Weaving the Threads and Drawing the Line #
At this stage of project development, we have already conducted a thorough collection and analysis of requirements, gathered, and structured key information about the product. This foundation now allows us to move to the pivotal moment—defining the project scope (Define Scope). At this stage, we bring together everything that has been identified, assessed, and documented to form a unified vision of what the project entails and the outcomes it aims to achieve.
The project triangle, based on three interrelated elements—time, cost, and scope—is a key guideline in project management.
We are at the scope management stage, which helps us clearly define the boundaries of the project. Scope management ensures that the project is completed within the established constraints and that the final outcomes meet the client's expectations.
Define Scope is the accumulation of all the information gathered during the analysis process. We have collected stakeholder requirements, developed the project vision and objectives, validated hypotheses, and defined the scope of our product. Now, all these elements need to be combined into a clear and concise project scope description that will serve as a guide for the entire team.
Focused Scope Management #
The diagram above clearly illustrates the principle of dividing and managing project and product scope, emphasizing what falls within the boundaries of the project and what remains outside. This approach helps avoid misunderstandings among stakeholders and prevents uncontrolled scope expansion, commonly known as scope creep. Let’s explore the details and their extended significance in project management.
1.Product Scope #
- Product Scope answers the question: “What exactly is being created?” It provides a specific description of the features and functions of the product or service to be delivered upon project completion.
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Features and Characteristics: #
The product scope includes the key features to be implemented, such as functional requirements, technical specifications, and user scenarios.
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Releases and Versions: #
Product development and delivery often occur in phases. Releases with successive product versions are created, with each step adding new value or improvements.
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Additional Focus: #
Developing the product scope requires close collaboration with users and stakeholders to determine which features provide the most value.
2.Product Scope #
- Project Scope answers the question: “How will we create it?” It encompasses all the work, resources, and budget required to deliver the product or service.
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Tasks and Resources: #
The project scope specifies the tasks and activities to be completed and allocates resources (human, financial, and time) to achieve them.
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Budget and Deadlines: #
Creating the product requires clear boundaries—budget constraints and work schedules. These help manage expectations effectively and optimize the execution process.
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Execution Control: #
Continuous monitoring of the project scope allows tracking deviations and making timely adjustments to stay aligned with the objectives.
3.Might Be In Scope #
- This is the area of potential opportunities. It includes tasks, features, or activities that:
May be added to the project later;
Require additional discussion or prioritization checks;
Could be postponed due to resource limitations but remain under consideration.
4.Out of Scope #
- Out of Scope defines what the team will not do, clearly outlining the boundaries of the project. This is a critical component of scope management because it:
Protects the project from uncontrolled scope expansion (scope creep);
Helps prioritize and manage stakeholder expectations;
Ensures transparency and clarity following discussions with the client.
Relationship Between Scope Levels #
These scope levels—Product Scope, Project Scope, Might Be In Scope, and Out of Scope—form a clear system where each component is interconnected. As a result:
Clear definitions of each area enable the project team to work cohesively, minimize risks, and deliver value within the agreed timeline and budget.
Managing Scope Expansion: Combating Scope Creep and Fixing Project Scope #
One of the key challenges in project scope management is combating scope creep, where project boundaries become blurred due to the uncontrolled addition of new requirements. To successfully address this challenge, it is essential not only to clearly define the project scope but also to implement effective change management strategies.
1.What Is Scope Creep? #
Scope Creep is the process of uncontrolled expansion of a project's scope, which can lead to budget overruns, delays, or a decrease in the quality of the final product.
1.What Is Scope Creep? #
Scope Creep is the process of uncontrolled expansion of a project's scope, which can lead to budget overruns, delays, or a decrease in the quality of the final product.
- Causes of Scope Creep:
- Unclear project scope definition at the initial stage.
- Frequent change requests from the client.
- Lack of change control processes.
- Overestimation of team capabilities or underestimation of task complexity.
- Poor communication within the team or with stakeholders.
Scope Creep is not always an inherently negative phenomenon, but without proper management, it can become a serious threat to the project.
2.Strategies to Combat Scope Creep #
To minimize the risks associated with uncontrolled scope expansion, the following key strategies are applied:
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Clearly Defining Scope at an Early Stage #
Creating a detailed Scope Statement that serves as an official document agreed upon by all stakeholders.
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Establishing a Structured Change Management Process #
Implementing a framework where each new initiative is analyzed for alignment with project goals and its impact on deadlines and budget is assessed.
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Prioritizing Changes #
Not all changes are equally important. Identifying key tasks and deprioritizing less critical ones helps maintain the team's focus.
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Regular Backlog Updates #
Within an Agile approach, iterative backlog management allows for changes to be incorporated without losing sight of the project's overall goal.
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Continuous Scope Monitoring #
Regularly reviewing progress against planned tasks helps the team stay on track.
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Transparent Communication of Changes #
The importance of clear and timely communication with the team and stakeholders cannot be overstated.
3.Scope Freeze #
At a certain stage of the project, a Scope Freeze decision may be made. This means that the addition of new tasks and changes is halted until the current phase or iteration is completed.
- When It Is Necessary:
- The project faces budget or time constraints.
- There is a risk of priority dilution.
- Stability is needed to complete key tasks.
- How to Fix the Scope:
- Set strict boundaries for changes.
- Establish control through a Change Control Board or responsible individuals.
- Ensure full understanding of the decision among all team members.
4.How to Avoid Scope Creep #
- Create a Detailed Project Scope Statement
- Define the project scope from the very beginning.
- Develop a detailed Approved Project Scope Statement
- Set specific goals and success criteria.
- Establish processes for flexible yet controlled change management.
- Communicate with the team and stakeholders at every stage, ensuring transparency.
Effective scope expansion management and scope definition require a balance between flexibility and discipline. This not only helps maintain control over the project but also ensures task completion within deadlines, budget, and quality standards. By applying these strategies, teams can minimize the risks of Scope Creep and successfully complete projects with high value for clients.
Approved Project Scope Statement #
The process of defining scope includes key components such as:
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Collected Requirements #
all identified requests and expectations of stakeholders.
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Product Vision #
a strategic representation of the product, its goal, and purpose.
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Hypotheses and Ideas #
concepts that have undergone filtering and evaluation, forming the foundation for further project steps.
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Constraints, Assumptions, Exclusions, and Risks #
potential barriers and assumptions that may impact the project and must be considered for successful task execution.
At this stage, the most critical document is the Project Scope Statement – the approved description of the project scope. This document is created as a result of consolidating all gathered information and serves as an official guideline, clearly outlining the project's objectives, tasks, key deliverables, as well as constraints and assumptions.
| Process Steps | Documents | Techniques and Tools |
|---|---|---|
| 1. Plan Scope Management | ||
| 2. Collect Requirements |
| |
| 3. Define Scope |
| |
| 4. Create WBS (Work Breakdown Structure) |
| |
| 5. Validate Scope |
| |
| 6. Control Scope |
|
This document serves as the foundation for all subsequent stages and helps prevent changes that were not included in the initial plan. It sets the project’s direction, ensures transparency, and acts as a guideline for the entire team, helping them stay focused on the defined objectives.
The Project Scope Statement consists of several components that help clearly define what will be created and which elements will not be included in the project's scope:
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Product Scope Description #
a description of the project’s product, including its configuration and characteristics that are planned to be developed within the project scope. Ideally, this aligns with the Product Vision.
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Project Goals, Milestones, Tasks, and Expected Deliverables #
a clear definition of the project's objectives and what exactly needs to be created during the project execution.
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Acceptance Criteria #
the parameters by which project results will be evaluated.
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Constraints and Assumptions #
key aspects that must be considered throughout all project phases.
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Exclusions #
elements that are explicitly not included in the project scope to avoid misunderstandings and prevent scope expansion beyond its defined boundaries.
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Risks #
known or most anticipated project risks that can already be identified at this stage. A more comprehensive risk analysis and mitigation planning will be conducted in later project planning phases.
Thus, defining the project scope not only finalizes the analysis conducted in the previous stages but also transforms it into concrete and measurable goals that will guide us throughout the entire project.
Agile Scope Management #
Agile Scope Management is a flexible approach to managing project scope, allowing project goals and requirements to adapt as they are developed and tested. In this process, we do not fix the project scope once and for all but instead give the team the freedom to gradually shape and refine what truly needs to be created, based on current conditions and gained experience.
The illustration represents this process in the form of six key steps that ensure smooth and effective scope management within the Agile framework.
1. Design the Box Vision Exercise #
- At this stage, the team collaboratively develops the initial vision of the product. They imagine how the product would look if it were packaged, defining its key features, mission, and unique characteristics. This exercise helps create a shared vision and serves as a starting point for discussions about the project scope.
2. Feature Workshop #
- The team gathers to discuss and define the key features and capabilities the product should include. This stage is a crucial part of collaboration, where the perspectives and needs of various stakeholders are considered, and the direction for future development is determined.
3. Candidate Feature List #
- After discussions, a list of potential features is created. This is a comprehensive list of all possible functionalities and capabilities suggested during the workshop, without rigid prioritization. The goal at this stage is to gather all ideas, which will later be evaluated and prioritized.
4. Create/Refine Product Backlog #
- The next step involves organizing all features into a backlog. The team evaluates the importance of each feature and refines the task list, ensuring clarity on what needs to be implemented first and what can be postponed. This is a dynamic document that is constantly updated as requirements evolve.
5. Iteration Backlog #
- From the product backlog, an iteration backlog is created for the upcoming iteration. Each iteration includes specific features that will be developed and tested in the next cycle. This stage involves planning and development, marking the beginning of active work on functionality creation.
6. Evaluate Built Scope #
- At the end of each iteration, the team reviews completed tasks to assess whether they meet the defined goals and expectations. This step determines whether the necessary features have been implemented and if any improvements or additions are needed. Based on this analysis, the team may reprioritize tasks to ensure continuous adaptation and alignment with evolving needs.
Thus, Agile Scope Management is an approach that enables teams to find a balance between the initial plan and the need to adapt to changing requirements and market conditions. The team continuously learns and improves the project, leveraging feedback and analyzing intermediate results. As a result, the final product is highly aligned with user needs and market demands, ensuring its relevance and success.
