Project management is more than just a term taught in B-school; it’s an important role assigned to a key decision maker or manager. But how does a project manager (PM) what to exclude and include in their KPIs? That’s where the term “project scope” is introduced as it refers to the boundaries and limitations of a project. It defines what will be included and excluded from the project as well as which key performance indicators should be used to gauge a projects success. It serves as a guide for the team members to ensure that the project stays on track and achieves its goals; optimally on-time and under-budget, but that’s a different discussion.
Defining Project Scope
Setting a clear objective and a well-defined project scope is essential for the success of any project, regardless of size or impact potential. Without clearly defined objectives the project team will struggle to stay focused on the important deliverables and may end up spending time on tasks that don’t help achieve the project’s objectives.
One of the most important factors in defining a projects scope begins with a project charter. This document outlines the project’s goals, timeline, and deliverables. It serves as a reference point throughout the duration of the project.
Project Scope and Milestones
Identifying tasks and activities required to complete the project is an important factor that must be established prior to kick-off. This means that all stakeholders must have submitted their initial thoughts and feedback, as well as sign off on what’s considered “reasonable and in-scope.”
At this point, deliverables should be considered timely and measures should be in place in order to eliminate guess work. Additionally, protocols should be put in place should a discrepancy arise.
Project Scope Documentation
Once clear milestones and activities have been identified, the project scope should be clearly outlined via a scope statement document. This outlines the project’s boundaries and limitations, and includes a list of specific deliverables as well as the necessary exclusions. It should also include a high-level project overview, complete with an appropriate schedule and a budget.
A “project scope” document should be reviewed and approved by all relevant stakeholders, including the project sponsor, the project team members, and any third-parties with interest into the project. This ensures that everyone has a clear understanding of the project’s with regards to what is considered relevant and necessary.
Can Project Scope Change?
Throughout the project, scope may change as new information becomes available or as the organizational objectives evolve. In such cases, it’s important to update the scope statement and obtain approval from stakeholders as soon as possible. This helps reduce inefficiencies and wasting of resources.
Having a well-defined project scope is what allows companies to achieve successful milestones in any project. Not only does a clearly defined project scope help the team stay focused, but it helps foster a sense of community and collaboration which is important for all businesses to maintain. Consider the project scope to be a reference point for all current and future projects.
