![\"Scope](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/02\/Scope-creep-in-project-management-cover-1.png\")
<\/figure>\n<\/div>\n\n\n- \n
- Scope creep refers to adding requirements beyond the previously agreed project scope at the client\u2019s or stakeholders\u2019 request.<\/li>\n\n\n\n
- Gold plating is similar to scope creep, but in this case, the project team adds additional requirements on their own, without a request from a client or stakeholder.<\/li>\n\n\n\n
- Common scope creep causes include poor scope definition, the manager\u2019s inability to collect all requirements properly, and bad communication.<\/li>\n\n\n\n
- A sure way to avoid scope creep is to clearly define the project scope before the project starts and create a change control plan.<\/li>\n<\/ul>\n\n\n\n
What is scope creep? <\/h2>\n\n\n\n
Scope creep happens when stakeholders add requirements to the original project scope. <\/strong>This leads to the project team doing more work, often within the same time and budget constraints<\/a>.<\/p>\n\n\n\n
It\u2019s common to make changes to the project while it\u2019s under development, but these changes must be approved and synced with the budget and deadlines. Otherwise, scope creep threatens to cause project failure<\/a>.<\/p>\n\n\n\n
\ud83d\udca1 Different projects can fall victim to different types of scope creep. In IT and software development, technology creep is a common enemy and happens when the project scope is changed to include new or evolving technologies that weren’t originally a part of the plan.<\/p>\n\n\n\n
Scope creep vs. gold plating<\/h3>\n\n\n\n
Gold plating, another project management<\/a> term often confused with scope creep, happens when the project team takes the initiative to add extra features, use better materials, or improve the end product in any other way.<\/p>\n\n\n\n
The main difference between scope creep and gold plating<\/a> is the source of the changes made to the original scope. Scope creep is caused by additional client requests, while gold plating refers to the changes made by the project team.<\/p>\n\n\n\n
Some of the possible reasons for gold plating are:<\/p>\n\n\n\n
- \n
- Improving the project in the eyes of the client,<\/li>\n\n\n\n
- Gaining approval from management,<\/li>\n\n\n\n
- Showing off the team\u2019s abilities, and<\/li>\n\n\n\n
- Masking product deficiencies.<\/li>\n<\/ul>\n\n\n\n
While gold plating can result in a happy and recurring customer, it can also create unnecessary problems, such as:<\/p>\n\n\n\n
- \n
- Upsetting the client due to unauthorized changes,<\/li>\n\n\n\n
- The client refusing to accept the product due to unwanted changes,<\/li>\n\n\n\n
- Setting overly high standards or precedents for future projects, <\/li>\n\n\n\n
- Burnout due to the team’s inability to manage their workload<\/a>, and<\/li>\n\n\n\n
- Missed deadlines<\/a> because of self-imposed scope expansion.<\/li>\n<\/ul>\n\n\n\n
Unlike scope creep, gold plating may occasionally lead to a favorable outcome. However, it comes at an enormous risk \u2014 so good project managers<\/a> will try to avoid it as much as possible.<\/p>\n\n\n\n
What causes scope creep?<\/h2>\n\n\n\n
Scope creep is commonly attributed to stakeholders and their additional requirements. That said, project managers can also be the ones responsible for derailing a project simply because they let new ideas get in the way of the original plans. <\/p>\n\n\n\n
The manager should always review and make adequate changes if they want to accept new suggestions from the stakeholders or the team.<\/p>\n\n\n\n
No matter who the source is, the usual causes of scope creep are:<\/p>\n\n\n\n
- \n
- Poorly defined project scope,<\/li>\n\n\n\n
- Improperly collected requirements,<\/li>\n\n\n\n
- Lack of communication, and<\/li>\n\n\n\n
- Clumsy project adaptation.<\/li>\n<\/ul>\n\n\n\n
Let\u2019s learn about each in detail so that you can potentially identify and prevent them on time.<\/p>\n\n\n\n
Poorly defined project scope<\/h3>\n\n\n\n
It\u2019s hard to say if the project is crossing defined lines if the scope wasn\u2019t properly defined in the first place. Defining the <\/strong>project scope<\/strong><\/a> means setting boundaries and giving a detailed description of every activity as precisely as possible.<\/strong><\/p>\n\n\n\n
This is why the project\u2019s planning phase is so important and shouldn\u2019t be rushed. Meeting with key stakeholders<\/a> and getting realistic feedback from the project team is vital when defining the scope.<\/p>\n\n\n\n
Improperly collected requirements<\/h3>\n\n\n\n
Collecting requirements during negotiating and planning is essential to avoid scope creep later on. Sometimes, stakeholders aren\u2019t really sure about what they want or need. It\u2019s the project manager\u2019s job<\/a> to pinpoint the stakeholders\u2019 needs and be honest about the project team\u2019s capabilities.<\/p>\n\n\n\n
When managers, teams, and clients outline the project goals<\/a>, there should be a lot of back-and-forth checking to make sure the requirements are precisely defined. Having only a general idea of the client\u2019s vision is not clear and reliable enough because the team might start working on something the stakeholders don\u2019t want.<\/p>\n\n\n\n
Worse, detecting mistakes during the execution phase is costly and time-consuming for all parties. So, to avoid any waste, project managers should pay attention to how they gather information and details before the project starts.<\/p>\n\n\n\n
Before starting the project, the manager needs to have a thorough understanding of:<\/p>\n\n\n\n
- \n
- The project objectives, <\/li>\n\n\n\n
- The stakeholders\u2019 expectations and motives, <\/li>\n\n\n\n
- Everyone\u2019s responsibilities, <\/li>\n\n\n\n
- Everyone\u2019s deadlines, <\/li>\n\n\n\n
- Everyone\u2019s schedules, and <\/li>\n\n\n\n
- Everyone\u2019s deliverables<\/a>. <\/li>\n<\/ul>\n\n\n\n\n
\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
How do you make sure you\u2019ve gathered all the requirements for your upcoming project? Read more in our dedicated guide:<\/p>\n\n\n\n
- \n
- 15 Best Requirements Gathering Techniques: Explained<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Lack of communication<\/h3>\n\n\n\n
Communication between the manager, <\/strong>project team<\/strong><\/a>, and stakeholders should be constant and efficient to avoid any misunderstandings.<\/strong><\/p>\n\n\n\n
As the project is developed and the team delivers what they\u2019ve completed, getting feedback from stakeholders in a timely manner becomes crucial to preventing bottlenecks and scope creep.<\/p>\n\n\n\n
A clear lack of communication can lead to the project team not knowing whether they\u2019re going in the right direction. If they\u2019re not, and they keep going, redoing some activities becomes more and more expensive the further the team moves without proper feedback.<\/p>\n\n\n\n
It\u2019s the project manager\u2019s responsibility to keep all key stakeholders informed about the project\u2019s progress, pitfalls, or changes that might be happening. Slipping a gentle reminder about periodic report meetings or signoffs is all part of a manager\u2019s activities.<\/p>\n\n\n\n
That said, unstructured communication between stakeholders and the project team should be avoided at all costs. This could allow stakeholders to bypass formal procedures and pitch changes straight to the team, which could eventually lead to unauthorized changes and scope creep.<\/p>\n\n\n\n
Clumsy project adaptation<\/h3>\n\n\n\n
Changes are a normal part of project development and should be handled adequately. If not, scope creep follows, and the project\u2019s success is at risk. <\/p>\n\n\n\n
Making changes to the original project scope is alright, as long as the budget<\/a> and deadlines are revised and modified accordingly.<\/p>\n\n\n\n
A big part of being a strong leader is understanding priorities and being able to say \u201cNo\u201d \u2014 especially when those priorities show signs of being replaced by whimsical requests.<\/p>\n\n\n\n
Agreeing to every stakeholder\u2019s desire can lead to being overwhelmed by unreasonable demands. This can also lead to taking on more responsibilities than the team can handle.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
Want to learn more about the skills a good manager should possess? Check out this guide:<\/p>\n\n\n\n
- \n
- 25 Key Project Management Skills to Make You Stand Out<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Scope creep example<\/h2>\n\n\n\n
Let\u2019s take a hypothetical situation to illustrate what scope creep looks like.<\/p>\n\n\n\n
\nA leading smartphone manufacturer announces a fantastic new phone with many features that outperform the competition in every way.<\/em><\/p>\n\n\n\n
Midway through the <\/em>marketing campaign<\/em><\/a>, the project manager finds out that the competitors have already released products with the announced groundbreaking features. So, the management pushes the team to come up with additional features but doesn\u2019t allow the release date to be moved.<\/em><\/p>\n\n\n\n
The team rushes to add new features, but the project manager sees that it won\u2019t be possible to complete everything on time. Therefore, they remove some of the originally announced features from the scope and make the new ones a priority.<\/em><\/p>\n\n\n\n
At this point, it\u2019s clear that the deadlines will be breached, so the marketing team needs to adjust their announcements and soothe the customers. The costs spiral out of control as management hires new people to complete all the requirements.<\/em><\/p>\n\n\n\n
Finally, the product is finished with a 2-month delay. Very few of the originally planned features are delivered while the newly added features are full of bugs. <\/em><\/p>\n\n\n\n
Now, the end users are disappointed, and the company\u2019s sales records and reputation are at risk.<\/em><\/p>\n<\/div><\/div>\n\n\n\n
<\/div>\n\n\n\nThis example illustrates a very common situation in the smartphone industry. The difference between it happening to one of the industry leaders and a rising brand is that the former wouldn\u2019t take a big hit. Instead, a smaller company would probably find it very difficult to recover from a similar failure.<\/p>\n\n\n\n
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\n\nFree project management software<\/h2>\n
Prevent scope creep by monitoring all project tasks in one platform.<\/p>\n\n
\n Try for free<\/a>\n\n Learn more<\/a>\n <\/div>\n <\/div>\n\n\n\n \n ![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default.png\")
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\nHow to manage scope creep<\/h2>\n\n\n\n
It\u2019s OK to make changes to the project along the way. Remember \u2014 not every change means your team will suffer from scope creep.<\/p>\n\n\n\n
Managing the 3 project constraints (scope, time, and budget) is absolutely possible and easily done when you stick to some rules and protocols.<\/p>\n\n\n\n
Here are 4 things you can do to help counter scope creep:<\/p>\n\n\n\n
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- Clearly define the scope,<\/li>\n\n\n\n
- Create a change control protocol,<\/li>\n\n\n\n
- Communicate with stakeholders, and<\/li>\n\n\n\n
- Charge for any changes.<\/li>\n<\/ul>\n\n\n\n
Let\u2019s go through these in more detail.<\/p>\n\n\n\n
#1 Clearly define the scope<\/h3>\n\n\n\n
Researching and defining project requirements before discussing them with all key stakeholders maximizes the chances of project success. This way, you can get all the necessary approvals before the project begins.<\/p>\n\n\n\n
The document that includes all the project\u2019s objectives, requirements, and deliverables is the scope statement. Defining it before the execution phase can prevent unexpected problems down the road.<\/p>\n\n\n\n
To clearly define the scope, you have to:<\/p>\n\n\n\n
- \n
- Organize extensive discussion sessions before the beginning of the project, <\/li>\n\n\n\n
- Write down everyone\u2019s goals and motivations, and<\/li>\n\n\n\n
- Create a scope statement and ask for its approval.<\/li>\n<\/ul>\n\n\n\n
Make sure your scope is well defined by using a scope statement template. We\u2019ve prepared a free and fully editable one you can use for your next project.<\/p>\n\n\n\n
Get our project scope statement template<\/a><\/p>\n\n\n
\n![\"Plaky's](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/02\/Plakys-project-scope-statement-template-1.png\")
Plaky’s project scope statement template<\/figcaption><\/figure>\n<\/div>\n\n\n #2 Create a clear change control protocol<\/h3>\n\n\n\n
The change control protocol is a plan for regulating proposed changes. The project manager should define the protocol and include it in the scope management plan and the risk management plan<\/a>.<\/p>\n\n\n\n
The protocol should state how to evaluate, approve, or reject changes that are proposed throughout the project\u2019s development.<\/p>\n\n\n\n
By ensuring all change requests go through the same change control process, the project manager:<\/p>\n\n\n\n
- \n
- Maintains control over the changes, <\/li>\n\n\n\n
- Gets a chance to negotiate, and <\/li>\n\n\n\n
- Prevents any unauthorized changes. <\/li>\n<\/ul>\n\n\n\n
#3 Communicate with key stakeholders<\/h3>\n\n\n\n
An important aspect of keeping the project scope under control is making sure that all stakeholders are regularly informed about the progress of the project so that they can provide feedback.<\/p>\n\n\n\n
This includes:<\/p>\n\n\n\n
- \n
- Being in touch with key stakeholders from the earliest stages of the project, <\/li>\n\n\n\n
- Making sure they understand the scope of work required to complete the project, <\/li>\n\n\n\n
- Familiarizing stakeholders with the change control protocol,<\/li>\n\n\n\n
- Being transparent regarding the project\u2019s progress, and<\/li>\n\n\n\n
- Arranging regular meetings throughout the project.<\/li>\n<\/ul>\n\n\n\n
Making sure that everyone is always on the same page eliminates any surprises and reduces the possibility of change requests for already completed activities.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
To keep scope creep at bay, it\u2019s best to document any project assumptions you might have, no matter how trivial. Read more in this guide:<\/p>\n\n\n\n
- \n
- What Are Project Assumptions? + How to Manage Them Effectively<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
#4 Charge for any changes<\/h3>\n\n\n\n
Sometimes, clients can request changes during the project\u2019s final stages or make major shifts from the original scope. That\u2019s why many managers, especially in the design industry, resort to charging for additional changes.<\/p>\n\n\n\n
This move could either dissuade the client from pursuing the issue further or persuade them to increase the budget and extend the deadline.<\/p>\n\n\n\n
\ud83d\udcd6 Project management terminology can get tricky. If you\u2019d like to compare other easily confused terms, visit our Project Management Glossary of Terms<\/a> and dive in.<\/p>\n\n\n\n
Keep your projects within scope with Plaky by CAKE.com<\/h2>\n\n\n\n
Thanks to project management tools like Plaky<\/a> by CAKE.com<\/a>, handling all sorts of projects can be so much easier.<\/p>\n\n\n\n
Plaky can help you avoid scope creep in every project simply by letting you keep all the necessary information and communicate with all stakeholders in one centralized hub<\/strong>. When you have all agreements written down and readily available \u2014 all project processes become more transparent, and misunderstandings are easily prevented.<\/p>\n\n\n\n
Here\u2019s how you can keep your projects within scope with Plaky:<\/p>\n\n\n\n
- \n
- Outline project goals and objectives within boards<\/a> where they\u2019re visible to everyone.<\/li>\n\n\n\n
- Define each activity in detail through items<\/a> and confirm them with stakeholders before the team starts working on them.<\/li>\n\n\n\n
- Communicate regularly within comments<\/a> to keep the project\u2019s development transparent.<\/li>\n\n\n\n
- Get a notification<\/a> every time an item is changed so that no one is able to modify anything originally included in the project scope without supervision.<\/li>\n<\/ul>\n\n\n
\n![\"Example](\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2022\/02\/Overview-of-a-project-board-in-Plaky.png\")
Overview of a project board in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n Having a visual overview of the project\u2019s progress and keeping track of all changes at all times is crucial in avoiding scope creep and keeping the project under control.<\/p>\n\n\n\n
- Define each activity in detail through items<\/a> and confirm them with stakeholders before the team starts working on them.<\/li>\n\n\n\n
- Outline project goals and objectives within boards<\/a> where they\u2019re visible to everyone.<\/li>\n\n\n\n
- What Are Project Assumptions? + How to Manage Them Effectively<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- 25 Key Project Management Skills to Make You Stand Out<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- 15 Best Requirements Gathering Techniques: Explained<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Missed deadlines<\/a> because of self-imposed scope expansion.<\/li>\n<\/ul>\n\n\n\n
![\"Illustration\"](\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n <\/p>\n\n\n\n