Before we discuss on how to avoid scope creep in a project , we have to understand what project scope and scope creep are.
What is project scope?
Project scope means documenting a list of specific project goals, deliverables, tasks, costs and deadlines. So it defines the boundaries of the project, decides responsibilities for each team member and sets up process for how completed work will be verified and approved.
What is scope creep?
Scope creep is described as a subtle alteration of the project scope from the original scope through the addition of new features. It begins with a very small addition in the requirement that you don’t mind doing. These requests slowly become bigger and bigger and ultimately lead to huge problems.
The issue isn’t that you’re facing these change requests in the scope of project. The best project managers know how to negotiate and handle the changes when they are shifted away from the original scope. If it is handled inaccurately and unplanned way , small changes to your original scope ultimately become a big headaches down the road.
What causes scope creep?
There are certain reasons why the scope of a project changes and scope creep occurs, like:
- A Statement of Work (SOW) document that is unclear and not well defined.
- Lack of clarity and detail understanding to the original specification document.
- Lack of project management practices.
- Not having proper change requests control process.
- Allowing direct [informal] contact between client and team members.
- Informal conversations and agreements directly between the client and team members and which are not documented.
- Adding additional changes that haven’t been approved.
- Customers trying to get extra requirement without paying for it.
- The communication gap between team members, team leaders/project managers, clients, and stakeholders.
- Unrealistic deadlines as per project scope that are impossible to achieve.
How to avoid scope creep and keep project on track ?
Here are different ways to avoid scope creep from happening and follow them in your next project.
1. Start each project with a clearly defined written contract.
A well defined written contract is a document which defines expectations at the beginning of a project. It is important to identify and manage scope creep by documenting the details of your project before you start work. Define deliverable, milestones , deadline and responsibilities for every stakeholder of the project. As you collect a list of requirements, be sure to speak with all stakeholders associated to ensure you don’t omit any client expectations.
2. Use effective project management software.
You must use proper project management software to keep your project on schedule, effective tasks management and everyone up-to-date. It will help you in identifying all sorts of red marks that show you’re hitting scope creep.
3. Implement a change control process.
For any project is is common that some elements of the original SOW might change.In these scenarios , it’s important to have a proper change control process in place for approving reasonable changes and then amending the SOW.
4. Stick to a proper schedule.
Effective Task management and time management are crucial to sticking to your project’s scope. If the tasks are not cleanly define with timeline then there are more changes to lose track of time spent on tasks.
5. Clear communication with client.
If a change in scope comes up, discuss with your client how the change will fit or affect the overall project, and how it will impact timelines. Provide your valuable input, work together to make a decision, and plan a course of action.
6. Know when to say “no” .
Sometimes, a change request which might have come up that is not much important feature or doesn’t have significant value in the project or may even have a negative impact on your work in long run. In these case, it’s okay to say ”No” and present your case to your client and discuss the best way forward.
So Scope creep can create a frustrating work environment so it is crucial to develop a well-defined project, put a backup plan in place, and regularly communicate with your client to proactively manage the first signs of scope creep. Let’s talk about your project for making it successful software product.
