Scope and Requirements (Project Management Advice Book 1)

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Planning is the very first process of project scope management, in which we document how we will be defining, validating, and controlling the project and the product scope. This acts as a guide for the project managers that provides them a direction regarding how to manage scope throughout the project lifecycle.

It is performed on some specific or predefined points during the project development.

There are various inputs, tools and techniques, and outputs involved in this process which are listed in the table below:. This process of requirement collection is concerned with the stakeholder's requirements and wants.

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Here the project manager ensures that each and every expectation of all the stakeholders is met and then curates a document bearing all the minute details regarding them. The necessary data is gathered via various activities like interviews, surveys, and focus groups. It helps in preventing unnecessary complications throughout the project development. This table illustrates various inputs, tools, techniques, and outputs involved in this process:. Now that you have a clear understanding of the expectations from the project, the next step is to define the scope.

Here you will be providing a detailed description regarding project and product. It will help your team have a better idea of what is within and what is out of your project scope. Below table illustrates various inputs, tools, techniques, and outputs involved in this process:. Creating the WBS will help you in segregating the final deliverables of the project and the work into smaller units. Smaller chunks or components are easier to handle and provide a structured framework of the deliverables.

Creating the WBS involves a few inputs, tools, techniques, and outputs. They are listed below:. By defining the scope and creating the WBS you will get the basic framework of the deliverables you need to work on. But for the deliverables to take shape, you need to put this framework into the function. It will ensure that there are no confusions regarding the final deliverable and when the time comes you have a formal process for signing off.

This process is performed at a few predefined points during the project lifecycle to increase the probability of acceptance of final output and services. Controlling scope is the final process of the project scope management in which you need to monitor the project progress status along with managing the changes in scope. This process is performed throughout the project life cycle and helps in maintaining the scope baseline. Furthermore, it also helps in assessing that the project delivers the promised outcomes.

This table illustrates the various inputs, tools, techniques, and outputs involved in this process:. This brings us to the end of this article on project scope management.

1. Be Agile

This blog covered just one process involved in project management. See the original article here. Over a million developers have joined DZone. Let's be friends:. DZone 's Guide to. Scope creep is one of every project manager's worst fears. It costs much more to attract new customers than to retain old ones. Due to the dynamic nature of project management, clients will come up with new requirements every now and then. This could make things difficult to manage for project managers and their teams.

To prevent this situation, you should establish a two-way communication and communicate regularly with your clients so that both parties are fully aware of what to expect from each other. A communication gap between clients and project managers usually leads to scope creep, which could push your project towards failure.

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If you are serious about keeping the scope creep issue to a minimum, then Anshey Bhatia advice is for you. He suggests that you need to be proactive to prevent scope creep problem. Collaborate with clients regularly on their requirements and get things approved from them. Prepare a document, which you can use as a reference in future if scope creep issue arises.

Clients should be clear about what they will get. Online team collaboration tools may help you to collaborate efficiently. Moreover, you should arrange meetings with clients regularly to keep them involved in the whole process. When you are up against scope creep or managing a dynamic project, effective change management is crucial for success. Although, these activities can take a lot of their time but can reap rewards when it comes to resolving scope creep issues.

The Scope Statement

Founder and CEO of Chime Expertise on Demand, Angela Bradbury thinks that you should continuously iterate and always stay in learning mode in order to get over scope creep problem. You can use your project brief, pricing structure and your term of service as weapons in your war against scope creep. If scope creep occurs after that, this means that you need to sharpen your saw.


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Go back to the drawing board and identify the flaws in your project brief, pricing structure and terms of service. Next, devise a strategy to fix these flaws to eliminate scope creep from occurring. One of the biggest reasons why scope creep negatively affects projects is because project managers take it lightly and ignores it.

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If your project scope is creeping out of proportions, then it will cost you a huge sum of money. Joe Riviello, CEO of Zen Design Firm, suggests that you should have a perfect pricing strategy to cover up extra costs due to scope creep. Instead of preparing a detailed document, that will complicate things further, you should focus on preparing a pricing strategy.

Prepare contracts that revolve around time and material. Even if the client asks you for more than communicated before, you should provide them with that but on condition that they are willing to pay extra for additional time you will spend to deliver extra stuff. After reading this article, you might realize that overcoming the scope creep problem is not as difficult as many people initially think.

With few adjustments in your approach, you can achieve better results. Effective change management, regular communication and collaboration with clients and continuously iterating and learning will resolve half of your scope creep issues. If you have a good project manager and skilled team as well as pricing strategy at your disposal, scope creep cannot threaten your projects. He is a fan of classic music and loves traveling with friends.

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