Tips to avoid scope creep
Scope creep is a term that makes every project manager uncomfortable. Because it suddenly sneaks up and hits you and your project right where it hurts.
It occurs when the scope, deliverable or features on a project expand from what was originally discussed with the client. Also, these changes are not accounted for in the additional time or budget. It’s very common during projects and it can happen both intentionally and unintentionally, due to any number of people involved during the project. These changes result in missed deadlines, financial losses, increased timelines / budget, client dissatisfaction and in the end, it can lead to project failure as well.
Before talking about how to tackle scope creep, we should have a look on some of the basic internal and external reasons which are the cause of this problem. This can help you, to identify and determine your approach to solving the issue.
Let’s go through the internal reasons first.
It can be your team member :
There are three reasons to why a team member can be the cause of scope creep,
- He / she may not have a clear understanding of the scope defined at the beginning.
- The team member is not willing to work according to the scope
- The team lead or head is making decisions in a vacuum
Internal stakeholders :
Senior stakeholders can influence the project’s scope as well. They might want to push a different agenda, or they have a vision for the organization, that involves delivering more for your project aside from what was already planned. For that, you have to make sure that your stakeholders understand exactly what you are trying to deliver and by when. So that, he / she has a clear layout of the scope.
The external reasons include,
Clients :
Clients usually add small requests in the scope that gradually build up, changing their mind on what was agreed, and they often suggest new ways to do things that can affect the amount of effort needed. You have to stay honest and upfront with them, if they ask for something that will cause scope creep.
These were the major causes of scope creep. Now, let’s discuss some of the solutions / tips you can apply to prevent this hassle.
Create a well-defined scope of work :
A clear and defined scope of work is an essential part of setting expectations at the beginning of a project. If you have a defined scope you can easily identify and manage scope creep by documenting the details of your project before you even start your work.
Include details about deliverables, timelines, milestones, responsibilities in your scope both for you and your client. Create a plan of action that will help you both meet the perfect goals, and when you gather the list of requirements, be sure to speak with all stakeholders, to make sure you don’t overlook any client expectations.
Hold a project kick-off meeting :
Once you have compiled a detailed scope of work, arrange a kick-off meeting at the start of your project. This will help to get all the stakeholders together for one last review before the project begins. Discuss roles and accountability, project milestones, and choose a process for checking in and reporting on project status.
Maintain active communication :
If a change in the scope occurs, take lead and meet your client to discuss how the change will fit into the overall project, and how it will impact the timeline of the given project. Give your professional input and work together to make a decision about how you will proceed forward.
Conclusion :
Scope creep takes the fun out of work and creates a stressful environment that reduces productivity. Therefore, you must take enough time in the beginning to develop a well-defined project scope and maintain continuous communication with resources and clients for efficient results.
You can also use automated tools for project management to increase efficiency in project handling and decrease scope creep. Planears project management module contains distinctive features like resource management, time tracking and billing, payment analysis, internal chat, sticky notes etc. in a single platform, that helps you in managing your projects effectively and allows you to maintain constant communication with your resources and clients as well with the built-in chat feature.
