What Is the Scope Management Process? (With 5 Steps)

By Indeed Editorial Team

Published November 9, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

The scope management process is essential to making sure that a project is relevant, attainable and capable of meeting the goals of an organization. Scope management helps both project managers and departments, and can be a powerful tool in reaching key performance indicators. There are many scope management tools and strategies available to help your team effectively employ the scope management process. In this article, we explore what the scope management process is, explain why it is important and list five steps you can use to complete the scope management process.

What is the scope management process?

The scope management process is a tool that helps managers assess the phases of a project and discern what is and is not within the expectations of the current project. This can be helpful for organizations that are dynamic and ambitious with their project management process. Scope management is essential for the efficient delegation and training aspects of small to large-scale projects within the organization. Scope management techniques are broad and can apply to a variety of businesses in fields like:

  • Business development

  • Healthcare administration

  • Sales

  • Business to Business (B2B) operations

  • Business to Consumer (B2C) operations

Why is the scope management process important?

The scope management process is important because it plays key roles in employee function, employee efficiency and the overall morale of a team. Here are some reasons the scope management process matters:

Improves employee morale

The scope management process can help improve employee morale by preventing employee overload and burnout. This can be especially important in environments experiencing shifted expectations or periods of uncertainty. Businesses are working actively to combat this by creating new innovations that can meet employees where they are and creating processes to support them. Scope management can also help mitigate this risk by ensuring employee tasks and projects are relevant and attainable. This process helps managers draw boundaries within the project management planning process in order to keep the project on track.

Related: FAQ: Project Management Basics

Creates efficient workflows for team members

When managers can effectively lead and organize their project tasks, they can positively influence the productivity of their teams and the flow of their projects. The scope management process allows managers to dissect larger projects into phases of focus and streamline the delegation process accordingly. Employees can enjoy the benefits of clear deadlines, clear expectations, clarity in the planning process and an overall more efficient flow of product and progress.

Boosts accountability, transparency and replicability within processes

With a scope management strategy in place, you can make your project management process more efficient in the future. By implementing scope management techniques consistently, you and your team enjoy the added benefit of replicable processes for the future in similar projects. This, coupled with a strong institutional knowledge capture process, can enhance efficient processes throughout the team.

Related: 5 Phases of Project Management (Plus Tips for Success)

5 steps in the project scope management process

Implementing scope management strategies doesn't have to be difficult. There are five key steps to follow when you implement the scope management process in your team:

1. Identify your team and assets

Executing your scope management techniques works more efficiently if you are aware of what assets you have available to you. Assets are not just monetary values that you can use in your projects. They can extend to time, team members and other tangible and non-tangible entities. When you move through the identification process with your team, you can better understand the full view of what resources you have available to you to complete your projects.

2. Collaborate with stakeholders for ultimate continuity

Before beginning your project, and subsequent scope management process, it's important to consider collaborating with your management team and other key stakeholders. This step helps to mitigate any risk of confusion or miscommunication as you outline the goals of your project. You can repeat this step throughout the scope management process, which helps you maintain a clear goal throughout the duration of the process.

Related: Shifting To Remote Work: 11 Tips for Successful Project Management

3. Create and confirm the scope of your project

Your project scope is a framework that exists to guide the projected pace and content of the project. While it is ideal to stay within the scope of your project, it's helpful to remember that the scope may change during the life of the project. This can happen because of the changing needs of the company or stakeholders, or it may happen because of a time constraint. In either case, starting your project with a baseline scope helps your team work confidently, with each goal and step defined clearly.

4. Delegate clearly defined tasks

Once you have created the scope of the project and communicated clearly to stakeholders involved, your next step is to delegate the tasks within each phase. You can do this efficiently by creating clear definitions of completion for your team and communicating with them throughout the process. Doing this encourages collaboration and clears potential obstacles that could hinder your project management process.

Delegation can be in verbal or written form in the office setting, or via any management platform that your business has access to. No matter what form you choose to complete this step, consider implementing consistent formatting and use it throughout the duration of the project.

Related: Tips for Developing an Efficient Critical Path Project Management Plan

5. Approve and manage your scope of work

Once you have completed the delegation process, the work is ready to begin. This step allows you to consider when it's appropriate to contact vital management team members or stakeholders to ensure scope and process alignment.

Upon further approval, you can then continue to manage and defend the scope of your project as actively as possible. This helps mitigate employee burnout and project delay. Your scope is as flexible as you allow it to be, and you can determine daily if there are changes you or your team need to make in order to preserve and reach the goals of your organization.

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