Navigating the Quicksands of Scope Creep: a Guide to Keeping Your Project on Track

Managing scope creep is essential for any project to succeed. This common challenge can significantly impact timelines and budgets, so what is the key to keeping it in check? In short, by making sure the project has been thoroughly assessed. 

This article delves into the murky waters of scope creep, identifying its symptoms, exploring real-life examples, and prescribing remedies to keep your projects on course.

What is Scope Creep?

Scope creep, or 'requirement creep,' refers to the expansion of a project by adding or finding new issues that must be resolved before continuing the project. It’s akin to setting sail for a destination, but learning that this destination requires four people to be on the boat along the way, so you go back and get another person. As you set sail again, your mainsail rips, so you have to repair that and so on. The destination continues to be on the horizon. As more features, revisions, or deliverables are added to the project, its size becomes increasingly unmanageable. Scope creep.

“Scope creep can come in many shapes and forms, but our seasoned project managers are constantly thinking far ahead to ensure every foreseeable detail is accounted for early on. Our team actively works to mitigated mid-project surprises,” says Cole Gray, executive director of accounts, STAUFFER. “Clients want to start projects immediately, and so do we. But, the best first step is asking a lot of the right questions to ensure that those features that deliver the most value and results for our clients always have the appropriate budget and resources to successfully launch.”

How Scope Creep Can Derail A Project

Consider a website redesign project for an e-commerce client. Initially, the project was scoped to revamp the homepage, product pages, and checkout process. However, as the project progressed, the client realised they had not yet made sure the payment process worked with the new website. When they try to set it up, they learn it works with different technology. “No problem,” says the average agency, “we will just migrate everything to the new platform, but it will take two more weeks.” Now, we have even greater potential trouble.

The new platform may not be in harmony with the initial conceptualization of the project, leading to a feeling of discombobulation to the end-user, and ultimately lowers the site conversion rates – which in the end is the purpose the project was undertaken in the first place.

The Remedy for Battling Scope Creep

1. Rigorous Project Scoping: Conduct a thorough scoping session before diving into a project. Document every feature, deliverable, and functionality. STAUFFER, employs a detailed discovery process that includes interviews, user research, and competitive analysis to ensure all project aspects are covered from the outset.

2. Effective Change Management: Implement a structured process for evaluating and approving changes. Any request that alters the project’s scope should go through a change control board or a designated decision-maker who weighs the impact on time, budget, and resources.

3. Frequent Communication: Maintain open lines of communication with all stakeholders. Weekly check-ins and status updates can mitigate problems early.

4. Educating Clients and Stakeholders: Scope creep often arises from a lack of understanding. Educating clients and stakeholders about the implications of their requests can lead to more mindful decision-making.

5. Adopting Agile Methodologies: Agile framework software embraces change and facilitates flexibility. By working in sprints and having regular retrospectives, teams can better manage scope adjustments in a controlled manner. The right software choice for your company is one of personal taste. There are many choices out there; explore your options and find the one that suits your team best.

Scope creep is an ever-present challenge. However, it’s a challenge that can be overcome with strategic planning, effective communication, and strong project management skills. STAUFFER is well known for its fact-finding sessions. We believe an ounce of prevention is better than a pound of cure. By setting clear expectations, engaging in thorough project scoping, and fostering a culture of open communication, we navigate projects to their successful completion, avoiding the quick sands of scope creep.