The project scope is the project manager’s best ally. It’s the benchmark throughout the project life cycle, keeping you on track until you reach your objectives.
However, complacency can sometimes set in. You may be tempted to say « I don’t need to define the scope, I’ve already managed thousands of similar projects!
As project managers, defining and planning projects is our core business. It all starts with creating a solid project scope. No matter how many times you’ve run similar projects, you can’t afford to ignore the basics.
So let’s get back to it together.
What is the scope of a project?
The scope of a project defines all the work and elements to be taken into account to deliver a specific result.
It should not be confused with the product scope, which describes the functionalities and characteristics of the final product or service. The project scope, on the other hand, details everything required to produce the product or service according to the planned specifications.
For example, the project scope for the creation of a new feature would include not only the specification of the feature itself, but also the development tasks, testing, documentation, etc.
The crucial importance of the project perimeter
Clearly defining the scope of a project has many advantages:
- Shared understanding of objectives and deliverables
- Better management of stakeholder expectations
- Frame of reference throughout the project
- Basis for progress monitoring
- Preventing skids and uncontrolled range changes
A well-defined perimeter is your best protection in the event of a dispute. It’s the document that clarifies exactly what is and isn’t included in the project.
The risks of an ill-defined scope
Insufficient attention to scope definition can have serious consequences:
- Budget and deadline overruns
- Confusion over expected deliverables
- Conflicts with customers or stakeholders
- Team demotivation
- Project failure in extreme cases
The example of Dyson’s electric car illustrates these risks. Announced in 2017, the project was abandoned two years later after sinking $600 million. The main causes: underestimated costs and excessive perfectionism, symptoms of a poorly defined scope.
7 steps to defining the scope of a project
1. Identify project objectives
The first step is to clearly understand and formalize the project’s objectives. This involves
- Identify all stakeholders
- Understand their needs and expectations
- Determine how the project will meet these needs
- Formulate clear, measurable objectives
Ideally, use the SMART method for :
- Specific
- Measurable
- Achievable
- adapted to Reality
- Temporally defined
For example, a SMART objective might be: « Increase resource utilization by 20% over the next 6 months through planning optimization ».
2. Create a resource management plan
Once the objectives have been defined, it’s time to think about resource allocation. The key is to assign the right people with the right skills to the right projects, while avoiding overload.
To do this, create a detailed resource management plan. This is where a tool like Teambook becomes indispensable, enabling you to easily visualize the workload of each team member and optimize allocation according to skills and availability.
3. Identify project constraints
List all the factors that could have an impact on the project:
- Costs
- Deadlines
- Quality
- Risks
- Resources
- Technical or regulatory constraints
For example, with Teambook, you could immediately identify a constraint linked to the limited availability of a key expert over a given period… and remedy this by allocating other resources with the necessary skills and availability.
4. Write the perimeter statement
This is the time to compile all the information gathered into a structured document. The scope statement should answer the following questions:
- What is the project and why is it being carried out?
- What deliverables are expected?
- How do you measure success?
- Who makes up the project team?
- What is the resource plan?
- What are the budget and deadlines?
- What constraints have you identified?
- Who are the main stakeholders?
5. Align stakeholders
Share the scope statement with key stakeholders for validation. This is an opportunity to check that the objectives are indeed the right ones, and to get everyone on board.
Don’t hesitate to review the perimeter if necessary. A change of direction is common once everyone has the big picture.
A tool like Teambook enables immediate synchronization of the calendars of each resource, whether internal or external. This is a key factor in aligning the parties!
6. Plan a change management process
For complex projects, implement a formal change management process. This ensures that scope modification requests are handled in a structured way, without blocking any further development.
7. Communicate scope to team
Once finalized, share the project scope widely. Make sure it’s easily accessible to all team members.
For large projects, schedule regular scope reminders. This will enable you to quickly identify any deviations and make any necessary adjustments.
As mentioned above, Teambook’s synchronization feature enables project managers to ensure that communication flows smoothly and in real time. Teambook also offers e-mail notifications.
The perimeter will evolve, and that’s normal.
Although the perimeter is your reference, it is not set in stone. Changes are often necessary during the course of a project. The important thing is to anticipate them and manage them in a controlled way.
By defining a solid scope from the outset, and actively managing it, you’ll set yourself up for success.
With a tool like Teambook, you can easily adjust resource planning in line with changes in scope, while maintaining clear visibility of the impact of these changes.
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