Managing Scope Creep in Web Projects
Scope creep (also called “requirement creep”) in project management refers to uncontrolled changes in a project’s scope. This can occur when the scope of a project is not properly defined, documented, and controlled.
This white paper explains four scenarios where scope creep can occur in a web development project and discusses ten ways to address them.
In a professional environment, projects are defined by a clearly defined scope, proper planning, and activities that contribute to successful completion. While successful completion is the desired outcome of any well-defined plan, unexpected events and less-than-ideal results can occur.
What are these unexpected events? They might be elements not originally included in our objectives, things we never considered or planned for, yet which our teams, their efforts and resources are drawn into. Such unforeseen deviations can lead to missed deadlines, excessive, unbillable tasks, budget overruns, and potentially even the loss of valuable clients.
Scope creep, if not managed effectively, can become disastrous. Variations in the project’s scope can negatively impact its successful delivery.
However, deviations from the scope are likely and can occur due to unplanned changes arising during project development. Changing market trends, inadequate documentation, and unplanned activities can contribute to scope creep and necessitate modifications to existing applications or influence the addition of new features.
(© Scott Adams, Dilbert)
If scope creep is seemingly inevitable, how can project management teams accommodate these unintended changes without losing focus? While easier said than done, scope creep management involves navigating beyond the initially planned objectives, accommodating, and managing the inevitable changes that arise. This article aims to shed light on managing scope creep effectively.
Effective scope creep management begins with identifying its source. Therefore, pinpoint the cause before attempting to manage it.
With three key parties involved—the client, the web development agency, and the developer—let us examine how, when, and from whom scope creep originates. Consider the following situations:
Instance 1:
Assume the client is clear about their requirements, and clearly states them to the web development agency, who, in turn, communicates them to the developer. With the scope communicated throughout this process, the end product is likely to meet its intended purpose, provided all resources are in place for successful product creation. This is an ideal scenario. The scope is well-defined and unlikely to deviate.
Instance 2:
This discussion aims to understand the likelihood of scope creep under different circumstances. Consider this: The client is unsure of their requirements and seeks support from the web development agency. The web development agency, to the best of its ability, shapes the client’s requirements, defines them based on their understanding, and communicates this to the developer. The developer creates the product accordingly. The end product is likely to satisfy the client. The web development agency’s knowledge and experience help them understand the client’s vague requirements.
Instance 3:
The client, unsure of their requirements, seeks the web development agency’s support. The web development agency attempts to define the client’s requirements and communicates this to the developer who then creates the product accordingly. Suppose an inadequate requirements analysis is performed, and this flawed project scope is passed on by the web development agency to the developer. The resulting product may match the developer’s understanding of the scope but is unlikely to meet the client’s actual needs. The client, due to a lack of sufficient in-house resources or a skilled requirements analyst, may fail to communicate their requirements with the correct specifications and details. Likewise, overemphasizing certain components or approaching the requirements with preconceived notions can lead the web development agency to misinterpret the client’s needs. Both of these issues compound the problem.
Instance 4:
This situation differs slightly. Here, the client is certain of their requirements and communicates them clearly to the web development agency. However, the web development agency interprets the requirements, modifies them, and passes this altered version to the developer. This action from the web development agency might add value to the product. However, if it does not, it will be seen as an “improper application of intelligence” or a judgmental error on the web development agency’s part. The web development agency may believe they are adding value without realizing they are contributing to a future problem. If this modified scope is adopted, the resulting product may align with the web development agency’s interpretation, but likely not the client’s original vision.
Instance 5:
In this likely scenario, the client is aware of their requirements and clearly states them to the web development agency. The web development agency, in turn, communicates this to the developer. However, unlike the earlier situations where the web development agency misunderstood the requirements, here, the developer creates a product that simply doesn’t match the scope presented. This scenario represents a developmental failure on the developer’s side.
Instance 6:
The web development agency may continually add minor components to the requirements, eventually leading to a significant increase in working hours, often without the client’s awareness. Reluctant to decline the client, the development team may continue accepting modifications to the scope. In some cases, these revisions and added hours go unaccounted for. Cutting corners in the requirements analysis stage can lead to significant complications later for everyone involved: the client, the web development agency, and the developer.
A related issue is when the client provides a scope based on their perception without conducting a thorough requirements analysis. The final product may not meet the client’s actual needs, becoming apparent only upon completion. You might wonder how this relates to scope creep. The client may then ask the development team to recreate the product with a revised scope, hesitant to admit that the product was based on their initial, inadequate input. This creates further unplanned work.
Let’s now explore how we can effectively manage scope creep.
10 Steps to Effective Scope Creep Management:
- REQUIREMENT ANALYSIS: Begin with a thorough requirement analysis. Consider all essential components. Understand your short-term and long-term needs and assess how the product can effectively and efficiently address them. Consider the product’s scalability, tool compatibility, and other relevant factors. If you lack sufficient in-house resources, hire a professional requirements analyst. They can help you understand what you ultimately need to achieve your goals.
- DEFINING THE SCOPE OF THE PROJECT: This follows your requirement analysis. Clearly define your scope with all necessary specifications and details. The report from your requirements analyst will be helpful in preparing the project scope.
- BUILDING TRUST: Choose a web development agency by evaluating their ability to understand your requirements accurately, deliver quality work, and adhere to deadlines. If you are already working with a web development agency, cultivate a relationship built on trust to collaboratively tackle scope creep.
- REMAIN FLEXIBLE: Clearly stating all specifications and validating them before the project begins minimizes scope creep. However, when precise specifications are not possible, flexibility is crucial. Understand that some scope creep is inevitable and that minor additions to the scope will increase billable hours.
- BE REALISTIC: Failing to clearly define the scope and refusing to be flexible will create difficult situations where you may feel forced to choose between your client and web development agency. When web development agencies and developers realistically acknowledge scope creep and work together to manage it, they can avoid negative impacts on their long-term relationships.
- EDUCATE YOUR CLIENT: Always educate your clients, particularly if they have limited technical knowledge. Present realistic and practical timelines. If you perform a requirement analysis for them, present and confirm that the derived technical specifications align with their functional/business requirements. Only pass these approved specifications to your developer. Keep your client well-informed. Only surprise them with positive outcomes. Confirm the necessity of any changes, considering their implications, value, and cost.
- PROVISION FOR SCOPE CREEP: It might seem contradictory to discuss minimizing scope creep while simultaneously providing for it. However, providing for favorable scope creep by monitoring market trends and incorporating beneficial enhancements can lead to a more cutting-edge solution. This provision must be assessed regarding time and cost. Major revisions consume time and resources. For example, if you’re developing a tool to streamline operations and improve manpower utilization, delaying project completion postpones these benefits.
- DOCUMENT CHANGES: Document all proposed changes and obtain written consent from your client before implementing them, especially for significant changes that significantly affect the project’s objectives.
- STRUCTURE THE CHANGE REQUEST PROCESS: Establish a structured change request process before the project begins to handle necessary changes. For significant strategic changes, discuss with your client, review the roadmap, and collaboratively determine the change’s necessity.
- BE SURE OF WHAT YOU ARE GETTING INTO: Even with a thorough initial analysis, unforeseen issues can arise. Driven by a quick idea or influenced by external information, you might try to justify a change. Accepting this bias can lead to poor decisions and unplanned outcomes. If the outcome is positive, consider it fortunate. If not, the consequences can be severe. Therefore, carefully consider every situation to avoid jeopardizing significant projects.
These ten steps can help you monitor and manage scope creep and leverage any potential benefits.
This white paper was developed by the PMO of Macronimous Web Solutions, which is a web development agency providing complete offshore web development from India, serving across the world. Visit us at www.macronimous.com or write to us at Email: [email protected]. No part of the article can be reproduced in any Media in any part.
(Revised in Dec 2024)