How to avoid scope creep
We’ve all been there. Busy working on a project, comfortably making progress, and confident that we will make the target date.
Then we get the call or the email. You know the one.
“I love the work so far. How about we add…” followed by a list of more than one ‘suggestion’ of new work for the project.
Scope creep.
What the creep?
Originating in Project Management, scope creep is any task or piece of work added to a project after the project has begun. Scope creep can make you miss targets and derail your project, it can also increase project costs.
So, how can you avoid the damage that scope creep can cause?
The 5 C’s of Scope Creep Prevention
1. Communicate
All the people invested in the results of the project (stakeholders) must explain what they want the project to achieve.
Any disagreements need to be resolved before the project begins. Anything that isn’t critical to the project can be left out.
2. Control
Change happens. Those suggestions I mentioned earlier? Well, knowing how to manage or control change is key to a successful project.
A Change Control Process considers;
any new changes
the impact of the changes
if the change should be approved, and
how to implement the change
The stakeholders should agree to the Change Control Process, including assigning responsibility for each stage.
3. Clarify
When you start to plan, write down all the project goals and expectations. Then list all the tasks that are needed to reach the goals.
Organise the tasks in chronological order, giving each a target date for completion.
Include all project milestones and specific points along the project timeline, like the start or end date of phases within the project. It is also important to include flexibility for any changes or emergencies.
4. Confirm
Discuss the final schedule and requirements with the stakeholders and resolve any disagreements.
The stakeholders then sign off on the final plan.
5. Collaborate
Bring in all the project team members, including any freelancers you need for the project.
Make sure everyone knows their roles and responsibilities. Discuss any concerns team members might have and try to resolve them.
Now the project can start.
Creep Keeps Creeping
You’ve done what you can to prevent scope creep, but something isn’t quite right. Somehow scope creep has happened.
Identifying early signs of scope creep can stop the problem from getting worse.
The 3 D’s of Scope Creep Management
1. Detect
Signs of a project impacted by scope creep are;
missed project milestones
confusion about roles and responsibilities
the project manager is not actively involved
2. Descope
Find out what has gone beyond the agreed scope, then find ways to reign it back in.
3. Decide
Do any changes need to be removed or tweaked? Consider other options such as budget limitations (time and money), adjusting the timeline or reassigning roles.
Carefully consider any new requests to prevent further issues.
Scope Creep and the Freelance Contract
Scope Creep is preventable and fixable, but it can still happen.
If you need the freelancer to do more work, speak with the freelancer. If they are available to work, you’ll need to agree a new contract.
It’s one thing to have project scope creep, but expecting a professional to do extra work for free is pure creep territory and needs to be avoided at all costs.
Mary Wyrd offers virtual assistant and copywriter services for creatives and small businesses.