It is never too late to write a scope, even if the work has begun
Whether a client-project or an internal one, its not uncommon to begin these things with the best intentions, full of vim and vigour about how it will all progress nice and organically, and to feel like the writing of a scope is unnecessary overhead………….then the work starts……………and it all starts getting a bit out of hand.
We may think, “but we’ve started now, and we’ll get to the end quite soon - no point bothering trying to write a scope now……”, and we carry on without a scope. This never works. These projects never end.
A scope is a fundamental cornerstone of having a project and of managing a project. If you don’t have one, you need to make one, no matter how late in the day it seems.
It might require some uncomfortable conversations, especially if that is with a client who is more used to you working reactively to their beck-and-call, in a ‘best endeavours’ kind of fashion. Even if the project has already started, having a scope leads to a more organized, efficient, and successful project outcome. It gets you to done by actually telling you what done really looks like and letting everyone coalesce around that idea.
The benefits are innumerable, but the main ones are here:
Written in clear language, a scope defines what ‘done’ really is (and is not, if you cleverly include an out-of-scope while you’re at it)
A scope is the basis of alignment between you and your client. If everyone knows what is being done, and by whom, expectations can be better set and better managed.
A scope is also the basis for outlining the responsibilities of everyone involved - the supplier and the client. This creates accountability, ensuring that everyone knows their roles and deadlines, which is crucial for maintaining momentum and meeting milestones.
A scope also forms the basis of overall control of the project - control of
Without a clear scope, projects are more susceptible to scope creep, and you won’t even know it is happening, without corresponding adjustments to time and budget. This can lead to delays, cost overruns, and dissatisfaction. A scope helps in negotiating and managing these changes systematically.
In case of disputes, the scope document can be used as evidence to resolve conflicts, whether formal or informal. This legal clarity can save both parties from potential litigation and financial losses.
Lastly, scopes can be re-used, and each time you use one or make one, you are investing in the creation of collateral that will improve your proces over time, which in turn improves your overall project management skills. This practice can lead to more efficient and successful projects in the future, enhancing your reputation and leading to more business opportunities.
Creating a scope, even retrospectively, set’s the tone for thoroughness.