How to define the Project Scope
Imagine you have a camera, and you want to take a picture. The project scope is like deciding what you want to capture in that picture and what you don't want to capture.
The project scope, like setting up your camera shot, helps you define the boundaries and focus of your project. It ensures that you have a clear understanding of what you're trying to achieve and what you're not trying to achieve. Just as a camera helps you capture a specific scene, the project scope helps you define what will be done in a project and what won't be done, ensuring that everyone involved understands the goals and limitations of the project.
In this blog post, we will explore the importance of defining project scope and provide a step-by-step guide for creating a scope statement.
What is the Project Scope?
The project scope is a clear description of what will be done in a project, including the specific goals, tasks, and outcomes, as well as what will not be included.
According to the Project Management Institute (PMI), the project scope is defined as "the work that needs to be accomplished to deliver a product, service, or result with the specified features and functions." It includes the project objectives, deliverables, boundaries, and the requirements that must be met to achieve the desired outcomes.
Why is Defining Project Scope Important?
Without a well-defined scope, a project can easily become unmanageable and fail to meet its objectives.
Just as defining the camera frame helps you capture the perfect photo, defining the project scope is crucial for clarity, focus, avoiding scope creep, resource management, and setting stakeholder expectations. It ensures that the project stays on track, delivers the desired outcomes, and effectively utilizes resources throughout its execution.
Defining project scope is important for several reasons:
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Establishes project boundaries: A well-defined scope sets clear boundaries for what the project will and will not entail. This helps to prevent scope creep, which occurs when a project expands beyond its original goals and objectives.
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Provides a clear understanding of project deliverables: A scope statement outlines the specific deliverables that the project will produce. This helps to ensure that everyone involved in the project understands what is expected of them.
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Helps to manage project expectations: A clear scope statement helps to manage stakeholder expectations by outlining what the project will and will not deliver. This helps to prevent misunderstandings and conflicts.
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Facilitates project planning: A well-defined scope statement provides a foundation for project planning. It helps to identify project requirements, resources, and timelines.
How to Define Project Scope
When you take photo you first think about the subject of your photo. It could be a beautiful sunset at the beach. That's your project scope—the specific scene or subject you want to capture in your photo.
Next, you decide what elements you want to include in the frame. You might want to capture the golden sun, the waves crashing on the shore, and the silhouette of palm trees. These are the inclusions within your project scope—the specific things you want to include in your photo.
However, you also need to decide what you won't include in the photo. Maybe you don't want any people or buildings in the frame. These are the exclusions within your project scope—the things you intentionally choose not to include in your photo.
Defining project scope involves several steps:
Step 1: Identify Project Objectives
The first step in defining project scope is to identify project objectives. What is the purpose of the project? What are the goals that the project is intended to achieve? Objectives should be specific, measurable, achievable, relevant, and time-bound.
Step 2: Identify Project Work Breakdown Structure
The next step is to identify project phases and deliverables. What specific products, services, or results will the project produce? Deliverables should be specific and measurable. Read more about how to create a WBS here
Step 3: Identify Project Boundaries
The third step is to identify project boundaries. What is included in the project, and what is not included? Boundaries should be clearly defined to prevent scope creep.
Step 4: Identify Project Constraints
The fourth step is to identify project constraints. What limitations or restrictions will impact the project?
The typical project constrains are: budget, time and quality.-called the triple constrains!
The costs or budget constrain affects the resources we need to accomplish the project goals but only if we have a limiting factor of time.
With the right attitude we just need more time to
- time to find the investment
- time to get the materials and equipment delivered.
- time to learn the skills
- time to develop new technology
Remember money can buy time!
The quality constrain is related to
- What are the quality standards?
- Does the scope of work includes extra quality ensuring tasks- like extra tests, special consulting, quality planning?
- How much time can spend on each tasks?
- How the open and honest is the communication between the experts?
- tHow much time do we need to spent on accomplishing the tasks?
- ...
Remember we could start small and do not always have to be perfect in the first round, but evolve.
The social, political and economic factors are to be considered:
- permissions and regulations
- geopolitical situation in your area
- workforce availability
- technical infrastructure
- the attitude of people
Remember: in our global world everything is possible if we collaborate and do not have war and sometimes we need to move to a place where is piece.
The project manager needs to:
1.Identify these project constraints that are limiting factors
2.Plan actions to systematically deal with these constrains so that they stop being a roadblock to the project success.
3. Take actions and monitor the effects and take decisions. to ensure to have a manageable and successful project.
Step 5: Identify Project Assumptions
The fifth step is to identify project assumptions. What assumptions are being made about the project? Assumptions could include factors such as customer demand, market trends, or regulatory requirements.
Step 6: Create a Scope Statement
The final step is to create a scope statement. A scope statement is a document that outlines the project objectives, deliverables, boundaries, constraints, and assumptions. It should be clear, concise, and easy to understand.
Conclusion
Defining the project scope is a critical aspect of project management. A well-defined scope statement sets clear boundaries and expectations for a project, which helps to prevent scope creep, manage stakeholder expectations, and facilitate project planning. By following the steps outlined in this guide, you can create a scope statement that will help to ensure the success of your project.
Read more
How to create a Work Breakdown Structure
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