What is project management scope?

In project management, scope defines the specific work a team will complete to meet a project’s goals. It outlines key deliverables, timelines, objectives and any tasks or responsibilities that fall within the boundaries of the project. Project Managers typically work with collaborators to determine what will be included, what will be excluded and how progress will be measured.

Scope is shaped by available resources such as budget, staff and time, as well as the overall goals of the project. Tasks considered “in scope” are directly tied to delivering the intended results. For example, in a software development project, in scope work may include designing the interface, writing code, testing for usability and preparing product documentation.

A clear scope helps project teams stay focused, use resources efficiently and meet deadlines. It also reduces confusion by making expectations clear for everyone involved. When scope is well defined, teams are better equipped to track progress, avoid unnecessary work and deliver on project goals.

What does out of scope mean?

Anything that does not fall within the defined scope of a project is considered out of scope. This can include additional requests, tasks or project deliverables that were not part of the original plan. For example, if a project includes two rounds of edits and the client asks for a third, that extra round would be out of scope.

Out of scope work may also involve tasks that do not directly support the project’s objectives. This could happen if a team member adds an extra feature or revises a design element that was not planned. While these additions might offer some value, they require time and resources that were not included in the budget or timeline. This can lead to delays or missed deadlines.

Project managers are responsible for identifying out of scope work and reinforcing project boundaries with team members, clients and other collaborators. Keeping the team focused on approved tasks helps prevent wasted effort and ensures the project stays on track. Clear scope management supports better outcomes and stronger alignment with the project’s original goals.

What is a project scope statement?

A project scope statement identifies what is in scope for a particular project and ensures that all collaborators review and agree on the scope. It includes:

• Project objective: A statement of the project’s primary goal
• Timeline: Schedule for completing the project, including milestones
• Deliverables: Tangible work products that the client will receive at the conclusion of the project
• Reports: List of client updates from the project manager, including dates and channels
• Budget: Cost of the project, often broken down by task
• Constraints: Obstacles to completing the task that may cause delays
• Exclusions: Work, deliverables and materials that are not included in the project

Any modifications to the project scope statement should be managed as a scope change. They should require collaborator approval and budget or timeline adjustments. A strong change management process, or a structured procedure for introducing new workflows, policies or resources, helps prevent scope creep and ensures that the company is compensated fairly.

Project scope example

The following project scope example is a simplified project scope statement; a statement for a real project would go into greater detail. 

• Objective: Company ABC will design a mobile app for XYZ, Inc.
• Timeline: Finished app to be delivered six months from the start of the project
• Deliverables: Functional mobile application with versions for Apple and Google Android, including graphics and audio prompts
• Reports: Project manager to provide weekly updates via email or video call
• Budget: $20,000
• Exclusions: Marketing and deployment of the app

In this example, all project work would stem from this statement. Scope is Company ABC could use the scope to allocate resources for Programmers, UX/UI Designers, Software Developers and Product Testers to help ensure the right team members and resources are assigned efficiently to meet project milestones and deliver the app on time.

Out of scope examples

Based on the previous project scope example, 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
• Calling the client daily to provide updates on work
• Producing an email marketing campaign to spread the word about the app

Company ABC might offer services in the examples. However, if they aren’t defined as part of the project scope, they’re still considered out of scope. If the client wanted to add them, the project manager would need to change the project plan or refer the client to the appropriate team within Company ABC to create a new project.

What is the definition of scope creep?

Scope creep, or mission creep, happens when a project expands beyond its original scope, often in an uncontrolled or unfocused manner. As new tasks and deliverables are added, the project may become disconnected from its original goals. The additional work involved in scope creep can cause delays and push the project over budget.

One example of scope creep is when a client slowly requests more features without renegotiating the pay rate or when a client expects additional services that were not included in the original agreement. 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, your team will often need to solve unexpected details and challenges. However, you must still be aware that there are limits on your budget and time. Effective scope management is critical for the project’s success, as it ensures that the project stays within the set parameters of time, cost and quality.

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

Keep clear records

One way to potentially avoid scope creep is to maintain detailed records of any agreements between team members and clients. Start with the project plan and scope statement, and consider asking the client to sign off on it. These critical project scope documents can help guide your team. They also serve as a reference when you’re communicating with customers about out of scope tasks.

Once the scope is set, consider keeping records of progress, resource usage and deliverables. Document client requests to help you determine when they start to extend beyond the original scope.

Enforce 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. If you have the capacity, you can offer to take on the additional work for an extra fee.

While it can be tempting to agree to out of scope work to keep the client happy, this behavior can set a bad precedent. A small request can easily turn into a high volume of unpaid work beyond the scope. The most successful project management techniques involve mutual communication and respect for everyone’s time and effort.

Perform needs assessments

Scope creep often occurs when a team does not research what the client needs and how much time and resources are required to accomplish the project goals. Before beginning a new project, perform a needs assessment to accurately determine the project’s scope. Map out each step of the project, confirm deliverables and timelines and consider what resources you’ll need to complete each task.

If possible, involve leaders from the project team to gain multiple perspectives. The better you understand the project, the easier it is to create an accurate scope statement.

Anticipate changes

A certain amount of change is to be expected in any project. To manage scope creep, prepare for the possibility of changes. Examine what the project includes, and consider what factors could impact the original scope. 

For example, on a design project, external partners might request additional concepts or revisions. However, in a manufacturing project, you might need to contend with unexpected supply chain disruptions.

For each scenario, decide what resources your team would need to find a solution. This might include increasing your rate or extending the deadline. Communicate this information to clients so they understand the possibilities and associated costs. Then, create a system where they can request changes if necessary.

Anticipating changes and clarifying the costs up front can also be a proactive way to manage scope creep. It also sets expectations in terms of compensation and time, which can help prevent misunderstandings and disagreements in the future.

Role of the Project Manager in managing scope

The Project Manager plays a pivotal role in defining, communicating and managing the project scope. They must work closely with collaborators, including clients and employees, to ensure everyone agrees on the project’s boundaries. As the central point of communication, they’re typically responsible for enforcing the scope and resolving any conflicts that may arise during each phase of project management.

By maintaining scope and managing changes through a formal process, Project Managers help prevent scope creep and keep the project on track. Their ability to manage scope effectively is essential for delivering successful projects that meet client needs and stay within the agreed-upon budget and timeline.