In any project, scope change is a reality. It is a common occurrence for clients to want to add items that were not included in the original agreement. As a project manager, it is important to know how to navigate scope change in a way that is beneficial to both the client and the business. In this blog post, I will discuss how to manage scope change effectively, from the initial agreement to the final delivery. By understanding the scope, the key players involved, and the legal ramifications, you will be able to adjust accordingly and ensure successful project completion. Additionally, I will discuss the importance of setting realistic expectations, planning ahead, and documenting changes. Whether you are a project manager or a client, understanding scope change will help your projects end on a positive note.
Managing Change: How To Manage Project Scope Change
What is scope control?
The regulated monitoring of project elements and strategies for implementing a change in scope is known as scope control. The project management plan, performance measurement margins, standard documentation, and data collection, tracking, and analysis are just a few examples of the many components that make up scope control.
The project management plans include baseline scope, requirements, schedules, and cost analysis. The standards by which the project manager can assess the project’s success are performance measurement margins. Templates and tracking tools for citing incidents and maintaining uniformity throughout the project are examples of standard documentation that is an organizational asset.
What is a change of scope?
A project’s scope is a thorough description of all its components, including materials, deadlines, resources, and outcomes. Changing any aspect of the scope after establishing it at the project’s beginning is known as changing the scope. Change of scope is very common in project management because it keeps projects flexible.
As an illustration, suppose you are a contractor hired by a client who wants a new floor installed in their kitchen. You give them a $5,000 price quote and let them know it will take two weeks to complete the project. The client realizes they want to redo the rest of their floors after you replace the kitchen floor. This represents a change in the project’s scope because the new quote is for $20,000 and you might need to hire more people to finish it on time or for a longer period of time.
Who is in charge of scope control?
Scope management, management, and documentation of changes to the project’s scope are typically the responsibility of project managers. Project stakeholders may offer changes, or team members may suggest changes to various aspects. It is the project manager’s responsibility to manage, approve, and carry out these changes when this occurs.
Project managers must implement change-of-scope strategies in order to prevent problems. For instance, if responsibilities shift during the course of a project, it’s crucial that the team understand their new responsibilities and that the project manager documents them to prevent tasks from going unfinished.
Tips for handling scope change on a project
You can use the following advice to manage scope change on a project:
Understand the scope change reason
One of the most crucial components of managing the change in scope is comprehending the cause of the change. Understanding the reasons behind the project’s scope change will help you make changes that will increase project success. Understanding the scope change reason in detail is also crucial because, as a leader, you must inform your team of the change.
Document each aspect of the change
You may decide to change other factors to maintain project effectiveness when a project’s scope changes. Think about putting in place procedures to record all client requests, meeting notes, project incidents, budget and budget changes, and progress information. Additionally, documentation enables you to spot potential improvements to your change of scope control.
For instance, suppose you manufacture buttons and your client wants 4,000 of them by the end of the month. You can change the budget to account for changes if your client requests that you deliver 6,000 buttons instead. In order to defend yourself, your team, and the company you work for if the client claims they didn’t approve the budget increase, it’s crucial to document everything related to a change in scope.
Determine new schedules if needed
The timeline is one element of the project scope that could change. You may need to adjust schedules to reflect changes when a client requests a change to the timeline or you and your team decide it might be necessary. A project manager may need to adjust a number of schedules, including employee work hours and production deadlines. Establish new schedules as soon as possible during the change in scope so your team members are aware of the deadlines they must meet and know when to start working.
For instance, a safety company hires you and your team, and you have three months to produce ten safety-related training graphics. However, a month into the project, the client contacts you and requests that you complete the project in two months rather than three because the national safety laws have changed. You might need to schedule additional graphic designers to work longer hours for this change in scope in order to finish the order on time.
Prioritize team member communication
Communication with your team regarding a change in scope is crucial if you are a project manager. You might have to let them know about revised project requirements or a new deadline. Encourage teamwork when speaking with your group, and be ready to deal with any resentment about scope changes.
Consider declining project changes
Before you and your team begin working on the project, you and your client should decide on its specifications as part of your standard documentation. The agreement should expressly state that the project manager has the right to consider and reject any scope changes that the client requests while the project is still in progress. Sometimes it is impossible to change the scope of a project, so you should think twice before granting any client requests to do so. Inform the customer that they are welcome to start a new project to address the aspects they want to change.
FAQ
What causes scope changes?
When the parameters of a project, such as the budget, deadline, or end goal, change after the project has already started, this is known as scope creep. Knowing how to quickly adapt to scope creep can help limit its effects because when this happens, resources and finances can be depleted.
What is the impact of scope change?
Changes in scope may have an effect on the project’s budget, schedule, risk level, and even quality. Changes in scope can be requested by the client, the project sponsor, or other parties involved. Very early in the project planning and estimation phases, the scope of work is established.
What is scope change control process?
A scope change control system outlines the steps required to change the project’s scope. It consists of the documentation, monitoring tools, and levels of approval required for change authorization. The system for controlling scope changes should be integrated with the overall system for controlling changes.
What is the difference between scope change and scope creep?
Scope creep alters the deliverable of the project without approval. Not all parties are informed of the scope creep changes. A scope change is an authorized modification to the project’s duration and financial arrangements. Scope change clarifies expectations with a new project proposal.
