Project Getting Bigger? Don’t Let Scope Creep Derail You

Have you ever worked on something and something comes up that results in added work? Your project is getting bigger. It’s a condition in IT we call “scope creep”. We’ll talk about what it is and what to do about it today.

Scope creep isn’t just at work, either. I recently had an experience with it at home. I was sick of the color and border in my bathroom and decided to repaint. So I spent a long weekend stripping border, repainting trim, and then putting the new color on the walls. My husband and I had talked about replacing the carpet with laminate in our bedroom later this year, and then running the same flooring in the bathroom. The paint wasn’t even dry on the walls when the project exploded in scope. “Let’s tile the shower….but if we’re going to do that we need to do it before the floor…and we should really do that now so that we don’t have issues with the new border when it goes up…and if we’re redoing the shower we should buy new fixtures, and then upgrade the sink to match, and then the lights and the outlets…” Instead of just paint and border, I am now undergoing a bathroom renovation. Don’t take this as complaining, though…it will be fabulous when it is done. It’s just a matter of the project suddenly blossoming out.

What is Scope Creep?

The scope of a project is the agreed-upon statement of work that will be performed. In IT, it means defining what the change is, and what it will do. As a consultant, I am used to managing scope with my clients. Scope might be to add 10 identified reports to a system; or adding a module to process credit cards; or create a program with a specific set of features.

Scope creep is when things get added to an already agreed-upon set of work. It would be adding additional reports; sending out paper statements to credit card customers; adding features outside of the specific set. It would also in my bathroom example be the shower, the floor, the fixtures and the electrical.

More Work, Same Time, Same Cost?

The vicious part of scope creep is that often the person asking for the features believes that the additional work should fall in the same time frame and same cost as the original.

After all, the client says, if you can write 10 reports in a week, why can’t you add another one? It’s not that much work, right, because you’re producing just a little bit more, and you can double up?

The problem lies in that many people who add things on don’t realize that additional work will take additional time. And additional time means additional money.

The problem I see most often when clients add things onto a project is they don’t understand why that pushes the deliverables further out. That’s why my company, and others I have worked for before, are very particular about the statements of work as well and any changes. We either do a change order (and have the client sign off on the new time/cost) or start a phase 2 document of things to be done after the original work is completed.

Scope Creep At Work

Scope creep at work is common. Additional duties get added under that ubiquitous “other duties as assigned” part of just about every job description. People are asked to take on new projects, expand what you’re already doing, or volunteer for committees.

Within projects, too, scope creep can be rampant. You could be asked to add just a bit more information on a report, or re-do something in a document you’re editing, or prepare a related sales page.

Scope Creep At Home

Scope creep is not just for work. As my example above, it can be obvious and major, or it can be subtle. Every time you get pulled in another direction or distracted while doing a project can count as scope creep.

Cleaning the bathtub? You decide you need to wash the rugs. Cleaning out the leftovers from the fridge? You decide you need to wipe down the shelves. Taking the trash out? You decide to wash the trash can.

Why Scope Creep Will Destroy Your Productivity

It may not seem like a big deal – because the danger of scope creep is that the added tasks are usually good ideas. They’re related to the task at hand, and really don’t seem to add up to much extra effort.

The problem comes, though, when you add up all the extra tasks and the time they will take, and it can completely throw your schedule off kilter. A few added tasks and you may not hit deadlines. And that can be a big problem.

How To Spot Scope Creep

Some scope creep is obvious, because it doesn’t fit with the task at hand.

But the stuff that seems to fit is the subtler, more dangerous form of scope creep. It seems like a good idea, it fits in with what you are already doing, and doesn’t seem like that much effort.

Here’s how to spot it…watch for these phrases, said by others or yourself: “As long as…”, “Let’s add…”, “How about if…”, “While you’re doing…”, “I’d like to…”, “Seems like I should…”

But the only sure way to spot scope creep is to constantly ask yourself what you intended to be doing, and what you are actually doing. If the two are not the same, then you have probably succumbed to scope creep.

What To Do About Scope Creep

There are two ways to handle scope creep without derailing your productivity and/or missing deadlines.

1. Expand your time.

In project management, when new features are added, we do a change order and adjust the deadline. This is very formalized, but you can do this verbally.

“I can add those graphics to the report, but it’s going to take me an extra hour.” This let’s the person know you are willing, but it is going to push out the time.

“I can wash those rugs now, but that will mean I be done with my housework later, and I won’t have as much time to play with my kids.” This is an example of an internal adjustment, allowing yourself to recognize that your choice will have consequence on the rest of the day.

2. Do it later.

If you choose not to do the task now, it is important that you have some sort of way to track it to do it later. In software development, we create a next version feature list. Again, this is very formal, but you can do it verbally.

“I can’t add those graphics and still have the report to you by the end of the day. Can I add them tomorrow?” This lets the person know that the deadline would pass, but you can do the work in the future.

You can even do this for yourself. “I want to wash the rugs, but I will miss playing with my kids. I’ll put them on the list of things to do this weekend.”

(And then of course, do what you commit to…)

Conclusion

I deal with scope creep every day in the job, and you probably do as well (although you may not have recognized it.) Learning to recognize scope creep, and then dealing with it by either extending deadlines or putting the new work off, can boost your productivity. Don’t let yourself be sidelined by scope creep.

Image by NASA Goddard Photo and Video. Licensed under Creative Commons. Text added.