Scope creep happens when a project’s requirements, goals, or vision changes beyond what was originally agreed upon. These changes could be in the form or major changes or even little things are being added incrementally. Scope creeps need to be avoided as these unplanned changes can lead to arguments over the division of labor, cost overruns, missed deadlines, and even project failure. 

The PMBOK® Guide describes scope creep as “adding features and functionality (project scope) without addressing the effects on time, costs, and resources, or without customer approval”. Scope creep pops up a lot in review meetings with stakeholders or customers. During the review, a stakeholder or customer may request a change of a project goal or deliverable that will cause additional, unplanned work. It occurs when said goal or deliverable is changed without adjusting the project schedule or resources.

Ambiguous Scope 

Many project failures are the result of a lack of “clearly defined objectives and milestones to measure progress”. Without having concrete goals and a well-defined project scope, it’s easy to get sidetracked with work that doesn’t pertain to your project’s main focus. Seemingly minor tasks creep will also be more likely to be let in without fully estimating their impact on the project.

Direct, Unmanaged Contact Between Client & Team Members

Some clients, whether intentionally or unknowingly, try to add more features and options beyond what was defined in the original project scope. These items would require more resources and effort and therefore require more money from clients. They may make several requests to the team members which may derail from the originally agreed requirements as they will start working in different directions than what was defined initially because they have been taught to do whatever client asks. 

Client Underestimated the Complexity of the Project 

As a project manager, it is dangerous to overestimate the capability of your team and resources. Pitching clients more than what the team can deliver means they will have to scramble at the last minute when the inevitable truth (that the team over promised) comes true. This generally happens when projects are taken on without an accurate assessment of the team’s current performance, ability, and schedule. The team will get discouraged at the prospect of failing the task and clients will be upset when the deliverables are not what they expected.

Protect Your Baseline

Always ensure that no request for work is accepted without a clear agreement on it being in or out of scope. A detailed scope should be written at the project’s onset. A project charter/statement of work will help. When defining the project scope, ask as many questions as you need to in order to clearly understand the client’s goals with the project. Here are a few questions to ask in the beginning:

1. What are the goals of the project?

2. What will make this a success?

3. What can we do to ensure success?

4. How will you measure success after completion of the project?

Manage Expectations of Clients

Project manager should manage the clients’ expectations. Being honest and clear from the start of the project is the best way. Many tend to have the inability to tell the truth to clients regarding the team’s inability or schedule to deliver the expected results. Letting the clients in on your processes and agreeing what’s best for both sides is essential to your success and future collaboration. Make sure everybody is on the same page. 

Effectively Manage the Team 

Ensure the entire team understands the project scope and agrees to focus on delivering it and nothing else. Project managers could even take this a step further, and reward them when they deliver on-time, on-specification and on-budget.

The team should be able to weigh the advantages and disadvantages of integrating each new request. If the changes won't drain too much resources in comparison to the benefit they will provide, it may be in the project’s best interest to complete them.

Utilize a Change Request Form 

In certain cases changes from customers may be necessary. In order to avoid scope creep, the team should submit a change request form that documents the change and ensures that all stakeholders are aware of the change in project scope and its impact to the project’s cost and schedule. Keeping a record of the changes and looping the stakeholders on the impacts would also help to deter any unnecessary changes.