As a project manager, you may face several hindrances related to the cost, time, quality, and risk while working on the project. It is, however, your responsibility to ensure your project remains on track while addressing these issues. Though defining the project scope is useful to achieve this objective, it remains a difficult task especially when you work on multiple projects at once. Here is where project scope management comes into play.
A majority of projects fail due to the lack of clear project scope. Moreover, the team cannot be able to get enough clarity if the project scope is undefined. Therefore, it is imperative for you to have the right project scope strategy in place. A detailed project scope statement will help you eliminate this confusion and help you create a clear map for execution.
This is why it is imperative for you to learn about project management methodologies. It not only helps you define the project scope but also enables you to ensure a seamless execution. Here we will provide you with the meaning of project scope management and effective steps to create one for your organization.
What is Project Scope?
Project scope is the method of defining specific boundaries to the project. Such boundaries include tasks, goals, expectations, and deliverables. It is very common in big-size projects to have modifications along the way. So it may happen that teams may deviate from their goal due to frequent changes in the project.
Project scope is not a technical identification of deliverables. Instead, it is a detailed and specific approach without any pitfall that could lead a project towards ambiguity. Managing project scope makes it easier for managers to make required changes as and when needed.
Steps to Determine Project Scope
Project scope management is crucial for managers as it assists them to keep a tab on various processes. When everyone on the team is clear about where the project is heading towards, miscommunication can be avoided at ease. Furthermore, it helps team leaders to prevent unnecessary conflicts and last-minute changes.
Having the right project management scope in place will also help all stakeholders to get a clear view of the project life cycle.
Here are the steps to clearly define the project scope:
1. Identify Project Requirements
The first step is to identify the requirements of the project. For this, you need to conduct discussions with clients and stakeholders and get an exact idea of project requirements like deliverables, objectives, and budget. List out these things in a work breakdown structure as per the priority of each requirement.
At times, clients may have higher expectations without having a sufficient budget. So, prepare a shareable document of all requirements and ensure that all parties involved understand what the project sets out to achieve.
2. Collect Relevant Data
The next step in defining the project scope is to conduct in-depth research. Project managers should include phases, objectives, tasks, resources, budgets, and responsibilities. Moreover, they need to define Specific, Measurable, Achievable, Realistic, and Time-Specific (SMART) goals.
In addition to this, managers need to establish project objectives, which may include a new product, creating a new service within the organization, or developing a new piece of software. Several objectives could be central to a project to ensure that the team delivers results according to the specified features or functions.
3. Delegate Tasks Properly
Project managers should start assigning tasks after they get relevant data. Firstly, they need to explain to their teammates about the project tasks and details. It is necessary to eliminate ambiguity and brainstorm as much as possible with your team to spot loopholes within the project scope.
Other than this, you need to set boundaries and constraints to the project to keep team members focused on project tasks. Overall, a project scope ensures that both the managers and team members are on the same page and reach the desired end goal, within budget and on time.
4. Monitor Project Progress
You need to segregate the project into different phases to ensure that all the deliverables are achieved properly. For this, you can set clear deadlines and benchmarks to keep the project going. Also, team managers can use them as an indicator to project progress.
Predefined project deliverables are tied to deadlines and help you to keep things moving. Moreover, they will act as a powerful motivator to make easier decisions. Also, clearly defined project deliverables will assist managers to identify potential risks in project scope.
A clearly defined scope enables project managers to manage their entire work in a streamlined manner. By using robust project management software, managers can easily define an effective project scope to start a project. Furthermore, it helps project managers to ensure the delivery of projects in a timely manner and within budget.
TaskOPad is a user-friendly project tracker tool that can meet the challenges of complex tasks and assist companies to accomplish projects on time. It offers all necessary features to ensure task completion at a given deadline with higher productivity.