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Every manager needs a clear scope for every project in their pipeline. Without planning for project scope, how will you manage expectations effectively and avoid problems like increased expenses or missed deadlines?
Let's just say no project is perfect. That's why using a project scope template is essential to plan for any surprises or potential setbacks.
Working off a project scope template not only helps guide your process but it empowers your team to focus on specific tasks without adding more to their plates. On the flip side, if you don't have anything properly planned for project scope, your team will more than likely have to work additional hours because of overloaded schedules, which means going over budget.
Not fun.
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A 2020 study found that just 29% of organizations complete project on time.
The good news is that creating a project scope is like building a recipe: once you get the ingredients right, following the steps is almost foolproof.
What is project scope?
Project scope is a project planning process that outlines deliverables, deadlines, and budgets, so teams work more efficiently by understanding the full view of the project and each task.
Before any work is done, the project scope should be agreed upon and signed by both your company and any stakeholders involved in the project. This helps create clear expectations of what will be included and delivered when the project is completed.
Think of the scope like an insurance policy: it prevents your workload from expanding beyond agreed-upon deliverables and can act as a stopgap if the project strays from the original scope of work. This keeps you from missing deadlines or exceeding your budget, allowing the project to stay on track.
If you don’t agree to a project scope before kickoff, clients may ask for changes or extras that you didn’t plan for. This is where things can get tricky.
Get started with our free project scope document template
To make things easier, try starting things off with a free project scope template. Avoid the dreaded scope creep and see jobs finished from beginning to end.
To get started, make a copy of our free project scope template.
You don't want to take scope creep too lightly. In a co-study by Hubspot and Teamwork.com titled When Projects Go Wrong, agency experts were interviewed about the lessons they learned from unsuccessful projects and scope creep was far too common.
Agencies explained how scope creep is a gradual slope and not a sudden precipice. It can be hard to spot scope creep until you’ve already tumbled over the edge.
Experts told stories of spending surplus hours on tasks that weren’t agreed upon in a brief. And before they knew it, their teams were burning through resources that were supposed to be used elsewhere.
The solution to all of this? Work off a well-defined project scope template so you keep everyone on track and ultimately avoid scope creep.
What do you need to include in a project scope template?
A waterproof project scope template should include:
A timeline. A timeline helps clients understand when critical milestones will be delivered. It also establishes beginning and end dates for each milestone as well as the project on the whole. It's best to present this as a dot-pointed list or as a visual so that your client can quickly review, collect, and send back recommendations without spending too much time delving into the details.
Set milestones. Milestones are stages throughout the project that signify an important step, like meetings, major deliverables (such as a website going live), and deadlines. Outlining milestones provides your client with a clear picture of when key parts of the project will be delivered and when meetings will happen.
Clear deliverables. Defining deliverables is very important because they let clients know exactly what they are getting at the end of the project. For example, if you are looking into how to set up a website, the deliverables could be a project brief, wireframe, mockups, and a final prototype. These deliverables ensure that a client knows what tangible assets they’ll have in their hands when a project is complete.
Regular reports. As a project kicks off, you need to update clients and stakeholders on its progress. You can inform everyone what stage the project is at, how many milestones you have reached, and whether or not it is staying within budget. Make it clear when stakeholders should receive a report (i.e., every Friday by E.O.D.) to manage expectations.
A budget. Finally, tell your client in black and white what will be delivered for the project budget and what it will cost. This is the place to include a disclaimer about tasks outside of scope being charged an extra fee to minimize scope creep.
So, how can you piece all these conditions together to create a project scope? Let’s find out
Step 1: Create a rough outline to get started
Start by making a rough outline of the project scope. Along with the key components we’ve just described, you also need to add:
Key details. Including the project name, manager, and start date
Project purpose. Why is the project taking place? Write down the goals behind the project and what the stakeholders hope to achieve.
Exclusions: This section describes anything not covered by the scope of work. For example, if you are building a client website, you need to state that hosting services are not included once the website is live.
Sign-off. Space for stakeholders to sign their names to show they agree with the project scope.
To create an accurate timeline, it’s best practice to get your team’s input at this stage. After all, they know how long it takes to create a wireframe or do site testing, for example, so their insights will ensure accuracy in your scope and reduce potential friction down the line.
Step 2: Get your team together
The key to getting your team to complete your project on time is for them to agree with the deliverables, timeline, and goals.
Getting your team involved from the start and giving them a sense of ownership in the project is the best way to accomplish that.
It’s also a good idea to ask their opinion on other parts of the project, such as:
Project goals. Are the goals and timeframe realistic?
Expectations. How long will it take to complete each deliverable? What is a reasonable amount of time between each deliverable to wait for client feedback? How much time do they need to act on each piece of feedback before moving onto the next deliverable?
Exclusions. Has the client asked for any deliverables that normally fall outside of project scope? Can the team think of any tasks that have appeared in previous projects that have led to scope creep that should be listed as an exclusion this time around?
Once you have your team’s input, it’ll be easier to fill in sections of your outline like deliverable dates.
Step 3: Nail down the project’s deliverables and milestones
Unlike a work detail structure, a project scope does not contain a detailed breakdown of project deliverables, so it's crucial to ensure every task you include is necessary.
Clients usually refer back to the project scope to check that you are keeping your promises. If one of the deliverables is vague or can't be tied to a milestone, you need to consider whether it belongs in the scope at all.
It is best to clarify the deliverables in your project scope by asking: does it require your team to work towards a goal and produce something? For example, a marketing campaign is a tangible asset that should be allocated as a deliverable, but a meeting to plan a marketing campaign is not.
Once you have these deliverables finalized, you need to tie them to milestones with a specific deadline. This will help you create a schedule for your project and keep everyone on task.
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Pro-tip: Using a tool like Teamwork.com allows you to turn deliverables and milestones into a digital project timeline. Using a project board, you can create a timeline, add milestones and tasks, and collaborate with your team. Tools such as Gantt charts can provide a visual representation of milestones and delivery dates and help your team understand how every project is progressing.
Step 4: Make it clear what’s included (and what’s not)
The only way to avoid the dreaded scope creep is to outline exactly what's included in the project.
Everything from tangible tasks (e.g. whether or not hosting is included in a website build) to feedback rounds (e.g. how many rounds of client feedback are free of charge before a fee applies) should be included.
PS, if you're looking for free hosting, Hubspot is about to launch free website hosting as part of their CMS.
It’s essential to think about exclusions carefully and learn from any past experiences with scope creep. By outlining exclusions, it’s easier to point out to a client later that what they’re asking for isn’t included in the project scope.
Step 5: Finalize the scope and get it signed
Finally, make sure that you’ve included everything as intended and then get it signed.
Keep in mind that your project scope should be easy to digest, so limit it to one or two pages. Clients and stakeholders should be able to scan it and contact you with any questions about deliverables and deadlines without having to sift through a document that’s the size of a textbook.
As soon as everyone agrees with the scope and every stakeholder has signed off, make sure everyone has a copy (including you) so you can refer back to it once the project kicks off.
Then—it’s time to get to work!
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