{"id":23385,"date":"2020-01-03T06:46:42","date_gmt":"2020-01-03T12:46:42","guid":{"rendered":"http:\/\/corevalues.com\/?p=23385"},"modified":"2020-01-03T06:46:42","modified_gmt":"2020-01-03T12:46:42","slug":"project-creep-and-how-to-avoid-it","status":"publish","type":"post","link":"https:\/\/corevalues.com\/dev\/2020\/01\/03\/project-creep-and-how-to-avoid-it\/","title":{"rendered":"Project Creep and How to Avoid It"},"content":{"rendered":"

\"communication<\/a>Project creep happens every so subtly.<\/p>\n

Quinn was tasked to head a returning client\u2019s project.\u00a0 The deal was to deliver this app that would enable customers to book same-day delivery services.\u00a0 Back then it was a breakthrough app.\u00a0 Her timeline was two months \u2013a reasonable deadline for swift and speedy Quinn.<\/p>\n

After the first month, the client added new requirements.\u00a0 And it was fine by Quinn.\u00a0 As the project manager, she was able to include the new requirements into the schedule and all was well. But then the client made even more changes.<\/p>\n

The changes wouldn\u2019t have been a problem if not for the time factor.\u00a0 When the deadline was fast approaching, the client was so distraught because the app was already behind schedule.<\/p>\n

\u201cBut the added features needed additional time!\u201d Quinn replied in her defense.<\/p>\n

You can all guess what happened next.\u00a0 The client requested Quinn to be replaced because she was \u201ctoo relaxed\u201d.<\/p>\n

The danger of Project Creep.<\/h4>\n

If this struck a chord, you\u2019ve probably been the client, or worse, Quinn.<\/p>\n

Project creep is what happens when uncontrolled changes are made to a project.\u00a0 In the natural scheme of project management, changes happen ALL THE TIME.\u00a0 In fact, it’s rare to deliver a project that was asked for from the get-go.<\/p>\n

But changes need to be managed. Without some form of control, no project manager can keep up with managing the task effectively!<\/p>\n

In a nutshell, project creep (sometimes called scope creep) is when new requirements are added after the project has commenced.\u00a0 More often than not, the changes are NOT PROPERLY REVIEWED.\u00a0 It happens so imperceptibly that you find yourself often saying YES to small things. Unfortunately, the team is expected to finish the project ON TIME and with the SAME RESOURCES.<\/p>\n

How to Avoid Project Creep.<\/h4>\n

 <\/p>\n

Put everything in black and white<\/em><\/strong> \u2013 Document requirements at all times.\u00a0 Communication must be written or summarized in a brief after a conversation.\u00a0 This way, liaising with all the project stakeholders is made easy and everyone knows exactly what they want and need from a project.\u00a0 Your client must have a point person.\u00a0 If they can\u2019t agree, someone must arbitrate for a final decision.<\/p>\n

While you\u2019re at this, requirements should also be ranked in order of priority.<\/p>\n

It\u2019s time-consuming, to say the least. BUT once accomplished, it makes everyone (your client included) accountable.<\/p>\n

Have changes under control<\/em><\/strong> \u2013 Set up processes whenever someone wants to change something.\u00a0 Documentation is just the first step.<\/p>\n

Projects rarely stay \u201coriginal\u201d.\u00a0 So there must always be elbow room for change.\u00a0 Controls are pretty much straightforward. \u00a0Once changes are brought up, have it visibly approved or rejected by the rightful person.\u00a0 If your project software has this function, use it.<\/p>\n

There is little need to arrange a big meeting unless the changes are too significant, it needs everyone to be on board.\u00a0It may seem tedious at first, but without this process, everything can end in chaos (and strained relationships!).\u00a0<\/u><\/p>\n

Other tips to keep Project Creep at Bay.<\/h4>\n

 <\/p>\n

Create a Schedule.<\/em><\/strong>\u00a0 This seems like such a logical thing to do.\u00a0 So why do people miss this?\u00a0 Well, more often than not, projects are repetitive that it takes a mere \u201caround 2 to 3 weeks\u201d or \u201ca few days\u201d to get everything done.<\/p>\n

This is where the mayhem begins.<\/p>\n

Pin a date.\u00a0 Use your requirements to create a detailed task list and never assume that everyone knows what he\u2019s supposed to do.\u00a0 A clear project schedule should show all the requirements, how they will be accomplished, and what tasks should be done to get there.<\/p>\n

Cross reference if you need to.\u00a0 Once the schedule has been outlined, plan for contingencies.\u00a0 Change happens. The change can only be negative if it was never planned or if it was allowed to \u201ccreep\u201d in.<\/p>\n

Verify the scope of the changes with stakeholders. <\/em><\/strong>Make sure that you understood what the client wants in the first place.\u00a0 Take the time to verify and confirm with your stakeholders (client, co workers, other contractors).<\/p>\n

And don\u2019t use \u201ctoo busy\u201d as an excuse not to communicate.\u00a0 The devil is in the details.\u00a0 Give consistent friendly reminders of where you are in the project.\u00a0 Miscommunication and assuming that things were understood are key ingredients to disaster.\u00a0<\/em><\/p>\n

Last but not least, engage your team.<\/em><\/strong>\u00a0 Be reminded that you are working with people.\u00a0 People are more than willing to work on a difficult project when they\u2019re happy. And what makes them happy?\u00a0 Knowing that they can help \u2013 knowing that they\u2019re part of the change control process.<\/p>\n

Project Creep Need Not be a Pain.<\/h4>\n

 <\/p>\n

\u00a0<\/u>Project creep is a REAL problem especially when stakeholders don\u2019t get how much of an impact they have on budget, resources, and schedule.\u00a0 Opportunely, this need not be a major issue if everyone is clear about the scope.<\/p>\n

Invest and inspire your organization with TIGERS\u00ae Micro-training and these helpful links.<\/h4>\n

 <\/p>\n