What Is Project Scope?

Here’s how to set your project up for success and avoid misunderstandings down the road.

Project managers in every industry have one thing in common: the job of keeping everything and everyone involved in the deal on track. And there’s one tool that helps these pros keep it all together—the project scope. But as a project manager, have you ever been officially coached on how to write a project scope? 

Only 61% of project managers^[1] in 2020 used a defined project management methodology. That means that the rest of us are just winging it and hoping for the best. But that can lead to expensive failures. Starting each project with a clearly defined plan is the backbone of its success. In this article, we’ll lay out a clear method for developing and defining orderly project scopes. 

What is project scope?

Let’s review the project scope definition. Project scope is a written document that defines parameters—like who, what, when, where, and how much—that are required to get the job done. 

This document is crafted by the business or individual responsible for performing or overseeing the work, usually in the role of project manager. Project scope sets expectations for all parties involved in a project, including the stakeholder, subcontractors, managers, third parties, and end users. All parties involved can refer back to a project scope often throughout a project to measure adherence and request recalibration when things get off.

So, what does a well-written project scope look like? Let’s cover the critical steps you’ll need to build your project scope in an essential document.

How to write a project scope 

Your scope document will vary in length depending on the complexity of your project. But the same basic components should be incorporated into each undertaking. 

1. Project scope statement 

The first step in the process is writing your project scope statement. Begin with a few sentences that discuss the project’s overall goals and explain your proposal. As you continue writing, you’ll enter more detailed parameters to provide transparency in your deliverables. 

2. Project tasks

This is the time to get into specifics so that the customer understands what they’ll receive. This also helps ensure there are no surprises or disappointments at the end of the project. When writing your tasks, bulleted or numbered lists in chronological order can ensure that you’ve covered all of your bases. 

If there’s an item that you’re unclear on what the customer wants, now is the time to ask for clarification—before you begin working on the project. Investing time and effort upfront with your scopes will pay off. Disputes and misunderstandings occur less frequently with clearly defined parameters inside your project scope. 

3. Project deliverables

Next, you’ll clarify your project deliverables. This is what you physically turn over to your client, whether it’s a building with keys if you’re a contractor or a digital file if you’re a content marketer. In this section, you’ll set milestones, deadlines, and completion dates. You’ll let the customer know what they will receive and when they will receive it. It should also include any warranties or guarantees that you’ll provide. 

4. Project acceptance criteria

There’s nothing worse for business than a dissatisfied customer. That’s why setting project acceptance criteria inside your scope is so critical to the successful completion of your work. This sets measurable standards that you and your client agree upon. In construction, a final punch list provides the means for the owner to approve or reject workmanship, essentially accepting the project’s completion once the items are corrected.

5. Project exclusions

Exclusions are one of the most important components of your project scope document. This delineates which items are specifically excluded from your contract, and it’s important to include so that the signer doesn’t expect anything outside your scope of expertise. Your exclusions can be a lifesaver if you need to go back to examine your scope document when questions arise about your agreement. 

6. Project constraints

The next part of a project scope lists your constraints. This tells your client what you need others to do before you can proceed. Set expectations with the other parties involved so that you can complete your end of the deal on time. Constraints include contingencies for material procurement, waiting in sequence on subcontractors to complete preceding work, or defining periods of time that you are available to complete the work.

7. Buttoning up your project scope

Finally, your project scope should include a section for signatures. This project scope step ensures that all parties have read and agreed to the parameters and cost. This also provides one last opportunity for each party to make any necessary changes before the project begins.

What is scope creep?

Scope creep looms over the project management wheelhouse. Because humans can never predict 100% how a project will go, scope creep happens. Scope creep is when unexpected additional work is required in the middle of a project, and nobody wants to do it for free. It ends up costing more time and money. 

Unforeseen circumstances, such as exposing rotten building materials that need replacing during a renovation project, are common causes of scope creep. You can mitigate your risk of scope creep by being specific about your exclusions and updating your scope as the project progresses.

Project scope examples 

A project scope is any detailed document that defines expectations from a provider to a client, with measurable deliverables. These documents are used in a variety of industries—from construction to software management. 

Set yourself up for success from the start with the right project management tool for the job 

Creating masterful project scopes is a skill project managers hone over time. By taking the time to go over all task requirements, listing out any questions you have, and fine-tuning expectations before you start any project is the first step to building a successful project scope. Find out what else you can add to your toolbox by checking out our top tools for project managers.