In the digital age, companies often move so fast that the requirements of a projects are not well defined at the outset. We throw out terms like ‘agile’ which is a placeholder that implies ‘well, let’s get a working product and deal with the details later.’ But what we don’t see, is that this approach can result in scope creep.
We start working on the project. Putting many hours into taking the deliverable in the direction we think it should be going. We often fill in the gaps for the sake of getting a working product up and running, not knowing that scope creep is lurking just around the corner.
When we have to redo a deliverable, or dramatically change the scope this can cost the business valuable time and the creator motivation when producing products or content.
What is scope creep?
Few things are more frustrating than getting most of the way through the project only to have a stakeholder come on to the thread (after having said nothing up until that point) express discontent that something isn’t going the way they wanted. Or that they didn’t understand why a certain action was taken (most likely due to never having read the requirements documentation in the first place).
So what exactly are the causes of scope creep and how can we manage it in our remote projects?
Scope creep refers to the tendency for the scope or objectives of a project to expand beyond the original plan. It can be a common issue in project management, and it can be especially challenging to manage in a remote team setting. While there are many a definition of scope creep in agile projects, when it starts to occur, if often becomes the elephant in the room. The problem, is finding the courage to address it and come up with a better solution.
How do you deal with this type of scope creep, especially in the form of ‘stakeholder creep?’ That is, people coming into a project already in motion and begin asserting control over the project, often from an an ill-informed place.
Now that we know what scope creep is, let’s look at ways to reduce it within our business. These tips are especially helpful for remote teams where communication is often asynchronistic.
4 Ways to Reduce Scope Creep in Project Management
Here are a few ways that a remote team can avoid scope creep on projects:
1. Clearly define the scope of the project at the outset
At the beginning of the project, it is important to clearly define the objectives and deliverables, and to document them in a project charter or scope statement. This can help to establish a clear understanding of what is included in the project and what is not.
A ‘scope of work’ statement includes a detailed breakdown of the specific tasks and activities that need to be completed in order to achieve the project objectives. This can help control scope creep by providing a clear reference point for the project team and stakeholders to refer to throughout the project.
Use a project charter document to kick-off your project
The project charter or scope statement should include a clear definition of the project’s constraints, including timelines, budget, and resources. This can help to ensure that the project is completed within the defined parameters. The charter can also changes to the scope of the project are identified and managed effectively.
It is also important to establish a process for managing scope changes. This can include a formal change request process that requires approval from key stakeholders before any changes are made to the scope of the project. But it can also be as simple as having regular meeting to communicate any changes in the scope of the project.
This can help to ensure that any changes are fully evaluated and that they do not negatively impact the overall project objectives or timeline.
2. Use a project management tool for effective collaboration
Project management tools such as Asana, Trello, or Basecamp can help to keep track of tasks and deadlines, and can provide a central place for all project-related communication. These tools can also help to prevent a type of scope creep by allowing team members to see what has been agreed upon and what is outside the scope of the project.
When using a project management tool, the first step is to decide which tool is the best fit for your team and your specific project needs. Each tool has its own unique features and pricing plans, so it’s important to evaluate them and choose the one that best suits your needs.
Onboarding your team to the tool
Once you’ve chosen a tool, you’ll need to set up an account and invite your team members to join. This typically involves providing an email address and creating a password. You’ll also need to configure the settings and preferences to match your project requirements.
Next, you’ll need to create a project and invite team members to join. This typically involves providing a project name, description, and due date. You can also set up tasks and subtasks, and assign them to specific team members. This will help to keep everyone on the same page and ensure that tasks are completed on time.
Migrate your tasks
Once the project is set up, you can begin to add and manage tasks. This typically involves creating a task, assigning it to a team member, and setting a due date. You can also add comments, attachments, and labels to help keep track of progress and communicate effectively with your team.
Additionally, you can use project management tools for communication purposes between team members, creating a central place for all project-related communication. This can be helpful in keeping team members on the same page and ensuring that everyone is aware of project progress.
Measure adoption and project analytics
Finally, you can use project management tools to generate reports and analyze data on project performance. This can help you to identify issues, make data-driven decisions, and improve your project management process over time.
The costs of using a project management tool vary depending on which tool you choose and the plan you select. Some tools offer a free plan with limited features, while others have multiple pricing plans that offer more features and support.
In general, the process of using a project management tool can take anywhere from a few hours to a few days, depending on the complexity of your project and the number of team members involved. The timeline for implementation can vary depending on the size and complexity of the project, but with a good plan, it can be done efficiently.
3. Communicate clearly with your remote team
Effective communication is key to better control types of scope creep and keeping your project on track. One way to do this is by setting clear expectations and communication channels from the start of the project. This will make sure that everyone knows what is expected of them and how they can stay informed about the project’s progress.
One effective method of communication is holding regular check-ins with the team. These check-ins can be done at any cadence that makes sense for the team. A synchronistic meeting, when done strategically, can address any issues or roadblocks that have come up, and to ensure that everyone is on the same page about the project.
During these check-ins, it is important to review the project plan, timelines and milestones, so that everyone is aware of the project’s objectives, and any potential scope creep can be identified and addressed early on. But don’t think that the check-in meetings are more important that actually getting real work done.
Balancing stakeholder involvement and scope creep
Another important aspect of communication is keeping stakeholders informed. This can be done by sending out regular progress reports and project updates. These updates should include information on what has been accomplished, what is currently being worked on, and what needs to be done next. This will help to ensure that stakeholders are aware of the project’s progress, and can provide valuable feedback and input.
Use ad hoc communication channels with intention
In addition, it is important to establish clear processes around ad hoc communication channels, like email, instant messaging or project management software, to ensure that everyone is able to communicate effectively. This can help to prevent confusion and delays, and can ensure that team members are able to collaborate effectively.
Scope creep is a common issue in project management, but it can be prevented by implementing effective communication strategies. Excessive use of ad hoc communication channels can result in your projects getting off track quickly. That is because humans do not have a the best read on the implied details or tone of ad hoc written communication.
When it comes to email, the reader is often distracted by other incoming messages.
This can lead to important information getting overlooked or misinterpreted, which can ultimately lead to scope creep. That’s why it is important to be intentional about how you use ad hoc communication channels. This means setting clear guidelines and expectations around when and how team members should and should not use these channels.
Some pitfalls of ‘check-in’ meetings
One pitfall when it comes to managing projects and campaigns with your remote teams, especially with larger companies, is excessive status/update/check-in meetings. These meetings can often be replaced with a project management tool and communication systems. Since many companies don’t have well-defined communication strategies in place, they often use check-in meetings to simulate and poster work getting accomplished.
There are few activities more frustrating than a disorganized meeting that spirals off into other subjects, resulting in more vague or undefined worked getting added to you or some one else’s plate. Don’t just have check-in meetings for the sake of check-ins. Use them as an opportunity for strategic decision making. Come to meetings prepared to deliver concise information and take decisive action as a leader in your business.
Define communication protocols
One way to do this is by defining communication protocols for each project. These protocols should outline the specific communication channels that will be used, how often team members should check in with one another, and what information should be shared during these check-ins. This can help to ensure that everyone is on the same page and that team members can feel more confident that they are putting the right amount of effort toward the right tasks.
Establish the use of strategic reporting
Regular progress reports can also help to prevent causes scope creep by providing a clear picture of where the project stands and what needs to be done next. These reports should be shared with all team members and stakeholders and should include information on the project’s status, any issues that have arisen, and the next steps that need to be taken.
Much like excessive check-ins and update meetings, excessive reporting can be a low value, manual administrative task that doesn’t result in greater awareness and more strategic action in future projects. Reports, when necessary should be defined as a requirements at the beginning of a campaign, or be an established activity in your project management, marketing, and/or sales department.
Many project management tools offer robust dashboards that consolidate various information about a teams progress, availability, project pipeline and more. As the digital landscape continues to evolve, it will be important for companies to think about how they can strategically use these tools to reduce the amount of administrative or manual tasks like reporting. Business can look to use AI supported software to automate and even eliminate certain administrative tasks, freeing up more time for deep work and strategic planning for future projects.
4. Use a change request process
Establishing a process for requesting changes to the scope of the project can help in preventing scope creep. Any requests for changes should be carefully evaluated and only approved if they are deemed necessary and feasible.
Final thoughts on avoiding scope creep in business projects
Why scope creep occurs can be perplexing for some even though it is a common pitfall in project management. Here we’ve offered a few strategies and tools to prevent it from detailing our projects. Overall, the key to avoiding scope creep is to have a clear communications plan, project requirements, a software tool, and change request process.
With these strategies in a companies arsenal, we can proactive in managing changes to the scope of the project. When remote team can stay focused on the original objectives and deliverables, we are more likely to end up with a finished product that is on time, on budget, and error free.
With our digital lite business solutions, we can help small businesses and start ups get their projects off on the right path. Contact us for a free discovery session, were we can help your business identify the root cause of scope creep and strategies for how to manage it.
You may also like:
