Project Management 101: Defining Project Scope
Once your initial project idea has been approved, the team is likely anxious and excited to hit the ground running. However, there’s a “project before the project” that must be completed first: the project scope. Having a solid, reviewed and approved engagement scope before starting is the key to success. Some portions of developing a scope may be done as part of your initial approval process, depending on your company and the stakeholders involved. Either way, there are five key steps in hammering out a well-defined scope of work:
1) Create SMART Goals
The success of your project will be defined by the goals you set up front. When laying out your metrics and KPIs, look to that popular phrase “SMART:” your goals should be Specific, Measureable, Achievable, Realistic and all within your Time Frame. Each outcome you aim for should meet these criteria in order to set your team up for success. This isn’t the time for blue-sky dreams – bring your ideas back down to Earth and give them a real shape and solid foundation. Defining your goals will also guide the structure of your planned deliverables.
2) Define Project Needs and Resources
Now that you have your goals in place, take time to plot out what resources you need to get there. This portion includes things relating to team structure, budget and materials. Be honest with what is truly needed to make this project a success and what falls into the “ideal but not vital” category. Think of the ideal situation as Plan A; without those items you should still be able to meet your SMART goals on time, though some plans may need adjusted.
3) Understand Assumptions and Constraints
Next, parcel out what the team’s assumptions are around the project – those decisions/events that the team believes will happen, but are out of their control. This could include planned changes at the company or government regulations. Assumptions are part of risk identification and management. Similarly, constraints are known factors that will affect a project’s timeline, milestones or resources. These may decide whether or not you get to go with that ideal “plan A.”
4) Plot Timeline and Milestones
With both internal and external factors accounted for, the next step is to map out the timeline that will get your project across the finish line successfully. With your initial project approval, you likely had a deadline defined and accepted. Consider what milestones you need to meet along the way, and when those need to happen to keep everything running on time and within budget. Plan for a bit of flexibility – due to the constraints and assumptions you uncovered in step three, your timeline may shift throughout the process. Mark concrete deadlines that cannot be missed without putting the project off schedule, and build in wiggle room around the rest.
5) Set Expectations with Stakeholders
Based on steps one through four, you now have a draft scope to review with project stakeholders. Start by getting their expectations and understanding of the project needs, and identify areas where their thoughts may not align with your scope. Workout the discrepancies, and find ways to get better aligned. Be sure to discuss the assumptions and constraints and create a shared definition of success before getting started.
Once you’ve completed these five steps, make some time to adjust in light of what you discovered. Once finalized, send the official scope to all necessary parties. Now, the work officially begins!