Scope Creep & Management

Although scope creep occurs often, careful attention is required to effectively manage change. Project managers and organization leaders should focus on avoiding extended deadlines and increased cost. Let us talk about why it happens,

Scope creep can occur for several reasons, including:

1. Lack of comprehensive specification and setting expectations.

Recommendation:

• Document comprehensive requirements, understand end to end workflow and ask clarifying questions to customer.

• Share project roadmaps so they can clearly identify all stakeholders to whom the project team should be talking to define scope.

• Plan for risks from the beginning, and consider having a back-up plan if something comes up unexpected.

• Obtain sign – off on system mockups and wireframes, identify and closely manage change request log.

• Clearly define the product limitations.

• Establish proper communication logistics with your customer – decide when to meet and how many calls you can take in a week, frequent is best.

• Ensure you plan for project growth.

This sets a great foundation for the project during the planning phase and allows customer beforehand to know about extra work and the budget required for the same.

2. Failure to create a flexible model for project alterations.

Recommendation: Create a flexible model incorporating new features and discuss extra cost. The customer may later require additional support earning your company more revenue.

3. Disorganized reporting system.

Recommendation: Ensure a proper reporting system to track project development, risks, issues, and changes. Use project management software with built in time tracking for risk / issues, alert features, hard stops for changes and user history (e.g., Jira, Liquid Planner, Monday.com) Reconcile work with Requirements Traceability Matrix, Project Plan, and estimations, address any out of scope work request.

4. Stick to schedule.

Recommendation: Time management is essential! Drive completion of tasks on time, report and mitigate roadblocks. Sometimes you have to say no to your manager or client to ensure non-essential changes are avoided to prevent missed deadlines and increased cost.

Download our leading practice Project Plan, Change Request Log, Requirements Management Plan and Requirements Traceability Matrix templates here!