Thursday, April 18, 2024

The project scope capable of predicting future risks in your company

Setbacks management is one of the challenges that many companies face on a daily basis, and knowing how to deal with it is key for projects to be successful. That is the reason why the ability to develop a flexible scope management plan based on several scenarios is the most required in order to become a successful project manager. There are many online apps like Sinnaps that help to establish and manage the scope using agile methodologies which detect future risks that may jeopardize the project.

What is project scope?

The scope of a project is the clear identification of the work that is required to successfully complete or deliver a project. A successful project manager needs to perfectly understand what is required in order to reach the goals in a project and design the route to get there. It is also their responsability to make sure that the developing of the project sticks to the scope during its life-cycle, and the easiest way to do so is to define the scope of the project.  One of the project manager’s responsibilities is to ensure that only the required work (the scope) will be performed and that each of the deliverables can be completed in the allotted time and within budget.

The project scope statement

The documentation of the scope of the project will explain the boundaries of the project, establish the responsibilities of each member of the team, and set up procedures for how work that is completed will be verified and approved. This document, which outlines the goals, deadlines and relationships that shape the project, is called the project scope statement.

The project scope statement needs to include certain elements in order to lay the foundation of the project and minimize the risk of change orders and disruptions without overrunning the budget.  Sticking to the project scope is critical to success. In order to do so, the essential elements that must be included in the statement are:

  • Business Case. The raison d’être of the project and the benefits expected from it.
  • Project Description. A general outlook of the project’s final report.
  • Success Criteria. The fundamental components to make the project succeed based on the instructions of the clients and stakeholders.
  • Limitations. Any issues concerning resources or technology needed for the project
  • Assumptions. Any supposition already made that may affect the final outcome.

Why is Project Scope Important?

Project scope is vital because it is the tool that project managers use to know in advance what time, cost or labor will be involved in a project. Every decision a project manager makes throughout the project will be based on the scope. And, if it needs to change, the scope will ensure the proper communication needed to success in every step of the way.

A distinct scope helps everyone to stay on the same page throughout the project, which helps manage the expectations of clients and stakeholders. Since this can be one of the most difficult tasks a project manager can face, a well-defined scope will help to avoid the most common problems: the budget falling short, the requirements constantly changing, or the final outcome not being what the client expected.

An effective scope management can help to face any of these issues and solve them successfully by clearly defining and communicating the goals to all parties involved in the project. Since the project scope helps to establish what is and is not involved in the project and dictates what is allowed or removed as it is developed, the scope management sets control factors that can be used to address elements that result in changes during the lifecycle of the project.

The benefits of a Scope Management Plan

When used properly, an scope management plan helps to effectively manage the main elements of any given project: time, schedule, budget, and quality. It can also provide other benefits such as:

  • Saves time and money
  • Helps prioritize
  • Facilitates productive communications with stakeholders and their team
  • Serves as a tool to manage client expectations, work load balancing, and team morale
  • It is applicable to public and private organizations and projects

To easily benefit from the perks of an effective Scope Management Plan, the only thing you need is an online project management software like Sinnaps, which presents effective tools for you and your team to use when determining your project management scope of work and planning the scope of business management. Sinnaps offers tools such as a live in-chat feature and a project wall greatly benefit communication which is essential in the scope management process, test mode, critical path, KPIs and much more. Project management templates -including a scope plan template are also available, and they can be modified to your specific project scope checklist.

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