In project management, scope creep is the uncontrolled expansion or change of a project’s scope. It can refer to changes in time, cost, or the work that needs to be done. Scope creep often leads to quality problems and delays, and can cause a project to exceed its original budget or timeline.
It is the responsibility of project managers to set expectations in place to avoid scope creep. While it may be tempting to throw in a small task for the project team to work on because it “will only take a while”, things can easily veer away from project goals and get out of hand.
The consequences of scope creep
If not managed correctly, project scope creep can result in:
Increased costs
Delayed deadlines
Lower quality work
Conflicts between project team members
Project failure
To prevent these consequences, it is important to have a clear and well-defined scope for your project and to make sure that any changes to the scope are approved by all project stakeholders. It is also important to track the progress of the project closely, so that any changes in scope can be caught and dealt with quickly.
Preventing scope creep with a scope of work document
A project manager is likely to use project management software or a project management tool to ensure that the team sticks to the project plan and reduce scope creep.
Additionally, project managers who write the scope of work in the planning phase will include elements that address scope creep. If you are writing the scope of work, make sure that the project manager goes over the draft to ensure that the document contains elements to manage scope creep such as:
1. A description of the work to be carried out
It’s important to have a clear and well-defined project scope, which will define the project details, what needs to be done and what doesn’t need to be done. Keeping to project requirements will ensure that the project is completed on time and within budget.
2. Expected deliverables
The project deliverables that are expected to be delivered at the end should be clearly defined and agreed upon by all stakeholders. This will help to ensure that everyone is on the same page about the work that needs to be done.
3. A project schedule or project timeline
By having a schedule for deliverables, you will know exactly what is expected of you and your team, and when they are expected.
4. Project milestones
Milestones are important progress checkpoints. They can be used to track the project’s progress against its the original project requirements, and can help to identify any changes in scope that may have occurred. There are several types of milestones, such as
Completion of a specific task or phase
Meeting a specific deadline
Receipt of specific deliverables
Passing of a specific quality check
5. Change control process guidelines
Change control processes are essential for managing project changes. They help to ensure that scope changes are approved by all stakeholders and that they do not have a negative impact on the project’s timeline or budget. Change control can be managed through change request forms or a change management committee.
Any new requests should be approved by key stakeholders, in order to avoid any conflicts or misunderstandings. This will help to ensure that the whole team remains on track and stays within the original project scope.
6. Payment terms
When it comes to preventing scope creep, payment terms are also important. By agreeing to a set payment schedule, you will know exactly how much money you will be spending, and you will be less likely to experience scope creep. This will help to keep the project on track and within budget.
Addressing scope creep when it happens
It’s important to have a process in place to mitigate scope creep if and when it happens. Some ways to handle scope creep include:
Adjusting the schedule for deliverables
In order to adjust the schedule for deliverables, you need to have a clear understanding of both the original scope of the project and the current scope. You also need to be able to estimate how much time and resources will be needed to complete the revised scope.
If possible, it’s best to make any changes to the schedule as early in the project as possible. This will help minimize disruptions later on. If changes are made close to the deadline, it can lead to rushed work and lower quality results.
Renegotiating the payment terms
When a project begins to experience scope creep, one option for mitigating the problem is renegotiating the payment terms. This means that the project’s stakeholders may need to agree to pay more money, or receive fewer deliverables, in order to bring the project back under control. It can be a difficult conversation, but it may be necessary in order to keep the project on track.
Canceling or delaying the project
When managing scope creep, it may be necessary to cancel or delay the project. This will allow you to reassess the situation and determine the best course of action. By canceling or delaying the project, you can avoid any further damage that may be caused by scope creep.
You may need to delay the project if a scope change costs more and you need to request additional funding.
When independent contractors or contingent workers are involved
If you’re working with independent contractors or a contingent workforce on projects, you may need to check their availability for additional work, and if they’re not available then you may need to look for someone else to do the job.
A summary
Scope creep is when a project goes beyond its original scope, often as a result of changes made without the approval of all stakeholders. This can cause problems such as delays, budget overruns, scope reductions and even be the cause of a project’s failure.
If scope creep does occur, it’s important to take action quickly to get the project back on track.
