An Overview of Project Scope Management
If you really want to achieve the objective of your project, then project scope management is an inevitable part of it.
Project scope management consists of a set of processes to define the scope of your project and map it correctly.
It enables supervisors and project managers in managing, validating, and controlling the project’s scope.
They also get to know what’s included and what’s not included in the project.
Without determining the project’s scope, it can be difficult to estimate the time or the cost that your project will take.
It also helps in building efficient control processes that can address the elements that might alter the entire project during the life cycle of the project.
You can follow some of the best project scope management practices to maximize the chances of your project’s success.
Be Accurate and Specific:
- You need to be accurate in all your projections to lower down the chances of uncertainty and scope creep in your project. Avoid ambiguity, address loopholes and act fast if any uncertainty arises.
Keep Your Objectives High
- To build flexibility in your project plan, you need to create objectives that are of high level and keep you focused entirely.
- Use a language that easily describes the overarching objective of your project and include concrete specification in other section of your scope statement.
Communicate with the Necessary Parties
- The success of your project depends partially on the stakeholders that you involve with. If you communicate with the wrong people negotiation will not go smoothly and swiftly eventually leading to wastage of your time.
Be open to Necessary Changes
- During the course of any project, it might be required to take potential changes after careful calculation and consideration. Be open to any such change that can lead your project in the right direction.
- One of the topmost project scope management practices is to work with your team members both outside and inside your organization in a productive manner. This will clarify expectations that emerge in the outset.
Solicit Approval from the Stakeholders
- Your stakeholders entirely depend on the budget and on time successful completion of your project. Though you need to open to any sort of changes, as the team leader you need to communicate about these changes to the stakeholders. If they approve, you can implement these changes in your project.
Project Scope Management Steps
Whatever methodology you choose you’ll need to define the scope of your project. Follow these best project scope management steps to control, manage and specify your project.
Define the Project Needs
The first step to establish your project timeline and allocate your project resources is by defining the need of the project. You’ll understand about the work that is needed to be done only when you know about the scope of the project.
Once the project need is defined, you can allocate tasks and give direction to your team members to deliver the project in the articulate budget and time.
Understand the Objectives of Your Project
One of the best project scope management steps is to establish all the objectives of your project. This might include creating new services or developing a new product within the organization such as new software.
There are many objectives that can be central to your project. It’s the responsibility of the project manager to ensure that the team delivers good results according to the specified functions and features.
To identify the objective of your project identifies the following:
Once these parameters get defined, you’ll get to know which aspects you don’t need to include in your project. The methodologies that you’ll apply for the successful completion of your project will also depend on the project objective.
Scope Management Plan
The scope management plan defines the scope of the project, controls and validates it. This plan also helps in including information on dealing or preventing with the scope creep.
You can easily handle the change request and escalation path that leads to any kind of disagreement on the scope element. You’ll also get a concrete idea of how all the deliveries will get accepted through this plan.
This plan is developed considering the major assumptions such as deliverables and other constraints that can be examined for completeness. The stakeholders and project management team can organize and conduct the analyzes because of the comprehension of the scope management plan.
This process focuses on documenting the needs of the stakeholders with the intent of meeting the objective of your project. To successfully evaluate this step, managers use varied tools and techniques to collect diverse project requirements from the stakeholders.
This gives an in-depth list of all the related project requirements. If you perform this process correctly and thoroughly, it can reduce unpleasant surprises as the project takes a step towards completion.
Create a manageable Work Breakdown Structure
The most important element of the scope management step is Work Breakdown Structure. Many project leaders skip this important step leading to plans that are inaccurate and confusing.
The WBS gives the team and the project managers an opportunity to divide a higher level statement of scope into smaller and manageable units that make your work easier.
The resulting Work Breakdown Structure provides a complete list of work packages that are necessary to complete the project efficiently and in a timely manner.
One of the top project scope management steps is to monitor the project in the right way. You need to track, focus on the disruption of the scope, and continually approve and disapprove the changes in the project.
A project can only be successful when the monitoring and controlling process of an organization efficiently takes place. If the team leader is not tracking the scope of the project, it might end up into a complete failure.
The project deliverables need to be examined correctly in order to assess the outcome of the project. If the original plan was executed in the right way, then you can do the closing of the project on a successful note.
Problems can arise at any point during the lifecycle of the project but identifying them earlier can create a big difference.
Project scope management gives a solid understanding of your project and helps in managing it efficiently.
You must take into consideration all the above mentioned points to ensure that your project includes all the relevant work appropriate to the requirements of the project.