How often do you and your business commit to your project scoping process? Here are 5 things you need to consider to ensure your project scoping is accurate and effective.
Officially defined, the term ‘project scope’ relates to everything that needs to be done, and only that which needs to be done, in order for a project to succeed. This means taking the time to research your project and take all the steps you need to ensure that it’s implemented successfully while proactively minimizing problems along the way.
Today, we’re going to explore a number of things to consider and think about to ensure that this part of your project is as accurate as possible, reducing the number of problems and issues further down the line and maximizing the overall success of your next venture.
1. Understanding the project
The only reason that you’re implementing a project in the first place is to address a problem. This could be anything from trying to streamline your business operations or daily processes, implementing a new product or service to expand your range, or changing something in your business to improve it or to add functionality.
“The first, and the absolutely most important thing you’ve got to do is to understand this goal or problem that you’re trying to address. You need to ensure that this is clear in your project scoping documentation, and with anybody who is involved.” - Tina Olson, a project consultant for UK Writings
2. Focus on who is involved
Now that the need and necessity of the project have been defined, you need to start thinking about everybody who is involved in the project, as well as those who will be affected by it. For example, if you’re working in a supermarket and you’re adding a café for your customers to sit and have some lunch, this would be a large-scale project involving a large number of people and disrupting the working lives of many more.
Of course, this is going to affect everyone in your business, from the staff and management teams to your customers and even the people who will carry out the project. However, you need to make sure that you’re looking deeper than this. For example, customers are going to start asking about the new café, which means you might need to have more customer service assistants to answer these questions.
You’ll also want to identify any stakeholders in your business who will have a part to play, whether that’s financially or otherwise.
3. Identify the outside influencers
No matter what your project is, whether it’s a physical project or something happening on the internet, there are many external factors you’ll want to think about in order to ensure that your project is a success.
Most importantly out of any of these is government regulations, state regulations, laws, trading standards and, of course, health and safety practices. You can find out about these using research platforms, such as Hanover, to save your time and focus on the most important project tasks.
During the project scoping stage, make sure that you’re researching and finding out the most current regulations that will apply to you and your project to ensure that any concerns are addressed early, maximizing your opportunities for success.
4. Planning your process
Now, with all this information in mind, you can proactively start to look at each stage of your process. The chances are that you’ve already got an idea of what steps you need to take. If not, now is the time to write them out.
After you’ve got your steps, you’ll then need to go through each one to try and figure out any problems that you might experience at each stage. Of course, there are going to be obvious ones that will pop up, but it’s important to analyze deeper than this to make sure that you find any subtle problems that could turn into bigger ones when you reach them.
5. Expect the unexpected
As with any project of any kind, there are going to be problems that come up that you simply can’t plan for or expect, but that doesn’t mean that you won’t be able to cover them.
“The main resources that will be affected are time and money, so make sure you put some extra aside to cover any problems that might arise.” - Derek Turner, a project manager for Paper Fellows.
As you can see, there are many things you can consider when it comes to planning and preparing for your project using the project scoping process. By being as prepared as possible, you can actively increase the chances of your project being completed successfully.
Author: Brenda Berg is a professional with over 15 years of experience in business management, marketing and entrepreneurship. Consultant and tutor for college students and entrepreneurs at Oxessays. She believes that constant learning is the only way to success. You can visit her personal blog at Letsgoandlearn.com