How to Prevent (Avoid) Scope Creep?

What is scope creep? It's such a weird word, right? I thought so too when I heard it for the first time. Well, in a nutshell, scope creep is when you start with five tasks on your to-do list and end up with 25. Let me give you an example of my own. Last week, we made a list of things that my boss wanted me to deliver, and thus the task list was born. Now, as the projects and tasks began, I started getting requests from other departments about things that were not in the original scope but were important to the overall strategy. The sales team wanted better collateral, and the customer service team wanted better templates, and even the boss himself kept adding on things that were not originally discussed. Within one month, my task list was out of control, and I had no idea where to focus. It seemed like there was so much to do, and it was all important immediately. Scope creep is when your stakeholders begin to add things to the project that were not agreed upon originally. You still have the same amount of time to get the job done, but now you have more stuff to do. So what happens if scope creep is not controlled quickly? Mayhem. We're talking about overdue tasks, spiraling budgets, and stuff that may never get done.

So what did I do to fix the problem? I set my priorities and I created a list of must-do tasks by certain dates. I communicated with my team about what they could expect from me by a certain date and put everything else into different phases. I mean, I started this project with a single stakeholder, but then one department pitched in, and then everyone started sending requests via email, and they would actually even drop by at my desk, and this includes sticking post-it notes to my computer. But, you have to set your priorities when it comes to the projects. Remember, the end goal is to let your stakeholders know what the original plan was and get them to stick to it. Also, don't try to accommodate everyone, because your projects may never get done. Here is a few more tips.

Causes of Scope Creep

There may be endless causes for scope creep to happen. Such as;

A vague or perplexing project scope definition: The sheer existence of a project scope does not mean that it is simple to understand or well-defined.  When stakeholders fail to comprehend their separate responsibilities and obligations for projects with unclear or inaccurate project scope, misalignment can occur.

Probability and Impact Matrix

One of the things I learned in my professional life was that it would never be possible to effectively manage the project by simply identifying the risks. Therefore, it is necessary not only to define the risks, but also to have an idea about the realization of these risks. If we can predict the probabilities of the risks and have an idea about the impact they will have if they do occur, we can see the problems that may arise during the life of the project, find the right answers to these risks and make rational decisions. 

Scope Creep in Project Management

The Project Management Body of Knowledge (PMBOK) Guide defines scope creep as the uncontrolled expansion of product or project scope without adjustments to time, cost, and resources. For example, it could be a stakeholder asking for just one more thing to be done in the project that wasn't in the original charter or original project plan. Scope creep adds more requirements or activities for projects than were originally intended. Of course, projects often start with some uncertainty in the scope or delivery requirements. Clarifying that uncertainty is not the same as scope creep; that uncertainty should be accounted for in the project plan through estimate reserves or risks. The project team is aware of that uncertainty, and they can manage it. Scope creep occurs when there are new requirements or deliverables that were never envisioned as part of the project.

Schedule Network Diagram in Project Management

A project manager needs proper documents to assure the project's successful completion from idea to conclusion. Among these tools schedule charts are indispensable for projects. We'll start by establishing a project schedule network diagram.