On avoiding scope creep
A key feature of agile development in contrast to waterfall project management is that it allows for more flexibility in a project’s scope, and allows for software requirements to be changed midway through the project’s lifetime. Because of this, scope creep plays out in a very different way. However, simply because agile allows for scope to shift does not mean that scope creep becomes a non-issue. On the contrary, it is extremely important for agile project managers to manage scope.
What is Scope Creep?
(Source: Asana)
Scope creep is the phenomenon in which a project’s scope- expected features and requirements- expands beyond what was originally planned. This typically results in extra time and budget being expended, and may result in developers being overwhelmed, project deadlines not met, and the project going over budget. Therefore, it is critical to manage it throughout the life of a project. This can be particularly troublesome in cases where a project’s resources are fixed, and should a project go over the original time and money that was allotted, this can spell doom for the entire project.
However, what makes agile project management so different from traditional project management is the lack of a plan being made towards the beginning. Therefore, it must be managed in a rather different way than in waterfall project management. One method of doing so is what is known as backlog grooming.
On backlog grooming
In an agile project, the scope of a project is typically derived from its backlog. Because of this, one of the key areas of managing scope creep is through managing the backlog. This has come to be known as “Backlog grooming”, and it consists of both removing irrelevant items as well as ensuring that any items being pushed for development include estimates of time, money, requirements, and context to any feature being pushed for.
A key aspect of successful project management is the prioritization of key items. By arranging items in accordance with estimates of time and money, it’s possible to limit the amount of scope creep in a project and ensure that resources are spent properly. Teams can then have a better understanding of the current scope and understand the workload required.
This, of course, relies on another important requirement, which is to be able to estimate costs for high priority items. All backlog items should contain context regarding resources and estimates required, and any new feature requests should be given to the backlog first. By having a clear understanding of the time and money required for each change, a project manager can make informed decisions as to what items should be added to the backlog and when, as well as which should be jettisoned.
On the need for communication
An important part of the development process is ensuring proper communication with stakeholders. At every stage of the project, they ought to be informed of any changes in scope, as well as given a clear understanding of the project’s scope early on. This can prevent changes in scope as well as potentially allow for extra resources to be allocated for extra features should the stakeholders allow for it. Moreover, constant communication ensures that stakeholders understand a project’s current status and can allow them to pull rank if needed.
Communication with team members is also vital. A project manager should regularly check in with team members to ensure that everything is on track and that work is being allocated properly. Poor communication with team members can often lead to the scope of a project being changed without managers realizing it.
When to adjust project scope
It’s worth noting that there are perfectly legitimate reasons to alter a project’s scope. In fact, some amount of scope creep may very well be expected when working on a project. A key feature of agile in comparison to traditional waterfall methods is its ability to rapidly adjust to changing circumstances. If a feature proves to be too costly to implement or does not suit the needs of the users, the product needs to be adjusted accordingly. Similarly, major issues in the design or implementation of the project should be taken seriously. Blindly sticking to the initial project plan, regardless of what may come in the future, is suicide for any project plan.
As a result, the focus should not be on avoiding scope creep altogether, but properly managing it, keeping in mind both the resources available and the flexibility of the deadline imposed. If a project has a flexible deadline, it becomes more feasible to add new features to the backlog. On the other hand, if a project has a fixed deadline, it becomes infeasible to add new features without sacrificing overall product quality of overextending team members.
This is why prioritization is so very important for project managers. A good project manager can determine both the expected length that any given project should take, as well as how important any given feature is in the first place. Ensuring that certain features are deemed low priority ensures that a project’s scope does not balloon out of control.
Scope management plans
Source: Projectmanager
A common way to prevent scope creep is what is known as a scope management plan. This describes at the start the intended scope of the project as well as ensures channels are in place to determine how the scope ought to be changed. It should also contain guidelines on the process by which any changes in scope will be approved. This both ensures that scope creep can be managed as well as provides communication with stakeholders regarding the project’s status as well as time and money needed.
A scope management plan can also be supplemented with a change management plan, which outlines the process by which changes may be requested, accompanied by estimates of additional time, risk, as well as quality. Finally a manager may choose to include a risk management plan, which outlines potential risks and pitfalls involved in the project and how best to mitigate those risks.
Conclusion
Project plans are expected to change over the course of development, and agile management helps to make this process easier than in traditional management processes. However, this does not mean that project managers should not be wary of scope creep. When it comes to deciding which changes in scope are necessary for a project’s survival and which may overextend a manager’s resources, there are no easy answers.
Project managers should instead ensure that any requests for scope alterations are formalized and closely evaluated. Managers should use their own judgment to determine which features are worth putting resources towards and which are extraneous. Managers should also be in constant contact with stakeholders, keeping them aware of any changes to the project and to ensure that resources are allocated appropriately. Above all else, managers should keep in mind that money and time are both finite resources, and should weigh their decisions accordingly.
Sources:
Ricksoft. (2023, April 7). How to manage scope creep in agile with backlog grooming. Ricksoft, Inc. https://www.ricksoft-inc.com/post/how-to-use-backlog-grooming-to-manage-scope-creep-in-agile-projects/
Managing scope creep in agile projects. Managing Scope Creep in Agile Projects | The Agile PM. (n.d.). https://agilepm.com/managing-scope-creep-in-agile-projects
Malsam, W. (2023, October 23). What is scope creep and how can I avoid it?. ProjectManager. https://www.projectmanager.com/blog/5-ways-to-avoid-scope-creep
Managing scope creep in agile projects. ScrumMastered. (2023, August 18). https://scrummastered.com/blog/managing-scope-creep-in-agile-project/
Zaluski, A. (n.d.). 5 strategies to manage scope creep in Agile Projects. Roadmunk. https://roadmunk.com/product-management-blog/scope-creep-in-agile/
Martins, J. (2023, January 12). That scope is creeping... [2023]. Asana. https://asana.com/resources/what-is-scope-creep
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