How to Clearly Define the Scope of Your Project?
By Bhavin Gandhi
Have you ever wondered about what exactly does the ‘scope of a project’ mean? I have… I kept on hearing this term from the time when I first started my career. Though I have learned its meaning over the years; people around me still describe the term vaguely. Thus, I am going to provide you with some simple tips, which can help you to clearly define the scope for your project.
- The deliverables: Let’s say, you are one of those project managers whose projects are very complex, and you don’t know where exactly to start for defining the scope of your project. If you are not sure about how to move forward with this process then you should at least try to define the deliverables of the project. Don’t stress yourself too much. Ask your customers to provide you with tangible (I mean tangible) deliverables that they would like to see at the end of the project. Once, you figure out the final deliverables of the project, you can then go ahead and try to define the interim project deliverables. These defined deliverables will tremendously help you to better understand the project.
Project boundaries: Once you got some handle on how the project should look like through its deliverables, you should now define how it shouldn’t be looking. For example: Chris is going to look for a software third-party provider within the US. In this case, third-party software providers from China are out of scope. If Chris was considering the needs of the entire global company, this would not have been a good boundary statement since he could not have stated a good out-of-scope statement.
Project Features: Once you have described the deliverables and the boundaries, you have completed high-level scope. Now, it’s time to describe the physical characteristics of the deliverables, called features. If you were building a software framework, for instance, most of the functionalities would count as features. These might include the number of GUIs (graphical user interface), number of APIs (application interface), etc. So, follow the top-down approach and start defining project’s features from its well defined deliverables.
Project Functions: Once you finished describing project’s features, now you need to describe how people interact with a deliverable and how a deliverable interacts with other deliverables. For example, if you need to change invoicing and billing transactions, most of the requirements could end up being process oriented. This would include how billing transactions move from orders to invoicing to accounts receivable. Basically you are defining the information flow in this phase. Thus, make sure to involve all the stakeholders, who will be affected by this information.
I hope these simple tips will help you to better define the scope of your project. Let me know, if you have any other ideas through which you can make this process simpler.
Bhavin Gandhi, MBA, MSc, has over 9 years of business experience in various aspects of Leadership and Management roles in private and public organizations. You can read more from Bhavin on his blog.