Project Managers are responsible for controlling scope within their assigned projects to ensure successful delivery – this involves identifying all the tasks and deliverables that are required for the effective completion of the project. Without adequate oversight provided by the Project Manager, any deviation from the project scope could result in scope creep, missed deadlines, cost overruns, and even project failure.
The techniques below will help Project Managers maintain great control over a project scope:
- Develop a Solid Scope Baseline
A scope baseline is an approved version of the scope statement and should only be modified through a formal change control process. A Project Manager can track the project scope against the project plan so that it becomes easier to identify if any tasks are not completed, or if there are any additions to the project scope.
- Obtain Approval on New Scope Items
The addition of unapproved items to the project scope will undoubtedly have an adverse effect on the progress of a project because of the additional work and extra charges to the existing budget. The Project Manager has a responsibility of getting the stakeholders to sign off on any new changes to the project scope so that they are aware of any impacts that could result to the project. In some cases, an increased funding request would need to be submitted to cover the costs associated with the new scope items. Even if the new scope request came from the executive sponsor of your project, you must still obtain a formal signoff, formally communicate the changes to all stakeholders, and document the new scope baseline.
- Leverage Project Management Tools
The best way to be efficient in managing a project is to utilize online collaboration tools such as JIRA, Microsoft Project, Smartsheet, etc. These software programs make it easier to control scope changes to a project because a change in one aspect will result in all the associated tasks, milestones, and budgets being impacted. Without using such tools, it becomes an extremely manual process for the Project Manager to try and update everything on their own, and this could lead to errors being made or some updates being forgotten.
- Simplified Change Control Process
Earlier, we used the example of an executive sponsor requesting a change to the project scope. In an ideal world, the Project Manager along with the project team need to agree on how change requests will be funneled through the project. All stakeholders should not be able to request changes without it being received in an organized way within a project.
Change requests need to be submitted directly to the Project Manager as the single point of contact so that he or she has direct knowledge on the changes that are being requested, the initiator of the request, and the impact to the overall project. Without this simplified process, there is a risk of changes to the scope being submitted to other team members without the knowledge of the Project Manager, which could negatively impact the delivery of the project as not all stakeholders would be aware of the changes given the ensuing lack of clarity on what was agreed upon for the scope baseline.
At PM Imperative, we cover the latest trends in Project Management and Product Management. As PM practitioners, we understand the value the Project Managers and Product Managers bring to each organization and that’s why we focus on the most practical strategies that Project and Product Managers can implement immediately. If you found this post useful, be sure to check out our latest book: The PM Imperative – Guide for Leading & Managing Projects, People & Delivering Value. https://pmimperative.com/shop/
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