In Scope vs. Out of Scope Meaning With Examples

What is project management scope?

In project management, scope refers to the boundaries and requirements of a project. The scope of a project includes all the elements of a project that a team plans to address as well as all the work needed to complete it. Scope depends on the resources available, such as budget and staff, as well as the goals of the project and the work required to accomplish those goals. Work that directly relates to the established scope is called “in scope.” Project managers must ensure that every member of the team completes in scope tasks to avoid wasting company resources or failing to properly complete the assigned project.

A basic out of scope meaning

A simple out of scope meaning is anything that does not fall within the established scope of a project. If a client requests something that does not fall under the outlined scope, it is out of scope. If a task was not included in the original project plan and does not contribute to the project’s objective, it is likely out of scope. Delegating tasks that are out of scope to other teams and setting boundaries for which tasks your team is responsible for are both important parts of project management.

What is a project scope statement?

A project scope statement identifies what is in scope for a particular project. It includes:

Project objective: a statement of the primary goal of a product
Timeline: schedule for completing the project
Deliverables: what the client will receive from the project
Reports: outlines how and when the client will receive updates from the project manager
Budget: what the cost of the project will be
Constraints: obstacles to completing the task that may cause delays
Exclusions: what’s not included in the project

Related: 5 Phases of Project Management

Project scope example

The following project scope example is a greatly simplified project scope statement. One produced for a real project would go into greater detail, but this example provides enough detail for you to identify in scope and out of scope meanings for this imagined project.

Objective: Company ABC will design a mobile app for XYZ, Inc.
Timeline: Finished app to be delivered 6 months from the start of the project
Deliverables: Completed program with graphics and sound
Reports: Project manager to provide weekly updates
Budget: $20,000
Exclusions: Marketing and deployment of app

Out of scope examples

Based on the project scope example above, the following requests from the client would be out of scope rather than in scope:

Creating a QR code to add to marketing materials to make the app easy for customers to download
Publishing the finished app to the app store
Developing a second app for XYZ, Inc. to use for their in-house HR functions
Producing an email marketing campaign to spread the word about the app

Even if Company ABC offers the services named in the above out of scope examples, they do not fit the definition of in scope set by the project scope example. A project manager would need to explain this to the client and then refer them to the appropriate team within Company ABC that can handle that request.

What is the definition of scope creep?

The tendency of a project to become larger and lose focus of its main goal is called scope creep. One example of scope creep is when a client slowly requests more features without renegotiating pay rate, or when a client expects additional services that were not originally agreed upon. The out of scope examples above fit the definition of scope creep.

Tips for avoiding scope creep to keep a project in scope

As a project develops, there will often be unexpected details and challenges that your team will have to solve. However, you must still be aware that your budget and time both have limits.

The following methods can help you manage and avoid scope creep:

Keep clear records
Follow through on boundaries
Perform needs assessments
Anticipate change

Keep clear records

One of the best ways to avoid scope creep is to have clear records of any agreements between team members and clients. Creating a project plan that outlines the scope will help guide your team when completing each task. Having a document that you can reference will also help you when explaining to a customer that they have asked for something outside the original agreement. Documenting progress, resources and any changes can help you avoid scope creep and get the most out of your time.

Follow through on boundaries

Once you understand the scope of your project, be firm about enforcing it. If a client asks for something outside the scope of their project, be clear that you have already allocated the time and resources needed for their project. You can decide if you’re willing to take on more work for an increased rate, but you should avoid simply agreeing with a client to keep them happy. The most successful projects require mutual communication and respect for everyone’s time and effort.

Perform needs assessments

Before beginning a new project, perform a needs assessment to accurately determine what the scope of the project should be. Scope creep often occurs when a team does not research how to accomplish their goals and what the client needs. By assessing the purpose of your project and how well it serves your clients, you can anticipate scope creep before it happens and create a better strategy for each project.

Anticipate changes

An effective way to manage scope creep is to prepare for the possibility of changes. Having a system where clients can request changes can help you prepare for the next project and make sure that you’re compensated for any additional work. When planning for a project, consider what your team will do if a client requests something that is out of scope so that you can respond appropriately.

Key things to know

As a project manager, you will need to be able to define the scope of a project, adjust it as needed and identify any extra tasks that are out of scope. Just as understanding a project’s boundaries is important, so is recognizing when an original part of the plan is no longer necessary. Some project managers plan to add value to their product by including additional features, but this can actually be detrimental to the company if the customer doesn’t need or want those features. When managing scope, focus on the main goal of the project and being efficient while accomplishing it.

Related: How to Manage Employees

In scope and out of scope meaning FAQs

As a project manager, you should have a strong grasp of how scope works in your particular field. You can seek out the expertise of other managers in your field if you’re unsure about how to determine and follow through on the scope of a project. However, there are some best practices for planning the scope of any project regardless of its purpose. Here are some common questions about project scope and their answers:

When is project scope defined?

Project scope should be defined during the planning stage of a project so that all parties involved can agree on the same set of expectations. Although project scope can be adjusted as time goes on, try to develop an idea for the scope of your project early in order to set yourself up for success.

Who defines the scope of a project?

The project manager and their client collaborate together to determine the scope of a project. Many project managers will consult other members of their team when determining what tasks should be included in the project scope.

How should project scope be monitored?

Everyone involved in a project can monitor project scope by focusing on the most relevant tasks for each project. Managers can monitor the scope of a project by regularly checking in with clients and colleagues to determine how the project is developing.

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