{"id":4000,"date":"2023-01-17T11:40:40","date_gmt":"2023-01-17T11:40:40","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4000"},"modified":"2024-03-05T09:14:46","modified_gmt":"2024-03-05T09:14:46","slug":"what-is-project-scope","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope","title":{"rendered":"What is project scope? (Plus 7 steps to help you define project scope)"},"content":{"rendered":"<p><span style=\"font-weight: 400;\"><strong>Project scope is the project manager\u2019s best friend.<\/strong> It\u2019s what we lean on throughout the <a href=\"https:\/\/resourceguruapp.com\/blog\/project-life-cycle\" target=\"_blank\" rel=\"noopener\">project life cycle<\/a>. It keeps us on the straight and narrow all the way to project success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But sometimes, <a href=\"https:\/\/resourceguruapp.com\/blog\/when-complacency-creeps-in\" target=\"_blank\" rel=\"noopener\">complacency can creep in<\/a>. We might think that \u201cOh, I don\u2019t need a project scope, I\u2019ve done thousands of projects like this!\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let us stop you right there.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As project managers, defining and planning projects is what we do. That means everything starts with creating a project scope. No matter how many times you\u2019ve done similar projects, you can\u2019t afford to ignore the basics.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So let\u2019s revisit them.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#What-is-scope-in-project-management\" >What is scope in project management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#Project-scope-definition\" >Project scope definition<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#What-is-a-project-scope-statement\" >What is a project scope statement?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#The-importance-of-project-scope\" >The importance of project scope<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#The-dangers-of-not-following-project-scope-best-practices\" >The dangers of not following project scope best practices<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#How-to-write-a-project-scope-a-checklist-of-what-to-include\" >How to write a project scope: a checklist of what to include<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#How-to-define-project-scope\" >How to define project scope\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#7-project-scope-steps-to-get-started\" >7 project scope steps to get started<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#Project-scope-example-Website-redesign\" >Project scope example: Website redesign\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\/#Your-project-scope-will-change-and-thats-fine\" >Your project scope will change (and that\u2019s fine)<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-scope-in-project-management\"><\/span><b>What is scope in project management?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">First things first. This article covers <\/span><i><span style=\"font-weight: 400;\">project <\/span><\/i><span style=\"font-weight: 400;\">scopes (rather than <\/span><i><span style=\"font-weight: 400;\">product<\/span><\/i><span style=\"font-weight: 400;\"> scopes). These are often confused, but are two different items:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Product scope:<\/b><span style=\"font-weight: 400;\"> the features, functions, and characteristics of a product or service<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Project scope:<\/b> what is required to help deliver that product or service (and the outlined features, functions, and characteristics)<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Project-scope-definition\"><\/span><b>Project scope definition<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Simply put, a project scope defines all the work and considerations required to deliver a specific outcome.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">All of these elements are documented in a project scope statement, which we\u2019ll look at next.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-is-a-project-scope-statement\"><\/span><b>What is a project scope statement?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Also sometimes known as a \u201cstatement of wo<\/span><span style=\"font-weight: 400;\">rk\u201d or \u201cproject definition,\u201d a project scope statement is a document that outlines the objectives and deliverables of a project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Throughout the project life cycle, <\/span><span style=\"font-weight: 400;\">it serves as a reference point for all stakeholders involved. It should be revisited during the course of the project to make sure nothing\u2019s gone awry.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A project scope statement can include items such as:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project overview and description of work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project justification\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project goals and objectives<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Deliverables\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Processes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Resources<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Costs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Stakeholders\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tasks and deadlines\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Timelines\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Milestones<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Constraints<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Assumptions<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Inclusions\/exclusions<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Agreement\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">And let\u2019s be real here. It\u2019s not easy to <\/span><span style=\"font-weight: 400;\">write a good project scope statement.<\/span><span style=\"font-weight: 400;\"> It takes time and requires a lot of attention to detail. Clients want to know exactly what they\u2019re paying for, and this is the document that will clarify that.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"The-importance-of-project-scope\"><\/span><b>The importance of project scope<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">It\u2019s essential for <\/span><span style=\"font-weight: 400;\">project teams and other relevant stakeholders<\/span><span style=\"font-weight: 400;\"> to understand why project scope is so important.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Understanding what, when, and how things are getting done is one of the many benefits of developing project scopes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A foolproof project scope statement is your get-out-of-jail-free card. (We\u2019re not kidding, it\u2019s what could win the case in a potential lawsuit!)<\/span><\/p>\n<h3><b>Key benefits of a scope statement in project management<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">If you\u2019re wondering why project scope is so important,\u00a0 it really boils down to three things:<\/span><\/p>\n<p><b>Manage project objectives<\/b><\/p>\n<p><span style=\"font-weight: 400;\">It can be easy to lose track of project objectives once you\u2019re swamped with tasks. But your project scope should inform the project plan in which each task is tied to a specific project objective. The project plan will keep you on track and make sure your project team is always working on the right things.<\/span><\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/free-project-plan-template-for-excel\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Download our project plan template<\/span><\/a><\/p>\n<p><b>Manage project cost<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Every project has a budget. And it\u2019s the project manager\u2019s responsibility to make sure that budget is used wisely. The project scope includes a breakdown of the costs, explaining exactly where the money is going, leaving no room for client concerns. Plus, for bigger projects, you want to set aside some of the budget for unforeseen expenses.<\/span><\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-create-the-ultimate-project-budget-template-free-excel-template\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Download our project budget template<\/span><\/a><\/p>\n<p><b>Manage project schedule<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Project delays anyone? Yup, we\u2019ve all been there. The project manager is responsible for making sure deadlines are met and projects wrap up in a timely fashion. If you don\u2019t have a well-defined project scope, you\u2019ll soon run into issues with timelines, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">scheduling<\/span><\/a><span style=\"font-weight: 400;\">, and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource allocation<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/download-a-free-resource-scheduling-template-for-excel\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Download our project scheduling template<\/span><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"The-dangers-of-not-following-project-scope-best-practices\"><\/span><b>The dangers of not following project scope best practices<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Once you\u2019re in the project it\u2019s easy to forget about scope and \u201cpress on\u201d\u2014after all, what\u2019s an extra couple of thousand dollars and a slight delay?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Well, a poorly defined project scope, a forgotten project scope (or not having one at all!) is a one-way ticket to project failure.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ask any seasoned project manager, and they\u2019ll have plenty of tales to share about failed projects. The culprit\u2014for the most part\u2014is a poor project scope.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sir James Dyson knows better than anyone.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Project scope failure: Dyson\u2019s electric car<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is an example of what happens when a project scope doesn\u2019t exist.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ever heard of <\/span><a href=\"https:\/\/www.electrifying.com\/blog\/knowledge-hub\/what-happened-to-the-dyson-electric-car\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Dyson\u2019s electric car<\/span><\/a><span style=\"font-weight: 400;\">? No? Well, not many of us have. Back in 2017, they announced the development of their first electric car. Dyson was ready to apply its well-known design thinking to an entirely new product. Pretty exciting stuff!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But just two years (and a handsome amount of $600,000) later\u2014they pulled the plug.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So what happened? Poor project scope is what happened. But within that, two key things:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Underestimation of costs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Perfectionism (aka <a href=\"https:\/\/resourceguruapp.com\/blog\/scope-creep\" target=\"_blank\" rel=\"noopener\">scope creep<\/a>)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">As a result, the N526 (its code name), never saw the light of day.\u00a0<\/span><\/p>\n<div id=\"attachment_4001\" style=\"width: 830px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4001\" class=\"size-full wp-image-4001\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/01\/Example-of-project-scope-failure-Dysons-Electric-Car.jpeg\" alt=\"Dyson's electric car, a futuristic SUV\" width=\"820\" height=\"530\" \/><p id=\"caption-attachment-4001\" class=\"wp-caption-text\"><em>The N526 could have been yours for a neat $185,000.<\/em><\/p><\/div>\n<p><span style=\"font-weight: 400;\">The point is, never underestimate the power of a solid project scope, it could make or break a project (and the bank).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, how do you go about writing a successful project scope statement? Let\u2019s take a look.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-to-write-a-project-scope-a-checklist-of-what-to-include\"><\/span><b>How to write a project scope: a checklist of what to include<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">All projects are different, and with that, what\u2019s included in a project scope statement will look different, too.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below, we\u2019ve listed the key elements to include when writing a project scope statement, regardless of project size:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Project overview and description of the work: <\/b><span style=\"font-weight: 400;\">Summarize what the project is<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Project justification: <\/b><span style=\"font-weight: 400;\">Explain why this project is necessary or a priority. Why was the project started in the first place?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Project goals and objectives: <\/b><span style=\"font-weight: 400;\">What the project aims to achieve\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Deliverables: <\/b><span style=\"font-weight: 400;\">All outputs (whether tangible or intangible) that are submitted within the scope of a project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Processes: <\/b><span style=\"font-weight: 400;\">Specify any processes that need to be followed to execute the project requirements\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Resources:<\/b><span style=\"font-weight: 400;\"> Who and what is needed to complete the project?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Budget: <\/b><span style=\"font-weight: 400;\">How much budget do you have to work with?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Costs: <\/b><span style=\"font-weight: 400;\">How much will the different ingredients of the project cost?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Stakeholders: <\/b><span style=\"font-weight: 400;\">The organizations and <\/span><span style=\"font-weight: 400;\">individuals actively involved in the project. It may also include those who are interested or impacted by the project completion result (but not actively involved)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Tasks and deadlines: <\/b><span style=\"font-weight: 400;\">What tasks will be carried out? What are the target timings of when these will be completed?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Timelines: <\/b><span style=\"font-weight: 400;\">Overarching timeline of<\/span> <span style=\"font-weight: 400;\">what will happen when<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Milestones: <\/b><span style=\"font-weight: 400;\">Key events in the project&#8217;s timeline, for example, when stakeholders can expect a specific deliverable to be done<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Constraints: <\/b><span style=\"font-weight: 400;\">What boundaries or risks is the project facing?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Assumptions: <\/b><span style=\"font-weight: 400;\">All projects assume certain conditions, for example: \u201cMark from marketing will support the team.\u201d What other assumptions do you or your team have about the project? What factors do you assume to be true for the project to fail or succeed (without hard proof)?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Inclusions\/exclusions: <\/b><span style=\"font-weight: 400;\">Tasks, items, or actions that will be included or excluded from the project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><b>Agreement: <\/b><span style=\"font-weight: 400;\">Stakeholders\u2019 sign-off at the end of the document<\/span><\/li>\n<\/ul>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\" target=\"_blank\" rel=\"noopener\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-to-define-project-scope\"><\/span><b>How to define project scope\u00a0<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Now we know what to include when writing a project scope statement. But, getting started with how to define the scope of a project can sometimes be overwhelming.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why we\u2019ve put together actionable steps to define what should go into your project scope, and how to approach writing a project scope statement.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These will help you keep projects on track, and ultimately make sure your stakeholders are happy.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"7-project-scope-steps-to-get-started\"><\/span><b>7 project scope steps to get started<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><b>Step 1: Identify project objectives<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">One key factor that can impact project success is fully understanding the objectives of a project and outlining them in a way that every stakeholder can understand.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This process involves:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identifying the stakeholders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Understanding their needs and expectations<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Determining how the project will meet those needs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Formulating clear project objectives that address those needs<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Ideally, you should apply the SMART framework to ensure that your project objectives are:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>S<\/b><span style=\"font-weight: 400;\">pecific: Set clear and specific goals for effective planning<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>M<\/b><span style=\"font-weight: 400;\">easurable: Define how you\u2019ll measure progress across the project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>A<\/b><span style=\"font-weight: 400;\">chievable: Ensure goals are achievable within the given time frame.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>R<\/b><span style=\"font-weight: 400;\">elevant: Make sure goals align with stakeholder expectations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>T<\/b><span style=\"font-weight: 400;\">ime-bound: Set realistic deadlines across all stages of the project.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Defining project objectives can sometimes be an exercise in patience more than anything. But it\u2019s worth spending time on this upfront to avoid confusion or conflicting opinions down the road.<\/span><\/p>\n<p><b>Pro tip:<\/b><span style=\"font-weight: 400;\"> Project objectives may also be referred to as deliverables.<\/span><\/p>\n<p><b>Read: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\" target=\"_blank\" rel=\"noopener\"><b>Project management tactics that drive project success<\/b><\/a><\/p>\n<h3><b>Step 2: Create a resource management plan<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">No resources, no project. A resource is anything from a meeting room to a vehicle, a tool, a person, or a budget. You name it, it\u2019s a resource.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">(However, calling people resources feels a bit bleurgh, so we like to call them, well, just people.)\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once your project objectives have been defined, it\u2019s time to look at resource allocation. In summary, who\u2019s doing what and when. The most important part of resource planning is getting the right people with the right skills on the right projects. The second most important thing is <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-tools-overallocation\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">preventing resource over allocation.<\/span><\/a><\/p>\n<p><span style=\"font-weight: 400;\">To achieve the above, you want to create a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-guide\"><span style=\"font-weight: 400;\">detailed resource management plan<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><b>Pro tip:<\/b><span style=\"font-weight: 400;\"> Forget about spreadsheets and do your resource planning at scale in a flexible <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/best-resource-management-tools\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource management tool<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><b>Read: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-plan-mistake\" target=\"_blank\" rel=\"noopener\"><b>The #1 mistake you\u2019re making with your resource management plan<\/b><\/a><\/p>\n<h3><b>Step 3: Identify project constraints<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">What will impact your project scope? Project scope is not just about the work that\u2019s going to be delivered. It\u2019s also about the boundaries and constraints that will have an impact on said deliverables.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It could be something as simple as one of the main stakeholders will be OOO for four weeks due to surgery, and feedback won\u2019t be delivered as quickly. Or it could be something as daunting as a global distribution issue due to a shortage of a certain material.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Project<\/span><span style=\"font-weight: 400;\"> constraints can fall into different categories, which may include:<\/span><\/p>\n<ol>\n<li><b>Cost: <\/b><span style=\"font-weight: 400;\">This is a standard constraint for any project and is typically presented as a cost or budget range. As long as you stay within range, you\u2019re on target.\u00a0\u00a0<\/span><\/li>\n<li><b>Time: <\/b><span style=\"font-weight: 400;\">Time, along with cost, is a standard constraint stakeholders will look at to determine if a project is on track. Similar to cost, you\u2019ll use a timeline range that you\u2019ll want to stay within.<\/span><\/li>\n<li><b>Scope: <\/b><span style=\"font-weight: 400;\">Scope refers to the project deliverables. These might change during the project life cycle.<\/span><\/li>\n<li><b>Quality: <\/b><span style=\"font-weight: 400;\">Quality refers to the quality of deliverables agreed on. Has anything changed? Has everything been properly tested? Has anything been substituted?\u00a0<\/span><\/li>\n<li><b>Benefits: <\/b><span style=\"font-weight: 400;\">This constraint represents the value the outcomes of a project are expected to deliver.\u00a0<\/span><\/li>\n<li><b>Risk: <\/b><span style=\"font-weight: 400;\">Every project comes with risk. It\u2019s about how much risk we\u2019re willing to deal with. That\u2019s why we do risk assessments before projects start and evaluate the impact and how much risk we\u2019re willing to tolerate.<\/span><\/li>\n<li><b>Resources: <\/b>Resource planning can be difficult depending on the type of project. Sometimes you might need a resource sooner than expected and that resource may not be available. Resource scheduling is all about planning for change and being flexible in order to make sure project timelines can be met.<\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">No constraint is too big or too small, so make sure to speak to all stakeholders. Depending on the nature of the project, do your due diligence in terms of research\u2014it might just be what saves the day.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Think about project constraints as soon as you can (even before project initiation) to gather as much information as possible to add to the scope.<\/span><\/p>\n<p><b>Read: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-constraints-tips\" target=\"_blank\" rel=\"noopener\"><b>5 tips to help you manage resource constraints<\/b><\/a><\/p>\n<h3><b>Step 4: Draft your project scope statement<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Objectives, check. Resources, check. Constraints, extra check.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now it\u2019s time to start writing your project scope statement. Pull in all the information you\u2019ve collected from your research and discussions with project stakeholders.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We know the project scope statement sounds like a big fancy document, but it doesn\u2019t have to be. Depending on the size and complexity of your project, it can be anything from a bulleted list or a couple of paragraphs, to a comprehensive statement of work (SoW).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re wondering how to get started, ask yourself these questions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What is the project and why are we doing it?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are the deliverables of the project?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How do we measure the success of the project?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who\u2019s on the project team for this?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who\u2019s the project owner?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What does our resource plan look like?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What\u2019s our budget?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What\u2019s our time frame?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are the constraints?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who are the key stakeholders?<\/span><\/li>\n<\/ul>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">You want to cover your bases, but focus on relevance\u2014not length.\u00a0<\/span><\/p>\n<h3><b>Step 5: Align with project stakeholders<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Don\u2019t think about your project scope statement as a \u201cone and done.\u201d Sure, do your research and pre-empt the important things in order to create trust with your client. But feedback is essential\u2014plus, clients love giving it! Always make your clients part of the process and turn the project scoping process into something everyone can get excited about.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is also an exercise in assessing whether the project objectives are the right ones. Don\u2019t be afraid to go back to the drawing board if that\u2019s the case. Change in direction is common once stakeholders are given the full picture.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once aligned, make sure key stakeholders sign off on the project scope. As mentioned earlier, it\u2019s your insurance if anything goes wrong.\u00a0<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Managing stakeholder expectations and creating alignment is about negotiation more than anything. Brush up on your negotiation skills!<\/span><\/p>\n<p><b>Read: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/smart-project-negotiating-strategies\" target=\"_blank\" rel=\"noopener\"><b>Guide to negotiation in project management<\/b><\/a><\/p>\n<h3><b>Step 6: Create a change management plan<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">A change management plan won\u2019t be necessary for every type of project. If it\u2019s a big, complex project, with a huge scope, a lot of constraints, and equally as many stakeholders, then a change management plan will be your saving grace.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A change management plan is exactly what it sounds like: a process that guides how to make changes in a project that\u2019s already underway.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You don\u2019t want just anyone to be able to jump in and make changes to the scope on the fly, but you also don\u2019t want people to <\/span><i><span style=\"font-weight: 400;\">not<\/span><\/i><span style=\"font-weight: 400;\"> be able to change anything at all. As we all know, once a project gets going, you might run into issues or make discoveries that require change.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So what you want is for anyone to be able to <\/span><i><span style=\"font-weight: 400;\">request a change<\/span><\/i><span style=\"font-weight: 400;\">. And that\u2019s exactly what the change management plan is here to do. Again, fancy term, but it might be something as simple as submitting a Google Form, stating the reasons and requirements for a specific change.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now, while smaller projects won\u2019t require an established change management plan, it\u2019s still the project manager\u2019s responsibility to keep an eye on changes to avoid their greatest enemy: scope creep.<\/span><\/p>\n<p><b>Read: <\/b><strong><a href=\"https:\/\/resourceguruapp.com\/blog\/scope-creep\" target=\"_blank\" rel=\"noopener\">Scope creep &#8211; 6 ways to win against the scariest villain in project management<\/a><\/strong><\/p>\n<h3><b>Step 7: Share the project scope with the team<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Once finalized, the project scope statement should be shared with the project team and its stakeholders.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The project scope should live in a place where it\u2019s easily accessible to everyone so they can go back and use it as a reference whenever they need to.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For bigger projects, put a scope reminder day in your schedule to make sure it\u2019s top-of-mind. This way, it\u2019ll be easier to identify deviations from the scope and you\u2019ll be able to make any adjustments necessary.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sure, noticing that you\u2019re straying away from the project scope isn\u2019t a good feeling. But do you know what\u2019s even worse? Not noticing at all, and in turn, not being able to do anything about it.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Trust us, your clients will thank you for scope reminder day!<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">It can be hard to create a healthy relationship with a project scope statement, so make sure you don\u2019t obsess over the details to the point where it affects your team.\u00a0<\/span><\/p>\n<p><b>Read: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\" target=\"_blank\" rel=\"noopener\"><b>Team burnout: 9 ways project managers can prevent it (before it\u2019s too late)<\/b><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Project-scope-example-Website-redesign\"><\/span><b>Project scope example: Website redesign<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Alright, here we are. You\u2019re a project manager that needs to define the project scope for a website redesign project. Not an easy task!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some components of a simplified project scope statement will look something like this:<\/span><b><\/b><\/p>\n<p><b>Project overview:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The website is outdated in terms of design and functionality and needs a complete overhaul to better represent our brand to stand out and compete in a saturated market.<\/span><\/p>\n<p><b>Project objectives:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Deliver a revamped website that\u2019s easy to navigate and guides visitors down the conversion path.<\/span><\/p>\n<p><b>Resources:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Project owner (in-house)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Design agency (external)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Dev agency (external)<\/span><\/li>\n<\/ul>\n<p><b>Project timeline:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Week 1-2: Audit<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Week 3: Brief design agency<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Week 4-8: Design phase<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Week 9-12: Development phase<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Week 13: Testing phase<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Week 14: Launch<\/span><\/li>\n<\/ul>\n<p><b>Budget: <\/b><span style=\"font-weight: 400;\">$95,000<\/span><b><\/b><\/p>\n<p><b>Project constraints:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Technical issues with CMS<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Feedback delays<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Technical issues during the testing phase<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Your-project-scope-will-change-and-thats-fine\"><\/span><b>Your project scope will change (and that\u2019s fine)<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When in doubt, go back to the project scope. Remember, while the project scope is your insurance policy, it\u2019s not written in stone. Changes are often necessary, and it doesn&#8217;t mean you didn\u2019t do a thorough job in the first place. It simply means that projects are living things that are inherently prone to change.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As project managers, it\u2019s not about creating the perfect project scope\u2014there\u2019s no such thing. It\u2019s about planning for and anticipating change. If we didn\u2019t do that we wouldn\u2019t be doing our jobs.<\/span><\/p>\n<p><b>Working on a project scope statement? Nail the resource plan by managing team schedules, utilization, and workloads with a resource management tool like Resource Guru.<\/b><a href=\"https:\/\/app.resourceguruapp.com\/signup\" target=\"_blank\" rel=\"noopener\"> <b>Try it free for 30 days<\/b><\/a><b>.<\/b><\/p>\n<h3>Related Resource Guru reads:<\/h3>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\">Workload planning: A complete guide<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/project-owner\">Project owner: How to take ownership of a project<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/flow-state-scheduling\">Schedule your day for focus: 6 steps toward a flow state for project teams<\/a><\/li>\n<\/ul>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Project scope is the project manager\u2019s best friend. It\u2019s what we lean on throughout the project life cycle. It keeps us on the straight and narrow all the way to project success. But sometimes, complacency can&hellip;<\/p>\n","protected":false},"author":30,"featured_media":4005,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[38],"tags":[],"class_list":["post-4000","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What is project scope? | Plus 7 steps to help you define scope<\/title>\n<meta name=\"description\" content=\"Learn how to define your project scope and write a project scope statement to achieve goals, meet deadlines, and maximize project success.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What is project scope? | Plus 7 steps to help you define scope\" \/>\n<meta property=\"og:description\" content=\"Learn how to define your project scope and write a project scope statement to achieve goals, meet deadlines, and maximize project success.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/resourceguruapp.com\/blog\/project-management\/what-is-project-scope\" \/>\n<meta property=\"og:site_name\" content=\"Work Life Balance Blog | Resource Guru\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ResourceGuru\" \/>\n<meta property=\"article:published_time\" content=\"2023-01-17T11:40:40+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2024-03-05T09:14:46+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/01\/Whats-project-scope.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"819\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Jo Johansson\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@resourceguruapp\" \/>\n<meta name=\"twitter:site\" content=\"@resourceguruapp\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Jo Johansson\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"14 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/project-management\\\/what-is-project-scope#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/project-management\\\/what-is-project-scope\"},\"author\":{\"name\":\"Jo Johansson\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/#\\\/schema\\\/person\\\/a590655218e33ce97fa20b3a158c16d1\"},\"headline\":\"What is project scope? 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