Here's how you can prevent scope creep and stay on schedule as an IT professional.

First understand the scope and purpose of the work in concrete terms . Define the functional and non functional requirements clearly. Ensure that the functional and non functional requirements are understood by the key stakeholders and agreed upon. To define the functional requirements use as much wireframes as possible to bring clarity. Make the team aware about the requirements and the boundaries of the requirements. Sensitize the team to spot deviations Put up an agreed change management process in place. Communicate more often and seek validations / confirmations from customer / stakeholders (build incremental MVPs to reduce chance of scope creep)

The key is to understand the business use cases and making sure the scope matches them. You also need to consider the non-functional requirements early on, and obviously if working in an agile development methodology don't forget the important retrospectives and allow time for re-factoring. Agile is all to often confused with no clear spec, so use the retrospectives to communicate with the business users to make sure early on that the requirements have indeed been understood and not lost in translation.

Once the scope is finalised, create a detailed Scope document. Clearly state all the functionalities which have to be delivered . Also state the functionalities which is not in scope. State the limitations (if any). Get this document signed off by the stakeholder. This will prevent Scope Creep & align everyone's expectations. Stakeholder & Project Team will be aligned with the deliverables.

Scope Creep - Extra requirements added afterwards that require procedures like change requests. These affect multiple teams in the organization as one change in a project can hamper the work of many teams. Everyone have to make changes according to the requirement. Hence the initial and most important thing is communication. We have to make all the teams aware of the required change and also how it will affect them. The client has to be informed about the affects of the change and also the time it will take to implement the change as there are many approvals required from multiple teams and higher management.

Define clear project scope Create a detailed project plan Use change control process Communicate regularly Prioritize tasks Monitor progress Manage expectations Build in time buffers Use agile methods Learn from past projects Train your team

Set clear goals and secure stakeholder agreement on completion criteria. Encourage your team to adopt your framework and uphold project objectives. Embed a robust review, management, and quality framework to prevent scope creep: -Utilise agile methods, tailored to project specifics, regular communication, reviews, open atmosphere -Define project scope and project plan early -Implement quality frameworks like ISO 9001 or Six Sigma -Prioritise tasks and time buffers for unforeseen challenges -Use e.g. Scrum, monitor progress, manage stakeholder expectations effectively -Invest in continuous team training Anticipate that what can fail might indeed fail, so prepare yourself and the team accordingly.

SMART goals - Specific, Measurable, Achievable, Relevant, and Time-Bound. Small, quick iterative feedback loops; not big audacious, long-term goals. Don't add (leads to scope creep), but replace or remove undesired discoveries.

Embrace change, but account for discovery and refactoring. Backlog ideas outside the scope of the MVP you're working on. If priority needs to change, stakeholders need to understand the opportunity and switching costs.

Defining what is and is not part of the project's scope is critical information one should be aware of in the project's preparation. The OKR method, with its clear and concise goal-setting approach, is to be described as what the company wants to achieve in the end, providing a clear direction for the project. More strategic workshops should be set up to change the business outputs to strategic thinking. For instance, the Impact Mapping approach sets high-level boundaries mutually. Moreover, project discovery workshops, like Lean Inception, help align the stakeholders and create the closest expectations.

Basándonos en el concepto de agile Inception, al definir el alcance y una vez tengamos claros los objetivos, debemos definir que es lo que no queremos hacer.

Define scope clearly Document boundaries Get stakeholder sign-off Say "no" professionally Explain impacts Use change request forms Review changes with team Communicate changes Update project docs Stand firm

Following Brené Brown on 1.Aug.2019 in the CEO Magazine, “The courage to be vulnerable is not about winning or losing, it's about the courage to show up when you can't predict or control the outcome.” “Clear is kind. Unclear is unkind.” Try to anticipate the unexpected, prepare the project team accordingly by establishing clear goals and securing stakeholder agreement on completion criteria. Communicate!!! Document all project requirements meticulously to ward off scope creep. Encourage your staff to embrace and uphold the project objectives. Step up for them and your project. Promptly communicate boundaries to your team and stakeholders. Embrace and manage change.

All activities are bounded by fund, timeline, work capacity, dependencies and uncertainties to name some. Clearly articulating these factors helped secure buy-ins and alignment on what will be delivered and what goal will be achieved. And any changes on the initial plan have repercussions on the desired outcome of the work.

"Daring leaders strive to create environments where individuals can authentically be themselves and foster a strong sense of belonging." (Brené Brown, CEO Magazine, 2019/01/08) Embrace your team as integral members; encourage openness and clarity. Respect their perspectives, celebrate successes, and address deficiencies. Implement a structured framework like Scrum for effective communication and review processes. Maintain transparency with stakeholders without filtering information.

Early and ongoing team engagement is key. Here's a simplified version: Include team in planning Clarify project goals Define individual roles Foster scope understanding Encourage open communication Hold regular team meetings Review progress together Address challenges promptly Make team-approved adjustments Keep scope in check collectively

Team engaged in delivering the work to business and its customers MUST understand WHY are they working on those priorities and the value it's creating. It establish early detection of risks and reduce technical scope creep other than those coming from business. It motivates the team to own the work and empower them to think on best approaches/solutions.

Additionally, using visual tools like Gantt charts and dashboards can provide a clear and concise overview of project progress, helping to pinpoint delays and allocate resources more effectively. Regular team meetings and feedback sessions also foster communication and collaboration, ensuring that potential issues are addressed promptly and the project remains aligned with its objectives and timelines.

In the age of digital transformation, there are several tools available that allow you to manage the project progress of all members simultaneously. Project managers should utilize these tools to create a baseline that they can compare to the initial project plan from time to time to determine if the schedule is on track. There may be different methodologies for this baseline, and each situation will require a different methodology to be applied. However, common to all projects is the ability to determine how each task impacts the overall schedule, rather than just focusing on one small task to check off the schedule.

Es importante definir entregas de cortos períodos de tiempo, pero que entreguen la mayor cantidad de valor o utilidad, de esta manera los cambios u obstáculos que se presenten durante el proyecto van a ser más fáciles de sobre llevar.

Effective use of tools allow leaders and members detect challenges that might be a sign of scope creep. Tools like Jira, Azure DevOps, PowerBI and MS Project can generate valuable data analytics that will help determine potential problem in the work, practices and target. Once detected, initiate a conversation to realign on the goal.

Viewing scope creep as an opportunity can transform potential issues into advantages. It allows for identifying additional services not included in the initial scoping process. By embracing scope changes, you can deliver more comprehensive solutions and enhance client satisfaction. This proactive approach fosters innovation and adaptability within the team, ensuring that evolving needs are met efficiently. Moreover, maintaining transparency with stakeholders about the impacts of these changes on schedules and resources builds trust and demonstrates a commitment to delivering value beyond the original scope. This approach turns challenges into growth opportunities.

In my perpective, the notion that Change Management (CM) prevents scope creep might not be that accurate. What this approach is doing is more of organizing the potential changes in the scope and formalize the agreement between parties on the effect in the existing plan. Therefore, CM recognize that scope creep exist and replanning (or backlog refinement) might be the next course of action to accommodate the needed change.

Communication is key in a healthy project journey. I have found being transparent and making the key stakeholders aware of the positives and negatives early makes it easier to increase the success rates of the project. Sometimes it helps completing the project before time and navigate better through the project deliverables within timelines.

Effective communication may seem easy at first glance, but it's probably one of the most difficult tasks in project management. Remember that every project is a human endeavor. Communication with project members should start with respect for the other person. Sudden requests should be communicated with a clear rationale. Communication should be logical, and clear, not just telling people what to do based on mutual respect.

La comunicación es una habilidad que se debe desarrollar y requiere que periódicamente el equipo se esté retroalimentando, teniendo claro que se está haciendo correctamente, que se debe mejorar, que se debe corregir y que se debería dejar de hacer.

In my professional journey, I have identified that to communicate effectively, it is necessary to adapt communication according to the profile of the subordinates. Adjusting the tone of voice sometimes helps. I prefer individual and face-to-face communication, as this is when crucial information is exchanged for decision-making. However, it has not been easy, especially with Generation Z, who often display dissatisfaction and insecurity. My management strategy is strongly based on objectivity. I believe that clarity and precision are essential to minimize communication noise, which often leads to misunderstandings and inefficiencies. A classic example of poor communication occurs when team members are not on the same page or alignment.

The solution I adopt is to present and demonstrate practically to the team how the task should be performed. Conclusion This is a practical and personalized approach that can serve as a model for other leaders, especially when dealing with the inherent challenges of communicating with different generations. This case study underscores the ongoing need for effective communication strategies to promote a harmonious and productive work environment, where all parties are aligned and working towards common goals.

It is also necessary to define the organization, set up rituals, define roles, responsibilities, processes, in short define the ‘how’.

One thing I am confident about is that scope creep is a project manager's fault. Either he is not controlling the scope, or he is not empowered enough to do it (which is a stakeholder management lack of skill). Controlling the scope creep is tricky if the project plan is not clear. So, it is not a matter of doing it waterfall or agile, it becomes a clear change management strategy that can cater to customer expectations and yet help the team achieve what is needed, no more and no less. So be clear, decide timely, get a buffer, and ask for authority. Power is not given, it has to be taken.

On the journey to success, attitude is the compass that guides us. Embrace a positive mindset and take charge of your path today. Have you taken yours?