Are you a project manager who often hears the term "scope creep" but aren't quite sure what it means? If so, you're not alone. Scope creep is a common problem in many businesses. Unfortunately, it can be difficult to understand what it is and even more challenging to stop it from happening.

Let's define scope creep, discuss its causes and effects, and provide tips on preventing it from happening in your business.

What is Scope Creep?

In its simplest form, scope creep is when the scope of a project changes after it has already been agreed upon. Scope creep can be due to many factors, such as new requirements from the client, unrealistic expectations, or simply because the project team did not do an adequate job of defining the scope in the first place.

Scope creep can be very harmful to a project as it can cause cost overruns, delays, and frustration among the project team. In some cases, scope creep can cause a project to fail entirely. As a project manager or business owner, it is essential to know how to avoid scope creep and keep your project on track.

Causes of Scope Creep

The causes of scope creep vary by industry, project type, and even manager. However, here are a few common causes:

Poorly Defined Scope: A poorly defined scope is one of the most common causes of scope creep. When the project team does not take the time to define the scope of the project upfront, they are more likely to run into problems later on. Sometimes projects come up quickly, and managers are tempted to skip the fundamentals to get the project started quickly. However, this lack of planning typically backfires and causes more issues down the road.

Client Requests: Another common cause of scope creep is when the client requests changes to the scope of the project. Whether this is because they didn't understand the scope initially, have changed their mind about what they want, or are just ignoring your previously defined processes, it's vital to address these client requests immediately before they cause a project delay or budgetary concern.

Unclear Goals: Scope creep becomes a significant issue when a project begins without clear goals. Clients tend to change their minds about design or content based on whim or what they see elsewhere when they don't have clarity about what they need for their unique business.

Changes in Technology: Another factor that can contribute to scope creep is changes in technology. For example, if a project begins and you're using a particular email marketing platform, it makes sense to have a specific project scope around the platform's features. However, if a client decides to use an alternative platform after the project begins, the features will likely be different and require a different scope of work.

The Negative Effects of Scope Creep

Scope creep can have many adverse effects on a project, such as cost overruns, delays, and frustration among the project team. In some cases, scope creep can cause a project to fail entirely. Therefore, it's crucial to understand how to avoid it.

Lower Quality: When the scope changes, it can often lead to taking shortcuts to meet new deadlines. As a result, the project might not be up to the quality standards that both parties expected.

Missed Deadlines: When the scope of a project changes, it can often lead to missed deadlines, making both parties of the project frustrated. The best project scopes have built-in timelines that work in tandem with project tasks.

Increased Costs: One of the most common effects of scope creep is increased costs because when the scope changes, it often leads to performing more work or repeating steps already completed earlier in the project. This additional work can cause the project to go over budget and be a major problem for the organization.

Tips for Preventing Scope Creep

Now that we know the common causes of scope creep and how it can negatively impact you, let's look at some tips for preventing it.

Define the Scope Upfront: One of the best ways to prevent scope creep is to define the scope of the project upfront and emphasize that while it's flexible in some areas, there are some non-negotiable along the way. Once you've determined the scope, it's essential to get sign-off from all stakeholders, so there is no confusion later.

Be Clear About What Can and Cannot Be Changed: Another way to prevent scope creep is to be clear about what can and cannot be changed. If you're a website designer, for example, and working with a nonprofit website client, you might include items such as website design, branding services, and technical assistance in your contract and project scope. However, you'll want to be clear that once the client approves the design concept, they cannot change the basic site framework later.

Communicate With Stakeholders: You can eliminate the majority of project misunderstandings with great communication. For most projects, this communication begins at the booking and contract process and extends through the client offboarding phase. Communicate through channels where you can save messages and record requests, changes, and delays. It's also best to stick to one or two preferred communication channels, so messages aren't lost or overlooked along the way.

Monitor the Project: Regularly monitoring the project is extremely important. Monitoring might mean training your employees to track progress and look for any signs of scope creep, for instance. If scope creep is detected, it's crucial to take action quickly to prevent it from causing further problems. Project tracking software like Dubsado or Monday.com makes it easy to keep track of multiple projects and deadlines at once.

Learn To Say "No": One of the most important things you can do to prevent scope creep is learning to say no. This stance means being firm with clients when they request changes that you cannot or should not accommodate. It's important to explain why the change cannot be made and offer alternatives, if possible, including resources they can use to make the changes on their own once the project is completed.

Steer Clear of Gold Plating: Gold plating is when you add extra features or functionality that are not required. This can often lead to scope creep as it's adding something that wasn't originally agreed to for the project. While it might be tempting to go ahead and deploy that custom font on the website design, it can lead to problems later on when the clients want to experiment with a different font or try multiple versions!

Final Thoughts

Everyone typically enters a new project with the best attitude and perspective, never expecting a project to get derailed due to scope creep. However, preparing for how to avoid this scenario saves everyone time and energy and often results in a more successful project outcome.

Has scope creep been an issue in your organization? If so, how do you address it?

One Nine Design is a digital marketing company helping small businesses and nonprofits learn how to use their website and email list to grow their reach and make a bigger impact!

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