Among the most common and widespread challenges in project management is scope creep, which occurs when various elements of a project continuously expand beyond its original scope or parameters. Unfortunately, uncontrolled scope creep can lead to serious problems that range from delays and budget overruns to poor-quality deliverables.
Thus, project managers (and aspiring project managers) should be prepared to prevent scope creep within their own organizations whenever possible. Understanding some of the most common sources of scope creep, as well as how to avoid it, is an excellent starting point.
Common Causes of Scope Creep
Scope creep can have a considerable impact on the success of any project. In fact, in one 2020 study on scope creep within software development companies, only 16% of projects assessed were considered successful — with scope creep being a major detrimental factor. However, given the limitations of the research and its focus on small to medium software businesses in Pakistan, these findings should not be generalized across all types of organizations.
To prevent scope creep, project managers need to understand where it comes from. Most instances of scope creep boil down to:
- A poorly defined project scope from the beginning.
- Lack of communication.
- Stakeholder influence.
- Lack of proper documentation throughout project timelines.
- Elements of project complexity that were not accounted for.
Undefined Project Scope
In some cases, projects may be prone to failure from the start if project managers fail to clearly define the desired scope and context of the work. When this occurs, the team members involved in the project don’t have the information they need to complete the work properly. Likewise, specific roles, duties, and expectations for each team member may be lacking, which could result in confusion and missed deadlines.
Before starting any new project, project managers and other stakeholders should carefully and clearly define the scope of the project, ensuring that this is communicated with all involved team members.
Poor Communication
Speaking of communication, this is among the main areas where projects tend to break down and unexpectedly grow outside of the original plan. When project managers and other stakeholders have an idea of how a project should be completed and what the workflow will look like, these plans need to be communicated explicitly to all team members. Otherwise, resulting misunderstandings and off-scope requests can cause problems down the road.
In addition to ensuring that project managers communicate effectively with stakeholders and team members, regular communication with clients can also help to set expectations and prevent the scope of a project from growing out of control.
Stakeholder Influence
In other instances of scope creep, project managers and team members may originally be on the same page. Over time, however, influence and input from stakeholders and clients can contribute to scope creep if it isn’t managed and mitigated properly. For example, stakeholders may use their influence to make additional requests or changes to the original project timeline or deliverables. This is where project managers must stand firm and set expectations clearly with stakeholders and clients from the very beginning.
Inadequate Stakeholder Involvement
On a related note, stakeholders can sometimes have the opposite problem where they are simply not engaged or invested enough in the project. A lack of stakeholder engagement at the project level can make it difficult for project managers and team members to set clear timelines, goals, and outcomes for their projects. Instead, they’re left to play a “guessing game” of sorts — or they may need to constantly reach out to stakeholders for clarification, which can cause further delays and issues.
Ambiguous Requirements
When project managers create a project plan, it is imperative that these include specific and concrete descriptions of all project requirements, deadlines, deliverables, and expectations of each team member. Unfortunately, when project requirements remain ambiguous with an overall lack of direction, team members may not know where their responsibilities lie. This could result in delays, miscommunications, and even quality issues with deliverables.
Lack of Proper Documentation
Another common cause of scope creep within organizations is a lack of detailed documentation. When there is insufficient documentation regarding the scope, requirements, and other details of a project, this can make controlling and tracking changes particularly challenging and, over time, lead to scope creep.
By maintaining proper documentation throughout all stages of a project, managers can stay on top of the change control process and ensure that every change request is processed and formally approved or denied.
Real-World Examples of Scope Creep
To gain a firmer grasp of the effects scope creep can have on project success, it can be helpful to look at real-world examples that have occurred across different industries.
Denver Airport’s Baggage Handling System
One prime example of scope creep occurred in the early-to-mid-1990s, when Denver’s existing Stapleton Airport was slated to be replaced by a brand-new Denver International Airport. Ultimately, though, the project was regarded as one of the most poorly planned and executed in history as the airport took more than an additional 18 months to complete than planned and cost nearly three times the original projected budget.
Although there were many causes of the project’s failure, scope creep was among the most notable. This was especially true regarding the implementation and integration of the airport’s new baggage handling system, which created various problems and led to major delays. To this day, the Denver Airport project’s failures are most commonly pinned on the project management team’s overall lack of experience in managing construction projects of this scale, as well as an inability to control scope creep. Other aspects and poorly planned operations that required redesigns, increased costs, and extended the timeline include:
- Implementing technology that had not been confirmed to meet the scale and needs of the project.
- Unreliable software that regularly failed and caused delays.
- Inability of the new baggage system to handle peak luggage volumes or integrate with existing check-in and flight scheduling systems.
- Automated luggage carts colliding and causing passengers’ belongings to fall out on the tracks.
Sydney Opera House
Another example of scope creep can be found in the construction of the Sydney Opera House. While it is largely regarded as an architectural marvel today, the reality is that the project itself was plagued with problems from beginning to end — with uncontrolled scope creep among the most significant. By the time the project was completed, the building cost more than 14 times the projected cost and took an additional decade to finish. Numerous studies have been done on the Sydney Opera House project’s failings, with a general consensus that a lack of a clear scope and poor stakeholder management were the biggest contributors. Aside from failing to follow project management best practices, the complexity of the unusual design — which was not complete before construction commenced — also contributed to its scope creep.
Boston’s Big Dig
Finally, Boston’s “Big Dig” project is notable for being “larger than the Panama Canal, the Hoover Dam, and the Alaska Pipeline projects.” Built directly through the city to extend Interstate 90, create open space, and improve traffic flow, the Big Dig is one of the most notable examples of scope creep in recent history. Specifically, this project is known not just for its timeline delays but also its massive budget overruns to the tune of $14.8 billion (more than five times the original project estimate). Many of these issues could be directly or indirectly attributed to unchecked scope creep throughout the project itself.
How to Prevent Scope Creep
Now that we have explored what causes scope creep and seen firsthand what scope creep can do to a project, you may be wondering what you can do as a project manager to help prevent it. The good news is that there are plenty of project management methodologies and best practices that project managers can implement to keep a project’s scope in check at all stages. According to the Project Management Institute (PMI), the following are several proactive steps and solutions to help mitigate scope creep:
1. Define a Clear Project Scope
One of the best steps project managers can take to prevent scope creep is to get into the habit of never starting a new project without a detailed project plan in place (as evidenced by the Sydney Opera House project). Projects can vary greatly in regard to their size and scope, along with the stakeholders who should be involved in the process. Ideally, however, a project plan should include core components and details such as:
- Project goals and objectives.
- A specific project schedule and timeline for completion with milestones along the way.
- A detailed budget that includes projections and estimated costs.
- A plan for procuring any resources needed to complete the project.
- A detailed list of deliverables and their specific due dates.
- A list of key stakeholders involved in the project as well as their individual responsibilities/duties (where applicable).
Once completed, project plans should be shared with each team member to ensure that everyone is on the same page before the project launches. This would ideally include an opportunity for any and all project stakeholders to ask questions or request clarification on their responsibilities before moving forward.
2. Implement Change Control Processes
It is also recommended that project managers implement strict change control processes before the start of any project. According to the Association for Project Management, change control processes refer to the formal steps that need to be taken to manage and evaluate any proposed changes or additions to an original project plan.
A change control process typically includes a means of submitting formal changes, evaluating the proposed change and its impact on the project scope, and a formal approval or denial process from key decision-makers. These processes are help keep projects from growing too far outside of their original scope while maintaining the overall integrity of the project. In many ways, a solid change control process can also minimize disruptions and delays that could otherwise be caused by unchecked changes and additional requests.
3. Foster Open Communication
In addition to having a solid project plan and change control processes in place, project managers may find greater success when they focus on fostering open communication with project team members, stakeholders, clients, and anybody else involved in a project. Consistent and open communication between team members and stakeholders makes it possible to prevent misunderstandings that can otherwise lead to scope creep.
Ideally, project managers would ensure ongoing communication with project stakeholders by holding regular check-ins or formal meetings to discuss progress and give team members an opportunity to ask for clarification as needed. These meetings can keep everyone following the original project plan and carrying out their responsibilities properly.
4. Manage Stakeholder Expectations
Lastly, project managers have a responsibility to mitigate scope creep by carefully and consistently managing stakeholder expectations. By setting realistic and clear expectations with stakeholders from the beginning and maintaining them throughout the process, managers can help prevent scope changes and added requests or demands. This, in turn, can keep projects on task and on budget.
Ready to Advance Your Project Management Career?
Poorly controlled scope creep has the potential to derail entire projects. However, with the right project management skills in place, you can be prepared to mitigate scope creep within your organization. The result? Deliverables that are ready on time and below budget — and, of course, happier clients.
Looking to build upon your project management skills to prevent scope creep and better manage your teams? An online master’s degree in Operations and Project Management from Johnson & Wales University could equip you with the foundational skills and knowledge you need to thrive in this challenging yet rewarding career path. Our online curriculum even makes it possible for you to complete your degree in as little as two years.
For more information about completing your degree online, complete the Request Info form, call 855-JWU-1881, or email [email protected].