The scope is one of the most challenging areas of project management. According to PMI’s study, 52 percent of projects completed in the last 12 months experienced scope creep or uncontrolled changes to the project’s scope. Source: Pulse of the Profession®, PMI, 2018
In this article, I’ll discuss scope creep – what it means and how you can control it effectively.
What Is Scope Creep?
Scope creep is any unplanned expansion or extension of the project’s scope of work to include other items not part of the original scope.
Why Is It a Problem?
As the scope is the foundation of the project’s management plans, any expansion of the scope consequently adds cost, time and risk to the project. Too much-unmanaged scope creep can result in projects failing to meet their targets.
What Makes Scope Creep Hard to Manage?
From the definition of “creep,” changes in scope typically don’t occur suddenly, as that would be easily noticeable by the delivery team. Instead, small changes accumulate over an extended period, making them difficult to detect.
When Does Scope Creep Occur During a Project?
Scope creep is likely to happen during the early stages of a project when the scope is not yet fully developed, such as during the initiation and investigation phases. Still, It can also occur during the design development and delivery.
Who Is Responsible for Scope Creep?
Since project management involves working with multiple stakeholders, it can be challenging to identify a single group responsible for scope creep. In my experience, the primary sources of scope creep are:
- The client or sponsor: They may want to add more scope items or additional functionality to the project.
- The design team: They may put in unnecessary design efforts or change some of the deliverables’ specifications.
- The internal team: This could be any function within the business. For example, the procurement department may accept offers from suppliers or third parties with additional items not necessarily part of the scope.
What Are Some Examples of Scope Creep?
Scope creep can vary depending on the industry. To clarify the concept, here are some examples:
- A client requests a new feature for a software product after the project development has begun.
- A construction project manager decides to add extra space to a building after the design drawings have been approved.
- A marketing team agrees to create a new advertising campaign even though the budget for the project has been set.
- A software development team agrees to fix a bug that was not initially included in the project scope.
How to Prevent Scope Creep?
I can’t stress enough the importance of scope definition as a measure for preventing scope creep.
To reduce the possibility of scope creep during project execution, it is essential to thoroughly review all scope-related documents, such as the scope statement, inclusions and exclusions, design brief, drawings, and specifications.
By doing so, you can better define the project’s boundaries and avoid any unnecessary additions or changes.
Additionally, clear and regular communication with stakeholders is essential to manage expectations and avoid misunderstandings about the project scope.
How to Effectively Manage Scope Creep?
It’s important to note that not all scope creep is bad for the project outcome. Some additional scope may actually be beneficial.
However, project managers should implement a process for managing scope creep.
This process is called change management, and it involves capturing, assessing, and deciding on scope changes, communicating this to the team, agreeing on the outcome, and revising the management plans to ensure the project stays on track with regard to time, cost, and risk.
I have created this simple flowchart that shows the steps for managing changes to the project and added some explanations below:
Scope Creep Change Management Flowchart
1. Document Scope Changes
This can be done in different ways. The easiest way I recommend is to keep a register of all potential scope changes by promptly adding items to the register as soon as you become aware of them.
2. Assess The Impact On The Project Management Plans
This is done by analysing the impact of each potential scope change on the time, cost and risk plans.
In other words, by accepting this additional scope, estimate how much extra time and cost will be added to the project’s original baseline. Similarly, what other risks does it add to the risk plan?
3. Communicate The Benefits and Impact To The Stakeholders
As there must be a need for a scope change to be initiated or requested, it is crucial to understand what benefits this additional scope could bring to the project.
Now that you understand both the benefits and impact communicate and discuss this with the broader stakeholders and either get their buy-in to proceed with the change or agree on discarding it.
4. Revise The Project Management Plans
The final step is to update the scope, time, cost, and risk plans to ensure the project is tracking to the new baselines.
This process should be completed for each scope change. However, you may also be able to bundle similar scope changes together.
Other Tips for Managing Scope Creep
- Put in place contingency plans to deal with the risk of scope creep.
- Use a project management tool to help you track the project’s scope and manage changes.
- Set clear expectations with stakeholders about what is included in the project’s scope.
- Be prepared to challenge some of the additional scope requests.
- Document all decisions about the project’s scope so that there is no confusion down the road.
Conclusion
Scope creep is a significant challenge for projects, but it’s possible to manage it effectively. By implementing the processes and tips outlined in this article, you can avoid scope creep and ensure your projects stay on track.
