Scope creep: How to avoid it and what to do when you’re mid project

Ever found yourself suffering scope creep, where your project just keeps growing beyond the original plan? You start a project with a clear goal—just like binge-watching a Netflix series. But then you get distracted by a “recommended for you” show. Before you know it, you’ve spent hours watching random episodes instead of finishing the one you intended to. This is exactly like when a project spirals out of control because your client wants more “must-see” content… not ideal.

Let’s dive into what scope creep is, why it happens, and how you can keep it in check to ensure your projects stay on track.

Understanding Scope Creep

Definition of Scope Creep

Scope creep occurs when the deliverables and requirements of your project expand beyond what you originally planned. One moment everything runs smoothly, and before you know it, your project veers off course, tasks spiral out of hand, and deadlines slip away. Scope creep happens when clients make extra requests and tasks that aren’t managed or controlled effectively.

Importance of Establishing Project Scope

Think of your project scope as the roadmap for your journey. It outlines what you aim to achieve and sets the boundaries for your project. Without a clear scope, you’re embarking on a road trip without a map—anything can happen, and it’s easy to get lost. A well-defined project scope ensures everyone involved understands exactly what’s included, keeping you all on the same page from the start.

Common Causes of Scope Creep

No Project Scope

The most straightforward cause of scope creep is not having a defined project scope in the first place. Without a clear scope, it’s like building a house without blueprints. For instance, if you’re working with a team or an external agency, not having documentation can make it difficult to resist those endless extra requests.

Poor Communication

Imagine you have a brilliant project scope but forget to share it with everyone involved. If your team or stakeholders remain unaware of the scope, they might start making changes or adding requests that weren’t part of the plan. Good communication ensures everyone knows what to expect and can provide feedback early on.

Unclear Project Objectives

Your project objectives are what you aim to achieve. If these aren’t clear, your team might be unsure about what tasks are important and end up working on things that don’t contribute to your goals. Clear objectives help focus efforts and keep everyone aligned on what’s truly important.

Unrealistic Project Objectives

Sometimes, your objectives might be crystal clear yet unrealistic given your timeline or resources. If your goals prove too ambitious, you might encounter scope creep as you try to accommodate all the desired features or deliverables within the original constraints. Ensure your objectives remain achievable within your project’s scope.

Too Many Stakeholders

Having too many cooks in the kitchen can complicate things. If everyone is trying to steer the project, it’s easy for the scope to become muddled. Assign clear roles and responsibilities, and ensure there’s a primary person or team driving the project forward. Tools like a RACI matrix can help define who’s responsible, who needs approval, who should be consulted, and who just needs to be kept informed.

Ineffective Change Control Process

Even with a clear scope and roles, changes will happen. However, without a proper change control process, those changes can lead to scope creep. A good change control process helps manage requests for changes, ensures they’re reviewed and approved, and keeps the project on track.

Last-Minute Customer Feedback

Customer feedback is invaluable, however, if it’s collected too late in the game, it can cause major disruptions. Try to gather and incorporate feedback early in the project and at key milestones to avoid last-minute changes that can throw off your schedule and scope.

How to Avoid Scope Creep

Creating a Clear Project Scope

Start by defining what your project will deliver and what it won’t. Document this clearly and share it with everyone involved. This becomes your project’s “north star,” helping you stay focused and aligned.

Improving Communication

Ensure everyone on your team and involved stakeholders have access to the project scope and understand it. Additionally, regular updates and open channels of communication help prevent misunderstandings and unexpected changes. For this reason, look to utilise a project management or client portal system like Bloom.io to support clear communication.

Setting Clear and Realistic Objectives

Set goals that are specific, measurable, and achievable within your project’s timeframe and resources. Clear and realistic objectives keep everyone focused and help avoid the temptation to add unnecessary features or tasks.

Managing Stakeholders Effectively

Designate a project owner or lead who’s responsible for managing the project. This person should be the go-to for decisions and approvals, helping to streamline the process and avoid conflicting inputs.

Implementing a Change Control Process

Create a structured process for handling changes to your project. This should include steps for submitting, reviewing, and approving changes. It keeps alterations in check and ensures they’re truly necessary.

Proactively Collecting Customer Feedback

Engage with customers early and often to gather their input. This helps you address their needs and preferences from the start, reducing the risk of major changes later on.

Benefits of Preventing Scope Creep

Adhering to Deadlines

By managing scope creep, you’re more likely to stick to your deadlines. This helps maintain your project schedule and keeps clients and stakeholders happy.

Enhanced Focus and Productivity

With scope creep under control, you can stay focused on your project’s goals. As a result, less distraction leads to better productivity and a more engaged team.

Higher Quality Deliverables

When you stick to your project scope and manage changes effectively, you’re more likely to deliver high-quality results that meet or exceed expectations.

Opportunity For Additional Revenue

Aside from delivering on what you’ve already committed to, by clearly communicating when something isn’t within scope, it presents an opportunity for clients to add this at the end of the project for an additional cost.

Fixing Scope Creep

Resurfacing the Project Scope

If scope creep starts to creep in, remind everyone of the original project scope. This helps realign the team and refocus on your initial plans.

Applying the Change Control Process

Use your change control process like a customer dashboard or portal to handle any new requests. Evaluate their impact on the project and decide if they’re worth incorporating or if adjustments need to be made elsewhere.

Re-Prioritising Deliverables

If new work is unavoidable, consider pushing back or cutting some existing deliverables. This helps manage the workload and keeps the project on track.

Utilising Project Resources

Review your available resources and see if you can allocate additional support to handle new tasks. Efficient resource management can help accommodate changes without derailing your project.

Scope creep can be a tricky challenge; however, with with a clear project scope, effective communication, and good management practices, you can keep it under control. By staying focused and organised, you’ll ensure your projects run smoothly, meet your objectives, and deliver outstanding results. Happy managing, and may your projects always stay on track!