What Is Project Scope? Definition, Guide, and Example
Project scope clearly defines what your project will and won’t cover, so everyone involved knows exactly what to expect. In this article, you’ll learn how to identify project goals, tasks, deliverables, and boundaries, making it easier for you to plan, track progress, and avoid confusion down the road.
What Is Project Scope?
The project scope defines the project's objectives and deliverables, and outlines what work will be done to complete the project (and importantly, what work will not be done, or what's out of scope). It establishes the boundaries of the project, including relevant resources, timelines, and responsibilities.
The project scope also identifies assumptions, limitations, or constraints that may affect how the project is completed.
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What Is A Project Scope Statement?
A project scope statement is a formal document that records the agreed-upon project scope and establishes a shared understanding of what the project will deliver. It typically documents deliverables, acceptance criteria, exclusions, assumptions, and constraints.
Project managers use the scope statement to align stakeholders and team members on expectations, evaluate proposed changes against the agreed scope, and prevent scope creep throughout the project.
Why Is Project Scope Important?
Having a clearly defined project scope is important because it provides a shared reference for project managers, stakeholders, and project team members that helps:
- Track project progress: Measure completed work against the project's objectives and deliverables.
- Assess project risks: Identify potential challenges and constraints that could affect project delivery.
- Allocate resources effectively: Assign resources based on the work required to complete the project.
- Prevent scope creep: Avoid scope creep by establishing clear boundaries around what is and isn't included in the project.
- Control project costs: Keep work aligned with the approved scope to reduce unexpected expenses and stay within budget.
- Align stakeholders and team members: Communicate project expectations, responsibilities, and deliverables so everyone understands what needs to be accomplished.
What Should Project Scope Include?
A project scope should include the following elements to establish clear expectations and keep the project on track:
- Project objectives: Define what the project aims to achieve and the outcomes that will determine its success.
- Project deliverables: Identify the specific outputs, products, or results the project is expected to produce.
- Project timeline: Outline the expected project duration, key milestones, and deadlines.
- Project budget: Establish the financial resources available to complete the project.
- Constraints and limitations: Identify any restrictions related to time, budget, resources, or other factors that could affect project delivery.
- Out-of-scope work: Explicitly state what the project will not include to prevent misunderstandings and scope creep (e.g. whether your Google Ads marketing campaign includes landing page creation).
These elements help you set realistic expectations, align stakeholders, and keep work within the agreed timeline and budget.
How To Define Project Scope
Here's how to define project scope:
1. Identify the Project Goals
Start by defining what the project needs to achieve and why it matters. Identify the project objectives and the business outcomes that will determine success.
Distinguish between overall goals and measurable objectives. For example, improving customer onboarding is a goal, but reducing onboarding time from ten days to five is a measurable objective. I'd recommend confirming these priorities with stakeholders before deciding which deliverables belong in scope.
2. Gather Stakeholder Requirements
Use requirements gathering to understand what stakeholders need from the project. Speak with project sponsors, end users, and the people responsible for delivering the work.
Focus on business requirements, functional requirements, and nonfunctional requirements, such as security or accessibility standards.
Stakeholders often have competing priorities, so distinguish essential requirements from nice-to-have requests. Don't assume every stakeholder request needs to be included in the project scope.
3. Define the Project Deliverables
List the specific outputs the project must produce to meet its objectives. Be clear about what each deliverable includes to avoid misunderstandings later.
For example, "new website" is vague, but "five-page marketing website with a contact form" establishes clear expectations.
For each major deliverable, identify:
- Expected output: What the team will produce and its main components.
- Required work: The activities necessary to produce the deliverable.
- Acceptance criteria: The conditions the deliverable must meet to be accepted.
You can use a work breakdown structure (WBS) to organize deliverables into smaller components.
4. Establish Scope Boundaries and Exclusions
Define exactly what's included in the project and what's excluded. Clear boundaries help prevent scope creep and give you a reference when stakeholders request additional work.
I'd pay particular attention to exclusions that stakeholders might assume are included. For example, a website redesign doesn't necessarily include new content creation or ongoing maintenance.
| In Scope | Out of Scope |
|---|---|
| Redesigning five existing pages | Creating additional pages |
| Updating page layouts and navigation | Rewriting all website content |
| Testing the redesigned pages | Ongoing website maintenance |
| Implementing approved design changes | Developing new integrations |
You don't need to document every possible exclusion. Focus on work that could reasonably be mistaken for part of the project.
5. Identify Resource and Budget Constraints
Identify the constraints that could limit what the project can deliver. These help determine whether the proposed scope is realistic.
Consider the following:
- Budget: Spending limits that restrict what can be included.
- Resources: Availability of the people, skills, materials, and tools required.
- Dependencies: Work that relies on external teams, vendors, or client input.
- Assumptions: Conditions you're relying on, such as receiving stakeholder approvals by an agreed date.
I'd recommend verifying assumptions before finalizing the scope. If a deliverable depends on resources or approvals that haven't been confirmed, document that uncertainty.
6. Establish Key Milestones and Deadlines
Identify the major milestones and deadlines that constrain when project deliverables must be completed. Focus on significant checkpoints rather than scheduling individual tasks (e.g. a website redesign might have milestones for design approval, development completion, and final handover).
Consider dependencies and fixed deadlines when setting these dates. If the proposed deliverables can't realistically be completed within the available timeframe, you'll need to adjust the scope, resources, or deadlines.
Leave detailed task sequencing and project scheduling for the broader project planning process.
7. Document, Review, and Approve the Project Scope
Record the agreed scope in a project scope statement and review it with stakeholders before work begins.
I'd involve the people responsible for delivering the work, not just the project sponsor. They can identify overlooked dependencies or unrealistic expectations.
Before requesting approval, confirm that:
- Deliverables and exclusions are clear: Everyone understands what's included and excluded.
- Constraints are acknowledged: The scope reflects available resources, budget, and deadlines.
- Disagreements are resolved: Stakeholders agree on priorities and expectations.
- Approval is documented: The appropriate stakeholders formally approve the scope.
Once approved, use the scope baseline to evaluate proposed changes and prevent unauthorized additions to the project.
Project Scope Example
If you were a project manager heading up a new project for delivering finished computers from the manufacturing warehouse to clients across the county, a simple project scope may look something like the following:
| Section | Example |
|---|---|
| Project Overview | Ship ABC-manufactured computers to distribution centers across the United States before the holiday shopping season. |
| Project Scope | Ship 500 computers manufactured in October 2022, determine distributor inventory needs, and plan delivery routes for ABC trucks. |
| Key Stakeholders | John Doe (Shipping Manager) and Mary See (Procurement Lead). |
| Project Deliverables | Deliver 500 computers to ABC’s 10 distributors by 11/30/2022. |
| Acceptance Criteria | Mary See verifies shipment quantities and confirms successful delivery to each distributor. |
| Exclusions | Products manufactured after October 2022 are not included in the project scope. |
| Project Constraints | Shipping deadlines and communication coordination with external distributors. |
What's Next?
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