You’re trying to reach your project’s destination on time and within budget. What if, suddenly, the winds of change blow in, shifting your project’s scope? In a small to medium-sized business, the ability to adapt to changing scopes is essential.
According to Wellingtone’s State of Project Management report, “only 34% of organizations complete their projects on time, only 34% complete their projects without going over the budget, and only 45% say that their organization has a track record of success in projects.” One of the dominant reasons for these low numbers is scope creep. So, what are the best strategies to avoid scope creep and tackle it head-on when it inevitably arises?
1. Avoiding Scope Creep by Planning Ahead
Clear Project Definition:
Begin with a rock-solid project definition. Lay out objectives, deliverables, and constraints upfront. Avoid vague terms that can be interpreted differently. When your team knows what’s expected, scope creep is less likely to emerge. This is one of the reasons why it’s so beneficial to have your team working a centralized system that contains all of the data relevant to each project.
Robust Planning:
Take time to plan out each phase of the project to not just avoid scope creep but simultaneously maximize profits on every project you manage. Allocate resources and set realistic timelines. Anticipate potential changes and build flexibility into your plan.
Stakeholder Involvement:
Keep your stakeholders in the loop from the start. Regular communication helps prevent misunderstandings and aligns expectations, reducing the chances of scope creep as the project progresses.
2. Addressing Scope Creep
Early Detection:
Monitor your project’s progress diligently. This is made easier with software like Tigerpaw One, a Rev.io Company platform, which will allow you to schedule tasks, assign owners, set up alerts and notifications, and reduce time and cost overages. As soon as you notice a deviation from the original scope, address it. Ignoring small changes can lead to an avalanche of scope creep later.
Change Control Process:
Implement a change control process to reduce the number of surprise adjustments to timelines on any element of the project. Any proposed scope changes should go through a formal evaluation. Assess the impact on timeline, resources, and budget before approving them.
Communication is Key:
Engage in open and honest communication with your team and stakeholders. Clearly explain the implications of scope changes. Discuss the trade-offs between accommodating new requests and sticking to the original plan. If you can do this effectively, you can not only avoid excess scope changes but you can execute more profitable projects across the board.
3. Practical Tips for Project Management
Buffer Management:
Build buffers into your schedule and budget to prepare for the unexpected. They say the only constant is change so sometimes, despite your diligent planning, project changes will need to be made. This gives you room to handle unforeseen changes without compromising the project’s core goals.
Documentation:
Maintain thorough project documentation, preferably in a centralized system that all relevant team members and project stakeholders have access to. Track all changes, their justifications, and their impact. This helps in making informed decisions and defending your project’s original scope when necessary.
Negotiation Skills:
Develop your negotiation skills. Sometimes, scope changes are unavoidable, but you can negotiate for trade-offs like extending the timeline or reallocating resources to minimize the impact. If you need to present potential project delays or scope changes to your customers, these tips can help you improve your customer service and retention.
Adapting to shifting project scopes is essential for any SMB looking to enhance their efficiency, profitability, and customer satisfaction. By setting a strong foundation and staying vigilant, you can avoid scope creep as much as possible. When it does appear, don’t panic. Utilize effective communication, robust change control processes, and negotiation tactics to navigate these challenges.
With the right tools, you can steer your project towards success amidst changing tides. Tigerpaw One, a Rev.io company platform, is the all-in-one automated software that can help. Find out more about it here. We’d love the chance to help you build a better business and sleep better at night!