A lot is being said and written about project scope management and its importance in delivering successful projects. Whether you are a newbie or seasoned project manager, the knowledge of project scope is essential to make it big in project management. Show
But before we get to that we need to understand what project scope is. In this post we are going to discuss everything about project scope and project scope management. Table of Contents
What Is Project Scope and Project Scope Management?Let us take a look at the definitions first:  Project ScopeProject scope can be defined as a part of project planning that includes figuring out and documenting a detailed list of deliverables or features that are to be involved in the execution of the project. In other words, project scope is defining the goals of the project and what needs to be done to achieve it. If you’ve ever worked on a project, there are good chances that you’ve heard the term project scope quite a few times. It’s probably the most decisive component of a successful project management. Project Scope Management“Project scope management refers to the set of processes that ensure the scope of a project is accurately defined and mapped. It must include all the essential project information, not anything else in order to complete the project on time.” Project scope management mainly revolves around controlling what is and what is not included in the project. It plays a crucial role in helping project managers, coordinators, supervisors to focus on what’s really important for the project and allocate the right amount of work to team members that could actually help the project to be successfully completed. To make it simpler to understand, let us compare delivering a project with constructing a building. A fence is raised around the site before the construction happens. It is done to define the boundaries of the construction so that people involved in the construction part know where to stop. This part is called scoping. What is scope in project managementWhen we talk about scope in project management, there are two scopes we are referring to – product scope and project scope. Let’s learn about them briefly:
A lot of work such as planning, coordination, and management activities has to be done to ensure that both the product scope and the project scope are achieved. After these are done, the completed work is compared to the actual scope of the project. The project scope statementThere are various documents in project management but the scope statement document is one of the most important project scope documents. The scope statement is used to indicate the expected results, assumptions, constraints, and other important factors under which the project will be delivered. It also explains the project boundaries, establishes work responsibilities of each team member, and procedures to be followed during the project lifecycle. It can also be referred to as the scope statement, the statement of work, or terms of reference. The project scope statement can include:
Importance of scope project managementWith projects becoming bigger and complex, demands are increasing like never before. With every large project, you need more time, efforts, resources to make things happen. That’s why it’s important to define the scope of both product and project. It helps you to stay focused on the work included in the scope management plan and mindful of the fact that if unexpected changes happen, they will affect time, cost, quality, resources, and even customer satisfaction. As the information is gathered from all the stakeholders and sponsors much in advance, there are fewer chances of gathering incorrect information which could be fatal for the project success. Thus, the role of scope project management is crucial in determining the success of a project. Processes of project scope managementAccording to the PMBOK, scope management has six processes:
1. Plan scope management processThis is the first step in the project scope management process. Recently added in the fifth edition of the PMBOK, in this process, a scope management plan is created based on the input from the project plan. The table below shows the inputs, tools, techniques, and outputs of the plan scope management process.
The document doesn’t have to be detailed, long, or formal. It should be well-understood by everyone and solve the purpose. 2. Collect requirements processOnce the idea is discussed and finalized, you need to document the needs and requirements while managing the expectations of the stakeholders. The motive is to make an in-depth list of project requirements that leaves no rooms for confusions, errors, and unpleasant surprises in the future as the project moves through its completion stages. The table below shows the inputs, tools, techniques, and outputs of the collection requirements process.
3. Scope definition processIn this process, the collected information and details are turned into a detailed product description and even as a reference point of what’s in scope and what’s not. In this document, the expectations and deliverables are clearly stated so that project members know exactly what is to be accomplished in what time-frame. The table below shows the inputs, tools, techniques, and outputs of the scope definition process.
4. Create the Work Breakdown Structure (WBS) processThe Work Breakdown Structure (WBS) is an essential part of the scope management process. The emphasis is on breaking down the bigger tasks into manageable chunks to have a structured vision of what needs to be done. This results in better coordination and understanding of the process. The table below shows the inputs, tools, techniques, and outputs of the work breakdown structure process.
5. Validating scope processThis process is more about getting a sign off for deliverables from the project customers. It also involves customers giving their feedback, suggestions, and advice on the work. The process of validating the scope usually occurs at the end of each phase. The table below shows the inputs, tools, techniques, and outputs of the validating scope process.
6. Control scope processThe control scope process is the last process of project scope management that involves monitoring of the project status and taking care of managing changes to the scope. The table below shows the inputs, tools, techniques, and outputs of the control scope process.
How vital is Scope Management for Project Managers?I will start with an example straight out of our daily lives. How many of you buy groceries and then come back only to find that you’ve missed out on some items you really needed, and actually bought some items that you already had in stock? I’m sure most hands are raised up at the moment! You end up spending more money on unnecessary things, which blows up your budget. This is what happens when you do not scope the project. If you had made a list of all things you wanted and set out a budget before heading out to a grocery store then you could have saved the extra dollars and time. Moving on to the importance of scope management for project managers, it is a fact that some disruptions (scope creep) always spring up in the course of the project execution. Scope creep is a matter of grave concern for project managers. However, by managing the scope of the project, the project manager can document all resources that are required to accomplish the project goals and avoid or minimize the possibility of scope creep. A well-defined project scope can help project managers avoid problems like:
Poorly managed scope can hamper your project growth severely. This process helps project managers in determining and regulating what is a part of the project and what isn’t. Without it, project managers would fail to make an accurate account of the amount of time, money, and human resources involved in a project. Project Scope Management TipsTaking some additional steps is always a wise decision to ensure successful project completion and delivery. I have compiled a list of useful tips that are worth considering the next time you plan for your project. Read on to know more about it. Tip#1 – Dedicate Some Time For Planning The Project ScopeProjects will take a lot of your time, so it will be better for you and your team to set aside a few days to assess the needs of your project, the availability of resources (time, money, materials) and the goals you plan to reach. Tip#2 – Communicate Quickly, Effectively, and ConsistentlyChoose the best tools for communication via various modes to maintain a smooth flow of communication. Ensure consistent communication between your team and clients to ensure that any updates are conveyed in time. Tip#3 – Be Mindful Of Essential ChangesAs your project moves through every stage of the process, you may face a situation where the scope will need some adjustments to be made. You can hold a meeting with your team to discuss if these changes are deemed beneficial to your project. Tip#4 – Put Yourself In Your Client’s ShoesWhen considering minor changes to the project or suggesting suitable solutions, see things from the client’s perspective. Doing this will help to build customer’s confidence in your analysis skills, and they’ll feel their product is in competent hands. Tip#5 – Make It VisualVisual representations really help a lot. Customers and delivery teams have a clear understanding of what is included in the scope and what is not. Project managers can use story maps and burn-up charts to get a holistic view of what is being created. Last few words Along with proper scope management strategy, you need a powerful project management software that helps you with planning, tracking, and resource allocation of a project. ProofHub is a project management and team collaboration software that enables project managers to define a project’s scope and objectives, create a timeline, set the project budget, and communicate effectively with stakeholders and clients at one place.
Sandeep Kashyap Sandeep Kashyap is the Founder and CEO of ProofHub — a leading project management and collaboration software. He’s one person always on a lookout for innovative ideas about filling the communication gap between groups, teams, and organizations. You’ll find him saying, "Let’s go!" instead of "Go!" many times a day. That’s what makes him write about leadership in a way people are inspired to dream more, learn more, do more, and become more. Subscribe to ProofHub Get the latest posts delivered right to your inbox. What are the 5 main processes in project scope management?Five Process Groups in Project Scope Management:. Collect Requirements.. Define Scope.. Create WBS.. Verify Scope.. Control Scope.. What are the 5 steps of defining scope?Here are the 5 most important steps to define the scope of a project in your business:. Identify project needs.. Figure out project goals.. Consider project limitations.. Define resources and budget.. Write a killing project scope statement.. What is scoping in project management?Project scope is the part of project planning that involves determining and documenting a list of specific project goals, deliverables, tasks, costs and deadlines. The documentation of a project's scope is called a scope statement or terms of reference.
During which part of the project management process is the project scope statement created?The creation of the work breakdown structure (... During the IT project management plan development process, all the project scope of work is defined and denoted in a work breakdown structure format. I reali... The project scope is determined in the initial phase of planning (Schneider 2).
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