Project scope is the work that has to occur to deliver a product, service, or result with specified features and functions (Wikipedia, 2013a). Scope creep refers to sometimes-uncontrolled changes in project or course requirements, in addition to continuous growth in a project's scope (Wikipedia, 2013b). Scope creep is commonly caused by new features that are added to the project (Lynch & Roecker, 2007). Scope creep can be beneficial as long as the project team can properly respond sensibly to the project’s changing conditions (Greer, 2010). However, the changes can cause the project to stray from its original obejctives and design. It can also occur when the scope of a project is not properly defined, documented, or controlled.
The project that I am describing occurred in the Intro to Computers & Technology class during my first college semester. We were required to create a PowerPoint presentation about IT and computers, and then explain it to the class. My group consisted of three students: two others and myself as the group leader. However, from the initiation of the project there was a problem with communication. Even though we were in a group, we seldom communicated. As the time approached to gather information, there was little input even after making contact with team members. Consequently, I wound up doing the bulk of the project work to research, compile information, and create slides with graphics for the presentation. The scope creep resulted from lack of communication and underestimation of time. It was not until the final day for completing the project that we eventually met as a group. The result was members hastily putting together their parts of the presentation within a few hours before class. Slides added at the last minute had to be adjusted to fit into the presentation. But because I had done so much of the work already, these last minute revisions created a potential for collapse of the project, or for a completely different version. Also, due to lack of time to properly rehearse my speech, I stumbled occasionally during the presentation. Still, this did not negatively affect my overall performance and grade. I received an A for the presentation and course, respectively. But in my evaluation, the process to complete the project was very inefficient and quite stressful at times.
As the unofficial project manager, in retrospect, I realize the mistakes that I made. I could have insisted on devising times where we could meet in the library, and communicate more often via email and phone. This would have given us the opportunity to keep within the timeline, discuss exactly what information was needed from members, and how their input fit into the presentation. This is an important part of controlling and creating a project, because any proposed changes should be discussed and approved by team members and stakeholders (Lynch & Roecker, 2007).
References:
Greer, M. (2010). The project management minimalist: Just enough PM to rock your projects! (Laureate custom ed.). Retrieved February 14, 2013 from https://class.waldenu.edu/bbcswebdav/institution/USW1/201340_02/MS_INDT/EDUC_6145/Syllabus/Syllabus/embedded/pm-minimalist-ver-3-laureate.pdf
Lynch, M. M., & Roecker, J. (2007). Project managing e-learning: A handbook for successful design, delivery, and management. Retrieved February 14, 2013 from https://class.waldenu.edu/bbcswebdav/institution/USW1/201340_02/MS_INDT/EDUC_6145/Week%206/Resources/Week%206%20Resources/embedded/6145_Wk6_Lynch_Ch5.pdf
Wikipedia (2013a). Scope. Retrieved February 14, 2013 from http://en.wikipedia.org/wiki/Scope_(project_management)
Wikipedia (2013b). Scope creep. Retrieved February 14, 2013 from http://en.wikipedia.org/wiki/Scope_creep
David, “ The key to successful project management is effective communication” (Portny et al, 2008,p.357). According to Portney et al (2008) “Project managers need to identify, understand, and engage each project’s diverse audience and stakeholders in order to lead everyone toward a successful project completion” (p.272). Apart from knowing the diverse members of a team, effective communication helps in understanding the specific needs of the project. In this particular scenario we can notice the lack of communication among the team members right from the very beginning. Some of the specific strategies in order to eliminate the unnecessary stress and inefficiency in the project include strategies like:
ReplyDelete• Reviewing the timeline
• Analyzing the task list
• Identifying the start date for the task
• Listing activities associated with the task
• Consulting team members
• Being flexible
• Communicating changes
References
Laureate Education, Inc. (n.d). Creating a project schedue. Retrieved from http://sylvan.live.ecollege.com.
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
Scope creep can happen due to many reasons and can be one of the leading causes of project failure.If scope creep cannot be prevented, it must be managed. In order for scope creep to be managed it requires change control, to restore the balance among the three constraints that are key elements of every project:
ReplyDeleteTime - when is it due?
Budget - how much can you spend?
Performance - what results must be achieved
In managing scope creep the original project requirements are augmented or embellished to make the project end-result better. Communication is very important in controlling scope creep. Project teams should have the opportunity to meet periodically to reaffirm the projects focus and keep abreast of activities within and outside the project that affect their work and the projects ultimate success (Portny, Mantel, Meredith, Shafer, & Sutton, 2008). Having a detailed risk management plan will also help control scope creep. An effective risk management process involves identifying and defining risk factors that could affect the various stages of the projects development as well as other specific aspects of the project.
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M.M.,(2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.
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ReplyDeleteHi David,
ReplyDeleteYour post brought back unpleasant memories of a class from this program. Our group project was hampered by a member than consistently added to and complicated every aspect of the production process, to a point where we could not make any progression towards our common goal. I think that the main issue in our situation was a failure to manage stakeholder expectations (Lynch, M. & Roecker, J., 2007). Our problem team member did not seem to grasp the concept that we were graduate students in a learning environment, as opposed to professional Instructional Designers that were delivering a finished product to a high-end client; this lead to our errant colleague second guessing and attempting to "improve" every aspect of our project, which almost resulted in ruin.
Hello David,
ReplyDeleteIn your post you mentioned that, in retrospect, you would have initiated more opportunities for communication. I think that clear communication is the most difficult thing to accomplish in a new group environment. Even basic good communication (not great) takes practice and experience between the individuals in a group. So I think you are right when you say that improving communication would have made an improvement in the success of the project.