How to Prevent Scope Creep

Summary

In this video, the project manager discusses the perils of 'scope creep,' a phenomenon where additional tasks are added to a project, potentially derailing its completion. The video outlines a two-step strategy to combat this: first, precisely defining the project scope and documenting both in-scope and out-of-scope items; second, gaining stakeholder agreement and signatures on the scope statement. It also addresses the inevitability of change, suggesting structured change control processes and agile methodologies to manage scope effectively. The ultimate goal is not to prevent scope changes but to control them with proper governance.

Takeaways

• 🚫 'Could you just...' are the three words project managers fear as they often signal the beginning of scope creep.
• 📈 Scope creep is dangerous because it can quickly deplete project resources, impacting deliverability, time, and budget.
• 🔍 The project's progress and resource usage typically follow an S-curve, with resources depleting rapidly after the initial phase.
• 📋 To prevent scope creep, define the project scope with precision, including what is in and out of scope.
• 🤝 Engage with the project sponsor or client to review and agree upon the defined scope, and obtain their authorization.
• 📝 Documenting and signing off on the scope statement provides a baseline for negotiating changes and managing expectations.
• 🤔 Recognize that scope creep can't always be prevented, as changes in the environment and stakeholder needs are inevitable.
• 🔄 Implement a structured change control process to manage requests for changes, weighing the benefits against the costs.
• 🔧 Utilize agile methodologies or hybrid approaches for projects with inherent uncertainty, allowing iterative scope definition.
• 🔑 Good governance around scope changes involves considering the value of changes, ensuring controlled and managed scope creep.
• 🔄 For traditional projects, consider accommodating significant scope changes in subsequent phases or versions of the project.

Q & A

What are the three words that project managers fear the most?

The three words that project managers fear the most are 'could you just', which typically precedes a request for additional work or changes to the project scope.

Why is scope creep considered dangerous in project management?

Scope creep is dangerous because it can lead to a significant impact on the deliverability of a project, potentially causing delays, exceeding the budget, and affecting the ability to deliver the project on time and within the specified quality standards.

How does the resource usage graph illustrate the danger of scope creep?

The resource usage graph, which typically follows an S-curve, shows that resources are used very quickly once the project moves past the initial stage. Adding additional scope at this point can deplete resources rapidly, jeopardizing the project's successful completion.

What is the two-step process to control scope creep?

The two-step process to control scope creep involves: 1) Defining the scope with precision, including what is in and out of scope, and 2) Gaining approval and authorization for the defined scope from the project sponsor, steering group, or client.

Why is it important to document a list of out-of-scope items?

Documenting a list of out-of-scope items is important to clearly define the project boundaries and to anticipate and prevent potential requests that could lead to scope creep.

What role does the project sponsor play in controlling scope creep?

The project sponsor plays a crucial role in controlling scope creep by authorizing and signing off on the scope statement, which outlines what is in and out of scope, providing a baseline for managing scope changes.

What is the significance of getting requirements right the first time in preventing scope creep?

Getting requirements right the first time is significant because it involves excellent requirements gathering and stakeholder negotiation, which helps in balancing different needs and desires, thereby reducing the likelihood of scope changes later in the project.

What is Moscow analysis and how can it help in controlling scope creep?

Moscow analysis is a prioritization technique that categorizes scope options into Must-haves, Should-haves, Could-haves, and Won't-haves. It helps in controlling scope creep by clearly defining the priority of requirements and facilitating negotiations among stakeholders.

How can a structured change control process help in managing scope creep?

A structured change control process helps manage scope creep by controlling requests for change, ensuring each request is supported by evidence of need and a statement of benefits that can be weighed against the costs.

What is the role of agile methodologies in dealing with scope creep?

Agile methodologies, and hybrids between agile and traditional project management approaches, allow for iteration and controlled redefinition of scope, accommodating changes in a structured way without compromising the project's overall objectives.

Why is it not always the objective to prevent scope creep entirely?

It is not always the objective to prevent scope creep entirely because the project environment, stakeholder needs, technology, and other factors can change, necessitating controlled adjustments to the project scope to adapt to these changes effectively.