Scope creep happens when numerous project requirements, like the goals or deliverables, change behind the project has already begun. When planning a project, you can consider common reasons for scope creep and identify ways to eliminate or minimize those factors to keep a project progressing within budget and on schedule. Knowing how to manage and prevent scope creeps can support you in leading project teams to acquire successful outcomes.
This article will describe scope creep, list common causes, and explain how to avoid them in your project.
What is Scope Creep?
Scope creep is devising a project’s focus outside its original plan. Scope in project management refers to the work to complete quality outcomes and project requirements. A team starts a project with a budget, scope, goal and deadline. This information allows the project manager to lead the team to complete work on time and within budget. It occurs after a project has started and may affect project outcomes, including the goals or deadline. Project managers can plan for potential scope creep to manage or prevent it effectively.
Common Causes of Scope Creep
Poor Communication
Lack of communication can lead to project deviations. Regularly communicate with clients, stakeholders and team members to confirm a shared understanding of the project’s scope. Outline deliverables and requirements to the entire team at the project’s outset. Schedule frequent meetings to maintain schedule adherence and task completion. Keep clients informed and involved throughout the project to avoid unexpected extensions or changes to budgets and deadlines.
Lack of Management
Project team leaders or managers play a vital role in managing a project’s requirements and scope. Without proper oversight, the project’s directions and focus may veer off unexpected changes or track. Establishing effective scope management processes is essential to navigating scope decisions. When receiving requests for new project features, incorporate and address them to satisfy all team members and stakeholders. A well-defined process for managing scope changes promotes project progression and organization.
Extended Project Length
Long projects are prone to scope creep due to the extended timeframe available for additional components to be added. To prevent this, consider breaking down lengthy projects with multiple requirements into smaller projects or phases with shorter deadlines and specific deliverables. You can avoid revisiting it and making changes later by marking each completed project phase. Shorter project phases help maintain team and stakeholder motivation and engagement throughout the project.
Third-Party Dependencies
Dependence on external parties or services for project completion, like data providers or external companies, can expose you to uncontrollable scope creep. Identify dependencies upfront to manage the impact of third parties on your project’s scope. Assess their potential effects and plan for unforeseen changes. It is crucial to communicate to stakeholders or clients about the potential scope implications caused by third-party dependencies.
Unclear Project Scope
Accurate estimation of project parameters is crucial in preventing scope creep. Determining timelines, requirements and budgets can be challenging when dealing with complex projects and uncertainties. Involve the entire team in the planning process to ensure accurate figures. Allocate additional time and funds for each deliverable or phase to avoid ambiguity in scope. If working with third parties or new team members, plan for extra time to accommodate their contributions to the project.
How to Avoid Scope Creep?
Define the Project Requirements
Defining project requirements is essential before commencing work. Collaborate with stakeholders and the client to gather and understand their individual requirements. In case of conflicting requirements, facilitate discussions to reach an optimal solution. Once the requirements are finalized, document them in a requirements management plan. This plan is a valuable tool to track, share, and manage requirements with clients and stakeholders, fostering transparency throughout the project.
Monitor the Project
Continuously monitor the project scope to manage and detect scope creep proactively. Utilize the requirements management plan and work breakdown structure as references for assessing the project scope. When needed, follow the change control procedure to review and approve changes. Regularly communicate updates to stakeholders and clients to inform them about the project’s progress. Ongoing monitoring is key to maintaining the project within its intended scope.
Create a Change Control Procedure
During project planning, establish a change control procedure to guide implementing changes once work has commenced. Anticipate potential changes, including client requirements and evolving conditions. Clearly define the steps for making necessary changes while minimizing scope impacts in the change control procedure. Identify the responsible parties for reviewing and approving changes. Share the change control procedure with stakeholders and clients to ensure they understand the change management process.
Know When to Say No
Resisting the temptation to incorporate all suggested features is essential for project success. Saying no to overly time-consuming and costly components is crucial to deliver a quality product within the designated timeframe and budget. Justify your decision by considering excessive development and quality assurance time, bloated budget (legal expenses, including labor and logistics), or overly complex product design. Prioritizing and making informed choices contribute to successful project delivery.
Develop a Work Breakdown Structure
Once the project scope is established, create a work breakdown structure (WBS) to outline the tasks. Align the WBS with the project requirements. Include all necessary tasks, activities, deliverables, and milestones for the team. Consider potential unforeseen changes or challenges within the WBS, allowing the team ample time to address them and complete the project successfully.
Final Verdict
Scope creep doesn’t have to be perceived as a project development adversary. It primarily signifies unexpected change, and how you handle it determines its impact on your project. It is crucial to identify scope creep, especially when it’s not evident to others on your team. Addressing it promptly is a given. However, change can benefit your project significantly if you harness it effectively. The ultimate goal of your project should always be delivering the best possible service or product. Therefore, as a project manager, you must lead the way in adapting to necessary parameter changes to achieve that objective.
