments in budget, time, or resources.

Why does it happen?

Many reasons, but here are some more common:

• changing priorities
• unclear requirements
• evolving expectations
• poor communication
• Lack of documentation

Please understand - these are not single-sided faults, and the finder shouldn't be pointed at any one party. I'm from the school of thought that the project manager is accountable for the deliverables, thus maintaining the scope - not the client.

As project managers, it is our job to prevent scope creep from happening, and the above story is no different.

Harsh? Maybe. True? Definitely.

So, what can we do differently to curb scope creep in the future? Let's take a look.

Tip #1: Start with Crystal Clear Requirements

Start with a detailed project scope document that can be updated back & forth between stakeholders, vendors, clients, project managers, etc., until ready for sign off. Don't rush this part. Ensure everyone signs off on the document, including the specific features, deliverables, timelines, and budgets associated.

For example: Instead of listening "training documentation" as a deliverable, fully discuss what type of documentation will be delivered: will it include videos? a Standard Operating Procedure? How many training sessions? For how long? Who will be included? etc.

Tip #2: Document Everything

• Implement a formal change request process (and create buy-in for using it). New feature request? Great. Have the change request made in writing to ensure all changes to scope are handled accordingly. Project management software like Smartsheet, monday.com, and Asana have ways to automate via the use of forms, notifications, and approval automation.

Pro tip: freelancing project managers - make sure that your contract clearly defines how changes outside of scope will be handled as it relates to time & cost. What delays will be associated? What additional fees will be added due to the change? Make sure to outline all of that good stuff.

• Keep your paper trail updated. Notes need to be taken of all conversations and meetings that take place. Documentation (above) of all changes need to exist. Agreements need to be signed and in writing. These can all serve as help for all parties involved if there's ever misunderstanding regarding scope.

Pro tip: With stakeholder permission, deploy a transcription tool like Otter.ai to jump into your meetings, capture key decisions, risks, ideas, and action items from the meeting. These can be added to running notes kept and/or sent to all participants of meetings to stay nice & aligned.

Tip #3: Regular Status Updates

• Establish a cadence of regular status updates. This can be a short meeting that's lead by a dashboard; a loom video sent out to everyone reviewing the scope, the progress, the milestones, risks, etc. However you communicate these updates, ensure collaboration and understanding by holding/sending them regularly, referring to the original scope documentation as a measurement.

Pro tip: Live project dashboards provide progress in real-time, making it easier for stakeholders to stay engaged without requesting endless new features.

Tip #4: Getting Comfy with saying "No".

• Sometimes, we need to say no. It's important to respectfully decline additional work that's outside of scope when it's in the best interest of protecting the project's success and timeline. If the feature is a requirement of getting the project successfully over the finish line and is crucial to the project's success, this is where that handy change request process comes in (above).

Pro tip: Save the request in a space for revisiting post-launch. That way, there will be more time to evaluate the additional work's impact, and the project can continue to move along.

Tip #5: Save Space for Post-Launch work

• Instead of squeezing in every new feature to the current project, create a space to save post-launch ideation, features to include later, etc. in another area of notes, a different project board, or wherever it can be referenced AFTER completion of the current project.

Pro tip: Explain - "I can see how that might be useful. Let's focus on getting this scope completed and then discuss how we can include this feature in the next phase. I've placed it [here] for future reference, which you can access."

Tip #6: Leverage Project Management Tools

• Creating one, centralized location for project changes, scope monitoring, and accountability is a game changer. Implement tools like Notion, Smartsheet, Asana, and monday.com to assign tasks, create automated workflows, and integrate your other organizational tools for streamlined visibility and collaboration.

Pro tip: We set up "Parking Lot" boards for clients, providing a safe space to capture and ideate on all post-launch activities AFTER the original scope is met. Additionally, we can leverage tools for feature requests in order to review the time & cost associated with each, then plan the work accordingly. All of this can be done within the same project management software, so we don't have to go digging several places.

Tip #7: (Consistent) Education is Key

• Educating clients, stakeholders, vendors, & team members consistently about the risks of scope creep sets AND reiterates the expectation. Letting them know that excessive scope creep can cause budget overruns, delays, and compromise quality. The education helps avoid difficult conversations later.

Pro tip: Include this in the Kick Off Call and reiterate however often to ensure everyone's on the same page (of the same book).

Tip #8: Develop Strong Relationships

• Developing strong relationships with project team members is critical for project progress. Tailoring communication so that it is more easily available and readily digestible allows project participants from every aspect to build trust. Regularly communicating with transparency and clarity prevents misunderstandings that often leads to scope creep.

Pro tip: Be upfront about the impact of additional requests. Offering solutions & alternatives while being transparent about what's achievable promotes a more positive relationship.

Be Fair, Be Firm

Be fair yet firm in managing scope and expectations. Beyond popular belief, it IS possible to deliver an exceptional project without letting scope creep derail everyone's progress. Implement a proactive, communicative approach that creates balance of everyone's needs, leading to a more successful project outcome. And, for the Pro Tip of ALL Pro Tips out there: Always do the right thing. :)

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Need help managing your next project? Connect with me for a consultation.

Kirsten Ebey, MSIA PMP is the Founder and Principal Project Manager of Path to Summit LLC, a project management firm located in New Orleans, Louisiana.

We implement PMOs, provide expert project staffing, implement software architecture solutions, and provide executive-level business & project management coaching. With our people-centric focus in project management, we help organizations succeed across industries & around the globe.