“Well begun is half done.” This adage emphasises the importance of a strong start, and while it applies to many things in life, it is especially important in project management. This is one of the many lessons a professional learns from earning a PMP certification in Singapore, as well as the expertise to consistently launch projects with clear objectives, defined goals, and well-established parameters. However, even the most meticulously planned projects with a solid foundation for success can face disruptions due to scope changes. Read on as we go over this overwhelming and stressful part of project management and the steps to handle such project changes.
Scope Change Defined
Scope change is an official decision agreed upon by the client and project manager to change the scope of a project. It can include modifying a feature’s functionality, adjusting factors like the cost, budget, and timeline, or both. Scope change typically occurs during the execution phase and almost always results in massive frustration and disorganisation of the entire project.
A term that is different yet closely related to this concept is scope creep. On many occasions, scope creep can arise due to poorly managed scope changes, and it involves a project scope that goes beyond what was initially established in the statement of work. Lack of proper approval and costing processes and planning are some of the undesirable characteristics that define scope creep. And while it rarely means making big changes, scope creep undoubtedly leaves a significant impact on one’s bottom line.
Why Scope Change Must Be Tackled Strategically
Scope change is almost inevitable in project management, even for the most organised and proactive teams. As you may already be aware from taking project management professional courses, this field is inherently dynamic; evolving requirements, changing client expectations, and unforeseen challenges often lead to shifts in a project’s scope.
Approaching scope change strategically is essential because, if not managed properly, it can quickly spiral out of control. So, instead of trying to avoid scope change at all costs, a more effective approach is to build processes that allow teams to manage changes proactively.
How To Control Scope Change
Managing scope change is essential for keeping a project on track. Implementing a well-defined process to handle scope changes helps to properly delegate work, maintain oversight, and streamline future change requests. Here are the core steps to managing scope change strategically:
1. Establish a good foundation
Effective scope control starts with clearly defining the initial project scope. Implementing change control within an organisation without a structured approach can lead to confusion and resistance. While making small project adjustments may be simple, shifting organisational processes to embrace these changes can be challenging. Establish a basic process for managing scope changes so that when they arise, they don’t lead to costly delays or structural issues.
2. Develop a structured approach for scope approval
A structured approach for defining, evaluating, and approving scope changes is vital to capture new business objectives accurately. This should involve documented approvals rather than informal agreements, creating a formal record that clarifies what has been agreed upon. Documenting changes doesn’t restrict flexibility but provides clear boundaries and expectations, supporting effective planning throughout the project.
3. Define project completion criteria
Clear criteria for project completion prevent misunderstandings between stakeholders on final deliverables. Define what constitutes “client acceptance” and ensure there’s formal recognition that the initial project scope and any approved changes have been met. This process minimises discrepancies between expectations and documented requirements, helping all parties agree on what completion looks like.
4. Design a work breakdown structure (WBS)
Developing a WBS clarifies all the necessary tasks to achieve the project’s goals. Work backwards from the desired outcomes and benefits to document the complete scope. Communicate upfront that scope changes must be formally requested and approved before being added to the project, which helps avoid unplanned additions and “scope creep.”
5. Manage change continuously
Once the groundwork is set, focus on managing the project in line with established policies and procedures, while continuously assessing and managing any change requests. Remember, not all scope changes add value—learning when to decline unnecessary requests is crucial to protecting the project’s objectives and resources.
6. Communicate with your team
Your team needs clarity around scope changes, especially after they’ve invested considerable time and effort. When changes are required, involve and inform the team as soon as possible. Documenting requests and communicating why the change is necessary will keep the team engaged and aligned, reducing frustration and ensuring everyone understands the project’s direction.
Conclusion
Unplanned changes, whether large or small, are common in any project. By following these steps, project managers can strategically address scope changes without disrupting the project flow. Moreover, it’s best to set up these strategies early so that teams can adapt to changes efficiently and the project stays on track and aligned with business objectives while minimising risks.
If you are looking to further your skills and expertise in project management, consider signing up for BridgingMinds’s professional courses today. From PMI to PRINCE2® and more, we feature a wide variety of training programmes suited for various career stages and experience levels.
