As a project manager, I can tell you that project scope creep is responsible for most delayed projects. Let me paint you a clear picture; you’ve been working on a large project for weeks, getting close to meeting deliverables. Then, suddenly, the requirements change. Okay, this might not be in the original plan, but you can accommodate it, right?
As you’re working on the new requirements, a new deliverable is added, and then another and another. Now, there’s no clear path for your project, you’re off track, you can’t meet the deadline, and you don’t know which task to handle first. That is scope creep, which is the bane of most project managers’ existence.
Scope creep can result in significant delays and, in some cases, complete failure of the project. How can we avoid it? Also, is there any method methodology to control scope creep? Luckily, I’ve done some research, and here’s what I found. Keep reading to learn about scope creep and how to deal with it.
What Is Scope Creep?
Scope creep occurs when new requirements are added, and the project has already begun. It occurs when changes are made to a project scope without a control procedure like change requests. Making changes to a project in progress can significantly affect the costs, schedule, resource allocation, and budget. In some cases, it compromises the completion of goals and milestones. This is evident specifically when project managers are using the Waterfall methodology, which is a methodology with a linear approach. In Waterfall, each stage of the workflow needs to be completed before moving on to the next step. Hence, scope creep would interrupt the process of a project manager.
Using the Agile methodology, scope creep becomes less of an issue. Agile encourages the team to work simultaneously on different phases of the project rather than in linear form like using the Waterfall methodology.
Causes of Scope Creep
No one wants their project to be delayed or wants to lose sight of the original goals. This often happens when using the Waterfall methodology. Therefore, you must first learn its causes to prevent the issue. Below are some reasons scope creep occurs in a project.
- Project Scope: Without a clear scope of the project or documentation to point to, scope creep is sure to occur.
- Poor Communication: Without clear feedback on the project scope before kick starting it, the scope can easily spiral out of control. For example, stakeholders might request changes without communicating or discussing how the new change will be implemented.
- Unclear Objectives: When you’re working on a project, it’s because you have a goal to achieve. Clear objectives provide your team insight into what they need to contribute to the project’s success. On the other hand, if your team does not know what the objectives are, they won’t know what to prioritize, resulting in project scope creep.
- Too Many Stakeholders: When everyone wants to direct the progress of a project, scope creep is inevitable. That’s why it’s essential to have a team lead driving the project forward in every direction.
In the Waterfall methodology, the plan set is almost considered sacred. However, in Agile, most of the above don’t really apply. Agile allows flexibility with the scope, continuous feedback is given because the team constantly produces outputs which are shared with stakeholders, and short term objectives are prioritized more than long term ones.
Can Scope Creep Be a Good Thing?
Yes. Scope creep can be a good thing. Customer demands aren’t always static, so it’s best to be prepared for scope creep and get the best out of it. When I experience scope creep, I like to look at the bright side of things; here are some advantages of scope creep in your project.
- Improves Customer Involvement: Consistently accommodating changes demanded by your customers shows you care about them. This enhances your reputation and also attracts potential customers while ensuring customer loyalty from present customers. This gives customers the impression that you’re adaptable.
- Ensures Market Compatibility: With constant new updates, you’ll finally have a product that meets the market requirement.
- Flexible Budget: Using an agile approach, scope creep’s budget change doesn’t impact you as much because you’re working in short-term phases and therefore short-term billings. This gives you the ability to play around with your budget more freely.
- Optimizes the Team’s Process: I view scope creep as a learning opportunity for my team and me. So, the next time you experience scope creep, you can learn from it and optimize your internal processes to prevent it next time.
Examples of Failed Projects Due to Scope Creep
Over the years, I’ve seen many examples of project failure due to scope creep. A notable example is the Denver International Airport. This project clearly shows scope creep caused by an unrealistic deadline and poor communication can fail. For example, the airport’s luggage handling system failed despite warnings from several parties. As a result, the deadline was missed by 16 months and ran 250% over budget.
Another example is the Chrysler PT Cruiser project. Due to several last-minute changes during the design stage of the PT cruiser, there was a significant delay in the product delivery schedule. Due to this, the company experienced low sales on the launch day. This might not have happened if there had not been scope creep.
How to identify a project scope creep and tips for preventing it
We’ve all experienced scope creep at some point, and to prevent it, we must learn how to avoid it or deal with it. What does it look like? It could be the limited resources, customers, or stakeholders causing the problem. They’re usually those asking for a little extra change in your project.
Although change is inevitable, you can spot project scope creep through the many changes in your project. Of course, a few changes are acceptable, but it should be a red flag when it becomes too much, especially if you’re working with Waterfall. Below are some tips to help you prevent scope creep when you identify it.
- Conduct better scenario planning
- If the project scope is small, host a kick-off meeting to review the project scope before the project begins to guarantee little to no changes are made along the way. However, in most project, more flexibility is required because a project of a large scope may constantly change.
- Ensure clear communication throughout the project’s timeline
- Switch to agile methodology if possible
- Document the changes that occur along the way
- Set priorities for deliverables and track the project’s progress
How using Focus Bear can prevent scope creep
Think of scope creep as another project you have to manage. Although many pieces are not in place at the moment, you have to make them come together, and that’s what Focus Bear does, it helps you put the pieces together. It is a task management software that efficiently keeps you on schedule despite scope creep.
Focus Bear helps people spend more time in deep work so they get work done faster and ignore distractions from unrelated tasks.
Timing and task management are also essential to stick to the project scope. You can easily lose track of time with so many distractions on your device. Focus Bear helps to keep your smartphone distraction-free, so you can focus on your new deliverables and achieve them.
You can customize your routines and workflows on Focus Bear to track each goal and ensure you’re making progress. This habit tracker allows you to customize your morning and evening routines. You also get to customize the frequency of your breaks to avoid screen headaches and also ensure your energy level stays high throughout the day.
Seeing that you’re making progress, Focus Bear will remind you that you’re not stagnant and are one step closer to your goal. What better way to beat project creep than with an app that ensures total focus on your goals?
Final Thoughts
As you’ve seen, project scope creep has many faces. Therefore, you must take serious steps to know how to deal with it. A tool that can help you with this is Focus Bear; it is a tool you can use to organize your tasks. Utilizing it ensures productivity and can go a long way to prevent failure.
No comments yet