Project scope is a defining metric, reflecting the totality of
the overall purpose and vision for a given project.  Once
defined and approved, scope provides a roadmap for project
planning and execution.  To
achieve successful results, project scope must be clearly stated in
specific, measureable terms, ready for stakeholder negotiation,
acceptance and approval.  Read on for more.

Actionable Scope is Key to Project Success

Project scope exists at multiple levels, starting with the project outcome
itself, and then expanding to include the corresponding “process effort�?
required to plan, manage and execute. In addition, in order to achieve
all established project goals and objective, scope specifications must
go beyond “what will be done�? (the scope inclusions), to also state
“what won’t be done�? (the scope exclusions).

In order to fill all strategic and operational needs, project scope is
defined using a series of logical and physical “templates�? –
providing the steps and strategies required to determine scope,
along with the physical documentation formats needed to produce tangible “scope
deliverables�?.  Tangible formats are essential to ensure
informed consent and approval, forming the basis upon which
scope terms can be reviewed and negotiated. And,
when it comes to defining and documenting project scope, there is
one key rule – make it actionable.

Scope lies at the heart of the project definition
process, specifying
“what will be done�? and “what won’t be done�?. A well defined scope sets
realistic expectations, and creates a framework for project execution.
Can you proceed without defined scope? Sure. But you don’t want to,
and you certainly don’t need to. If you follow effective, standardized
practices for scope definition and documentation, approval will most
certainly be a key part of that process.

Top Five Characteristics of Actionable Scope

While scope “specifics” will vary according to the nature and conditions
of the project at hand, standardized scope “specifications” should share
all of the following characteristics:

1. Project scope must be specific. Scope must be defined in clear, specific terms, covering both stated
   inclusions and exclusions. This is essential to ensure that the project
   scope is execution-capable, considering related work effort tasks and
   activities. In addition, stakeholders must know what they are approving.
2. Project scope must be measureable.  Scope specifications must be sufficiently measureable so that they
   can be verified against specific status and quality criteria. Stakeholders
   must believe that scope accuracy can be measured.
3. Project scope must be relevant.  Scope specifications must be sufficiently relevant to and aligned
   with project needs, goals, and objectives. Stakeholders must believe
   that “scope and vision�? have been properly aligned.
4. Project scope must be negotiated.  Scope specifications must be determined through active negotiation
   and collaboration. Stakeholders must participate in the scope development
   process, contributing and compromising as need to reach prioritized
   results.
5. Project scope must be approved.  Once
   completed, scope specifications must be approved and accepted. Approval
   represents informed consent and acceptance. Through documented
   acceptance, stakeholders assume shared responsibility for the
   project.

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A FEW TIPS FOR SUCCESSFUL SCOPE NEGOTIATION….

• Identify the needs and interests of both the influencing and
  decision making stakeholders.
• Create a formal negotiating process, setting due dates and meeting
  schedules.
• Establish negotiating parameters (goals, objectives, roles and
  responsibilities).
• Create a baseline scope as a starting point for negotiations.
• Document the results of meetings and related follow-up actions.
• Utilize project sponsors and executives to provide guidance
  as needed.
• Keep personal agendas out of the negotiation process with a
  focus on prioritized needs.

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Stay in Control to Avoid “Scope Creep”

Scope management is essential to on time project delivery.  Since
the best outcomes depend on balanced needs and
capabilities, scope “creep�? (i.e. when scope is allowed to expand
uncontrolled) must be avoided.  Scope should never exceed
negotiated boundaries – not without further planning and
buy-in.  Scope “status” must be continually
monitored, allowing for
managed change as needed.

• Scope is proposed as part of project
  selection.
• Scope is defined and approved as part of
  project definition.
• Scope management procedures are established
  as part of project goverance.
• Scope is managed according to the
  Governance Plan
  as part of project oversight.
• Scope results are evaluated for
  lessons learned
  as part of project review.

Above all, a well-defined scope will result from
collaborative planning and decision making, to engage project
stakeholders, and receive valuable input as needed. Considering the
undeniable connection between scope definition and project success,
these negotiations are often tricky, fraught with political peril.
At any point in time, individual stakeholders may seek to expand scope,
lessen scope, or make project changes without any thought to
scope at all. In addition, external forces may seek to limit the scope of one project in favor of another. The possibilities are
endless. It’s important to know the players, and set expectations
for every stage of the game.

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• How to plan and govern projects using strategic project fast tracking.

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• How to use strategic fast tracking to overcome project constraints and limitations.

• How to use strategic fast tracking to negotiate with stakeholders and build shared expectations.

• How to use strategic fast tracking to become a more productive project manager and team member.