How To Write A Project Scope Statement In 6 Steps

If you’re reading this, chances are you’re trying to write the best project scope statement you can. You want to get all the details right to avoid misunderstandings with other project stakeholders.

You may have already started writing a work breakdown structure. But you want to be sure you don’t miss a thing.

If this is you, then you’ve come to the right place.

A project scope statement is a document that details all project assumptions, elements, and the information required to produce project deliverables. Therefore, it is one of the most crucial documents of any project.

So in this article, we’ll take you through six steps you can follow to ensure you have a successful project scope statement on your hands.

Let’s get started!

1. Identify The Project Objective

Before you begin writing your project scope statement, you need to know the purpose of the project. The objectives and goals of a project are what define its purpose.

What’s the difference between project goals and objectives? A goal is overarching; in other words, objectives are steps leading you to achieve your goal.

Objectives may be described as the assets you intend to deliver by the end of the project.

Make sure you set SMART objectives: specific, measurable, achievable, realistic, and time-bound. It’s the only way to measure project success.

Also, The project objective statement should be short and concise but clear. It’s good to explain your project objectives so that executives and stakeholders fund your project and have an anchor to refer to.

Here are a few examples.

Source: The Digital Project Manager.

Your project will start on the right foot if you correctly identify and define the objectives. Conversely, studies show that 37% of projects fail because of unclear objectives and milestones.

Involving your project team and project managers in the objective-setting process will get their buy-in and boost project success. You’ll get to hear their views and create a cohesive project plan.

This will also help each teammate see their role in the project and how that contributes to the project’s overall success.

2. Gather Requirements

Projects tend to have a host of requirements that all parties must agree upon before the work begins.

Project requirements are the tasks, features, and functions that need to be achieved for the project to be labeled successful.

Requirements help clarify the small details of what the stakeholders expect. For instance, a brand’s executives may want a beautiful new website—quite general and unclear.

Stating the requirements will detail what they want the site to look like and how exactly they’d like it to function.

The best way to gather project requirements from stakeholders is to ask them through:

• Surveys or questionnaires (especially when you have several stakeholders)
• Open conversations
• Communal chat thread (that encourages discussion)

Finally, document the requirements on a spreadsheet or a shared list for everyone to keep track of. Whether you use an outline generator or manually input the items, ensure your list is as clear as possible.

Remember that requirements may evolve over time. Each time this happens, reopen the conversation with stakeholders and come to an agreed conclusion on the way forward.

Requirements will guide you throughout the project implementation process, so keep them close at hand. A pro tip is to use work management software to help keep track of them.

3. Define Project Deliverables

Next, make a list of all the items that will be delivered by the end of the project. There are two main types of deliverables in every project;

• Internal deliverables – Work done within your company
• External deliverables – Work done for a client or stakeholder to generate revenue

Deliverables can be tangible and intangible.

Tangible deliverables require the physical handing over of project assets like reports, budgets, and other documents.

Intangible deliverables don’t require physical handing over.

For instance, client training and other knowledge transfer processes may not require any physical handing over but are essential to project success. Here’s an example of a project deliverables document.

Source: Shopify.

Deliverables are closely linked to project objectives. Therefore, if yours are not accurately defined in your project scope statement, it could lead to project failure. So it is essential to avoid ambiguity at all costs.

Even if you use a content generator to populate the list, your major deliverables must be accurate, measurable, and high-quality.

Once in place, you will clearly see the path to project success.

4. Determine Project Constraints

Project constraints are any risks or limitations to achieving the project scope. Constraints can impact project delivery, quality, and overall project success. There are three main constraints that you must take into account for each project you undertake. These are

• Time
• Money
• Scope

They are collectively known as the triple constraint of project management, which is directly related and interconnected. If you address one constraint, the others will equally shift.

Use resources like time-tracking software to help you keep track of the progress your team makes over time.

But several other constraints may crop up throughout your project’s lifecycle, like personnel, schedule, organization, method, and more.

Here’s an example of project constraints report.

Source: Smartsheet.

Make a comprehensive list of all the constraints you foresee. Then, suggest solutions in your project scope statement for risk management.

5. Define Project Scope

With all the information you’ve gathered so far, it’s now time to put together your project scope statement.

In simple terms, the project scope is a part of the project planning process where you give a detailed outline of all aspects of a project to stakeholders. These include goals, tasks, deadlines, project deliverables, workflow management, etc.

Think of it as an essay outline – it will help guide you through the writing process and ensure that you cover all the necessary points in a logical and organized manner.

There are several benefits to defining your project scope:

• It provides a project roadmap, giving the team a reference point to them to remain aligned and keep the project goals in view.
• It helps you to manage stakeholder expectations. The scope allows everyone to be aware of the specific intentions of the project. Thus, it aligns stakeholder priorities with the planned project output.
• Budgeting and scheduling become easier. The project scope helps you to plan and allocate resources effectively.
• It helps prevent scope creep. Since the project scope sets boundaries for your projects, it will prevent issues that would shift the focus of the project from cropping up and causing misalignment with the project plan.

The project scope document should have an introduction, a list of requirements, deliverables, constraints, acceptance criteria, exclusions, and the change control process.

Remember that there’s no such thing as the perfect project scope. Leave room for changes to be made as the need arises.

Create a change control process that lets project managers submit necessary change requests to key stakeholders for approval. Clearly define what is acceptable and what isn’t to prevent any issues from emerging when a change is needed.

6. Review And Approve The Scope Statement

The final step in the project scope statement creation process is approval. This is a crucial step that allows you to have confidence that everyone is on the same page before you start off the project.

Ensuring that all key project stakeholders review and sign off on the project scope statement created is vital. This acts as confirmation to you that they understand the contents of the scope and approve of it.

Miscommunication could lead you to rework the entire project scope statement you’ve spent so much time creating. Therefore, ensuring this step is done could save you tons of money, time, and frustration.

In Closing

To wrap up, a strong project scope statement is a document that is created to detail all project elements and the information required to produce project deliverables.

It is critical to project success since it allows all stakeholders and project teams to be on the same page regarding goal achievement for project success.

1. You must first identify the project objective to have an effective project scope statement.
2. Then, gather the requirements and all the resources you will need to achieve those objectives.
3. Define the deliverables of the project and what will need to be achieved by the end of it all.
4. It’s time to determine the project’s success and scope.
5. Submit your project scope statement to key project stakeholders for review, approval, and sign-off.
6. Remember to leave room for changes throughout the project life cycle.

Highlight a change approval process to help handle them with ease.

And with that, you’re on your way to sweet project success!

First published on March 6, 2023.