Project scope — definition, best practices, examples, and more.

What is project scope?

Project scope is a component of project implementation that helps determine goals, constraints, workflow management strategies, tasks, and deliverables. By defining project scope, individual contributors can more easily manage their workloads.

A project scope is never set in stone, and you may encounter unanticipated issues. But the more clearly a scope statement is designed, the easier it’ll be to make changes and address obstacles.

In this guide:

• What is a project scope statement?
• Why is defining project scope important in project management?
• How to define project scope step by step.
• Project scope outline.
• Project scope examples.
• Project scope best practices.

What is a project scope statement?

The project scope statement is a detailed outline that includes a timeline, budget, assigned tasks, project stakeholders, and workflow strategies.

With a well-defined project plan and project scope statement, project managers can easily oversee each step in the project’s delivery. The scope statement keeps contributors on task, within budget, and on track to meet deadlines.

Team leaders should also map out a procedure for project changes within the scope statement. If a change is needed, stakeholders should inform the team and follow the guidance in the project scope statement to ensure a minimal impact.

Why is defining project scope important in project management?

Defining and documenting project scope is crucial for keeping contributors aligned. It outlines significant limitations and constraints that may derail timelines, budgets, and deliverables. Defining these parameters of a project helps alleviate unforeseen issues.

Determining which results to measure when defining project scope, like costs or conversion rate, is essential. Then, discuss the team’s vision and allow project managers (PMs) to create compromise by diagnosing areas of concern or disagreement. This helps you understand the project's goals and how each team can contribute.

A clear project scope:

• Provides a roadmap. Any team member can refer to the project scope at any point during the project for alignment and a clear view of project goals.
• Manages stakeholder expectations. Stakeholders may have different priorities for the project. The project scope sets the parameters, ensuring everyone knows the specific intentions and goals.
• Makes budgeting and scheduling easier. Defining deadlines and constraints in the project scope before beginning helps you plan resources.
• Prevents scope creep. Setting the boundaries of your project in the project scope helps alleviate issues that may shift the focus of your project away from the plan.

How to define project scope step-by-step.

Defining project scope is a collaborative process that requires careful planning and communication. Here’s a step-by-step guide to help you master this crucial aspect of project management:

Establish crystal-clear goals and objectives.

Before diving into the details, define the project’s goals and objectives. Goals are the high-level achievements you aim for, while objectives are the specific, measurable steps to reach those goals. This clarity ensures that everyone understands the “why” behind the project and what success looks like.

Gather and document stakeholder requirements.

Stakeholders are VIPs with a vested interest in your project’s success. Use various techniques, such as interviews, surveys, and workshops, to uncover their needs, expectations, and hidden desires for your project.

Identify and document deliverables.

Deliverables are the tangible outcomes your project will produce. Specify these clearly, ensuring they are measurable and align with the project’s objectives.

Create a work breakdown structure (WBS).

Think of the WBS as your project’s family tree, breaking the scope into smaller, more manageable chunks called work packages. It’s like organizing your project into bite-sized pieces, making tracking progress and assigning responsibilities easier.

Define exclusions and constraints.

Just as important as defining what’s included is clearly stating what’s not. Identify any exclusions, tasks, or deliverables outside the project scope. Also, specify any constraints that may affect the project, such as budget limitations, time restrictions, or resource availability.

Obtain stakeholder buy-in.

Before proceeding, ensure all stakeholders understand and agree on the project scope. This prevents misunderstandings, manages expectations, and reduces the risk of scope creep later.

Establish a change control process.

Changes are inevitable, but they shouldn’t be a free-for-all. Define a formal change management process that outlines how new requests are evaluated, approved, and incorporated into the project.

Project scope outline.

Every project scope statement should follow a consistent outline. Below is a basic outline and an example of what each section might look like.

Introduction.

The introduction should define the purpose, goal, and stakeholders and give a high-level overview of the project’s scope. An introductory statement might start with, “This marketing project is being undertaken to create an article to post on the blog to create brand awareness.”

Project scope requirements and goals.

The project scope is the main piece of the project scope statement. It should define specific requirements like budget, timeline, or contributing teams. You can also offer a vision of the deliverables.

Include a statement like, “This project will include research, content strategy, content creation, and content publication on the company blog. It will also include sharing the article on social media. The marketing team will conduct all activities.”

Deliverables.

Define the item that needs to be completed, who it’s going to, and any deadlines. It is crucial to create parameters around deliverables so that the expected result is straightforward and doesn’t lead to churn. For example, a short write-up could say, “Project deliverables include one researched, written article of up to 1,000 words to be delivered by email.”

Project acceptance criteria.

Use acceptance criteria to set target thresholds for your project requirements. Be sure to state who will be responsible for the final analysis and how the metrics will be measured. In the project outline, you might begin with something like, “The company will review and approve the final article before publishing.”

Exclusions.

List the components that will not be a part of the project. It is essential to get alignment from team members and leaders to clarify expectations. Identify these in writing before beginning the work. For example, your statement might include, “This project will not include payment to external vendors for research or outsourced services.”

Constraints.

Document project constraints like budget limits or timeframes. To clearly state the potential sources of scope creep, your statement could say, “Constraints may include communication delays, changes in scope, or technical difficulties. The budget for this project is $21,000, and it must be completed by the end of Q3.”

Change control process.

Clearly define the steps required to alter the project scope and who should be involved in any changes. The change control process in your project scope statement may read, “Any modifications to the project should be submitted to the project manager, who will assess the request and approve or deny it. Necessary stakeholders should also be included in the initial request.”

Project scope examples.

Here are a few examples of how project scope can be defined for different types of projects:

Website development project.

• Objectives: Increase website traffic by 20%, improve user engagement by 15%, and generate 10% more leads.
• Deliverables: Redesigned website with improved user interface, new content, and enhanced functionality.
• Exclusions: Mobile app development and social media marketing campaign.
• Constraints: Budget of $50,000, a timeline of 3 months.

Product launch.

• Objectives: Successfully launch a new product to market, achieve a 5% market share within the first year, and generate $1 million in revenue.
• Deliverables: Product development, marketing campaign, sales training, and launch event.
• Exclusions: Post-launch customer support and product enhancements.
• Constraints: Timeline of 6 months, budget of $250,000.

Internal process improvement project.

• Objectives: Streamline a specific internal process, reduce processing time by 10%, and improve efficiency by 15%.
• Deliverables: Process mapping, gap analysis, recommendations for improvement, and implementation plan.
• Exclusions: Technology upgrades, employee training.
• Constraints: Timeline of 2 months, budget of $10,000.

Project scope best practices.

By following these best practices, teams can minimize risks, improve collaboration, and ensure successful project execution. Here are key strategies to help you maintain a well-defined and controlled project scope.

• Be clear and concise: Avoid ambiguity and ensure all stakeholders understand the scope. Use precise language, define terms, and provide specific examples.
• Involve all stakeholders: Encourage collaboration and gather diverse perspectives. This ensures everyone feels heard and reduces the risk of misunderstandings later.
• Use visual aids: Diagrams, flowcharts, and mind maps can help stakeholders visualize the project and its components.
• Document everything: Maintain a comprehensive scope statement as a reference throughout the project lifecycle.
• Establish a transparent change management process: Define how changes to the scope will be requested, evaluated, and implemented.
• Regularly review and update: Monitor progress, identify any deviations, and make necessary adjustments to the scope.
• Use project management tools: Tools like Workfront can help define, track, and manage project scope effectively.

Start creating project scopes.

Clearly stating goals, tasks, deliverables, and other key elements creates a project scope that keeps projects efficient and on track. The project scope statement helps you manage expectations and ensure that teams know what is expected of them.

To define your project’s scope, determine your goals and the metrics you’ll use to measure them. It’s also essential to ensure you’ve allocated the necessary resources and understand any exclusions and constraints.

A world-class workflow software is key to successfully managing project scope. Adobe Workfront will help you manage everything from deliverables to stakeholders to target metrics.

Take a product tour today to learn how Workfront can help you make your next project a success.