How to Leverage Your Out-of-Scope Statement

The Scope Statement may be the most important document a project manager publishes. It helps define the project, captures what the project will produce, and defines success criteria for those results. A crucial section of the scope statement doesn’t cover what is in scope at all: the part that specifies what’s out of scope. Here are some tips for getting the most out of your scope statement’s out-of-scope section.

• Make sure it reflects project delivery realities. In the scope statement, be specific about what is in and out of scope. In the out-of-scope section, be sure to document why out-of-scope elements are excluded. Typically, out of scope items are dictated by time to delivery, complexity or the availability of expertise. Sometimes, business priorities might exclude items.
• Explain the advantages of smaller scope. A smaller scope allows for focused effort, a smaller team to manage, reduced cost, and less need for integration. These reduce complexity and increase the probability of successful project completion. If the reduced scope causes concern with key stakeholders, create risk profiles for the proposed smaller scope and one for the larger project stakeholders may be looking for. The differences in risk might help you justify going forward with a smaller scope.
• Trigger debate, if necessary. When it comes to project scope, the worst debates are ones that need to occur, but don’t. Succinctly documenting what is in and out of scope is likely to generate a debate between key stakeholders. That’s good because it’s probably needed to move your project forward. Remember, your job as the project manager is to evaluate risk and deliverability. So, your part in the debate is to inform the stakeholders, not choose sides! 
• Share what a “Phase 2” might look like. When an individual project ends, it doesn’t have to mean that creating business value ends. Many practical project initiatives involve a string of projects, each delivering incremental value. In fact, that’s the premise of agile project methodologies. Note in your out-of-scope section what a future project, like a phase 2, might look like. This can make it easier for stakeholders to approve your scope statement. 

Have you used the out of scope section in other ways? Or has that section gotten you into trouble or saved your project from problems? Share with us in the comments section.

For more about scope, check out my Project Management Foundations course.

Coming Up

On May 18 at 4PM MT, I will be joining Christina Charenkova to talk about how Project Managers and Change Managers collaborate on things like scope, communication, and stakeholder management. We’ll discuss how to use and clarify roles and plans, avoid pitfalls, and collaborate better for awesome outcomes! Sign up here:

https://www.linkedin.com/events/7056412593510363136

On June 1st at 11AM  MT, Todd Dewitt will join me to talk about how to build better relationships – by learning to overcome our own fears and also by building rapport with others through empathy and mutual respect. Todd will be sharing some of the insights and strategies from his new book, Dancing with Monsters. I’m a big believer in relationship-building, so I’m looking forward to this conversation. I hope you’ll join us and bring your questions and challenges!

https://www.linkedin.com/events/betterrelationships-betterresul7060330084796170240

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