5 ways of preventing ‘Scope Creep’

Scope creep (also called focus creep, requirement creep, feature creep, and sometimes kitchen sink syndrome) in project management refers to uncontrolled changes in a project’s scope. This phenomenon can occur when the scope of a project is not properly defined, documented, or controlled. It is generally considered a negative occurrence that is to be avoided.

Typically, the scope increase consists of either new products or new features of already approved product designs, without corresponding increases in resources, schedule, or budget. As a result, the project team risks drifting away from its original purpose and scope into unplanned additions. As the scope of a project grows, more tasks must be completed within the budget and schedule originally designed for a smaller set of tasks. Thus, scope creep can result in a project team overrunning its original budget and schedule.

Source: Wikipedia

Write a specification

An important part of any project. Include the features they’re going to get and the features they’re not. We’d recommend a more detailed specification for larger projects and a summary style specification for smaller projects.

Set realistic timescales

In our experience projects can take up to twice as long to complete as you original planned for. Cater for unforeseen factors on top of the estimated project timescales. Meetings, technical delays and general unforeseen circumstances inevitably extend timescales.

Milestones

Large projects require milestones to be implemented. A milestone help a client digest bite sized chunks of a project to cast feedback at that stage to ensure the specification has been adhered to. Staged payments can also be part of these milestones to help cashflow.

Managing eager clients

If a client is constantly on the phone to you, or a member of your development team then this will have knock-on effects to the project timings and the deliverables. Politely advise them that this time would be best spent on the project and to put any RFC’s (Request for Changes) in an email.

Request for Changes (RFC’s)

A major component of Scope Creep is a client micro managing their project. Simply, if it’s not in the specification then tough. If they have changes that can wait, and are extras then instigate a RFC document. At the end of the project, or a milestone, you can assess the RFC document and charge the client extra according to the requests. This saves time, earns you extra revenue and keeps the project on track.

Wrap up

Keep things tight and professional, while being flexible and personal. A client wants that personal touch, you want to get paid. Follow these simple procedures and your professional relationship will prosper.