Project Scope

What is project scope?

A project scope is an outlined set of parameters about a project’s objectives, its deliverables, and its deadlines.. It defines what exactly must be done to complete the project.

The goal of a project scope is to create a structure for the team to work within. This helps prevent a problem known as scope creep, when deliverables go beyond what was outlined in the original project scope. Not only does scope creep add extra work and stress to the team, but it can also become costly as delays begin to appear in the timeline.

Building a project scope statement upfront is one of the best ways to avoid this. It clearly documents project details and can be used with project management software for more effective task allocation and budget management.

Types of project scope

Any project should have a project scope outlined upfront. Some of the common types of business project scope are:

• Software project scope. When developing or implementing new software, technical teams should outline the functions and objectives associated with the new technology. Putting together a scope statement can also gain stakeholder support for the new software.
• Marketing project scope. Any large scale marketing campaigns need project scopes. This ensures all elements of both offline and online marketing are included, while allowing project managers to assign individual tasks to members of the marketing team. 
• Event project scope. No matter the size of the event, a project scope can help it stay under budget. Venue information, catering details, timing, and attendee estimates should be a part of the event project scope.

Basic elements of a project scope

When putting together a project scope statement, several key pieces of information must be addressed. 

• Goals and objectives. No project will be successful if the intended outcome isn’t clearly stated before work begins. Project managers need to communicate the ultimate outcomes to stakeholders and the wider team.
• Deliverables. These are tasks that need to be completed to finish a project. The tasks and the team members responsible for them should be documented to keep everyone accountable for their work. Deliverables can be assigned their own deadlines to keep the overarching project moving forward.
• Constraints or expected issues. If there are any problems that a project manager foresees during the course of the project, they should also be noted in the project scope. Suggested ways to overcome them or alternative options are also useful to add.
• Milestones and deadlines. Project deadlines are essential pieces of information to include in the scope. Missing milestones can cause serious problems in the project, such as overspending or falling short of customer expectations.
• Budget. Knowing how much money is being allocated to the project as a whole is vital, but teams also need to outline individual deliverable budgets. Some deliverables may come in over their allotted budget, which means that the project manager has to reallocate money from other areas in order to stick to the overall financial plan.
• Available resources. Aside from budget, it’s also important to detail which other resources the team has available to them. This could be physical resources like equipment or software or available personnel who can assist with project deliverables.

Benefits of a project scope

There are many benefits that come from putting together a project scope, which all come down to three critical areas:

• Managing project cost. The project manager is responsible for keeping everything on budget. When this is outlined clearly in the project scope, there’s less of a chance of going over.
• Project scheduling. When deadlines are clear, the project keeps moving at the expected pace. This keeps resources free for the project when needed, without affecting other team members’ schedules or taking resources away from other projects.
• Focusing on project outcomes. Every project should have an end goal. Working under a project scope means that individual tasks stay present along with the broader project. It keeps teams focused on the right areas, especially those that have a financial impact on the business.

Best practices for project scope

When working on a new project, outlining the scope upfront is the best way to keep goals on track. Project managers should define the project scope by:

• Outlining objectives first. Project goals and outcomes are the most important step in any project scope. Teams need to know what they’re hoping to achieve before individual tasks and deliverables can be assigned. The destination of the project is always the first aspect to decide on.
• Gathering information on resources. Project managers should work with other departments to figure out which resources are available. This access affects deadlines and milestones, so building a resource management plan is helpful before narrowing down due dates.
• Putting together a scope statement. Drafting a scope statement puts all relevant information in one place. The statement should explain the most important parts of the project scope, including team members and the deadlines involved. Individual deliverables don’t necessarily have to be outlined here. Instead, project management software can be used to track these tasks. Major milestones and deadlines are sufficient for the scope statement.
• Referring to the statement frequently. It’s easy for projects to get off track, both in terms of budget and timing. By reviewing the scope statement regularly, project managers can get a better picture of the roadblocks they face. Managers then have time to make corrections before costly errors happen.

Stay on top of team workflows with task management software that integrates with larger project management tools.