What Is a Project Scope Statement?

If there are large projects at hand, 30% of project managers actually break these projects up into segments so that a more specific list of deliverables and evaluations can be observed (source: wrike). This is a great strategy for proper project management. A project scope statement entails the beginning of project scope management. Project managers use a project scope statement as this can help stakeholders assure the confirmation of the results that they can expect from a given project. A project scope statement can also help clarify and present the limitations and restrictions of the project at hand.

Standard Details Found in a Detailed Project Scope Statement

There are specific information or details that are essential to be observed in any project scope statement. If you want to fully-utilize your project scope statement, you have to ensure that it will be as complete and as detailed as possible. Here are some of the points of discussion that you should never forget to include in your own project scope statement:

1. The Specification of the Need That Your Project Would Like to Address

Make sure that your project scope statement will have an area for justification. This should be in the form of a statement that explains the reason why the project was initiated, to begin with. This part of the project scope statement can make it easier for stakeholders to understand why the execution of the project is necessary.

2. The Planning and Identification of the Project’s Scope

Provide an outline of your project’s determined product, expectations, and service based on the specifications of your plan for project scope management. You need to define your project’s scope accordingly. In your project scope statement, you have to let your stakeholders understand the proper description of your project works before any of these event starts.

3. The Listing of the Conditions That the Project Need to Meet

It is imperative for your project scope statement to provide a clear idea of your acceptance criteria. Present all the particular conditions that should be met before your stakeholders can expect the provision of the project’s deliverable which can lead to the successful realization of specified results.

4. The Presentation of the Project’s Deliverable

What are the objectives of the project? What are the results that are expected to be delivered during project processes and upon the project’s actual completion? You have to present the deliverable of the project so you can set proper expectations from your stakeholders.

5. The Identification of the Items That Will Not Be Done Within the Project’s Life Cycle

Clarify assumptions made about the project. Give an idea about the project’s limitations, restrictions, and exclusions so that all the stakeholders of the project can be fully aware of the things that are not scoped by the project’s execution. Through this, you can present the things that the project can achieve in consideration of identified uncertainties.

6. The Outlining of Call-to-Actions When Addressing Uncertainties

Prepare the things that you and your team have to do when faced with uncertainties. It is important for you to highly-consider assumptions especially within the scope of project management. Allow your project scope statement to showcase your resilience by listing all the steps that you will take if you need to address issues and concerns that will arise within the entirety of the project’s timeline.

Purpose of Project Scope Statement Creation

There are different ways on how a project scope statement can be useful to different project stakeholders. With how a project scope statement can positively impact your project management efforts, we highly-suggest you to make the document without any hesitations. Some of the reasons on why it is important to create a project scope statement are listed below.

To ensure that the project team and other stakeholders will most likely not encounter any scope issues: If your project will not have a project scope statement, how you can know if you are still within budget or if you are still supposed to do certain activities which are actually not intended to be done at a given project time frame? A project scope statement is a powerful tool that can enable the project team to set their priorities. Being able to develop a detailed project scope statement can help all stakeholders to be reminded of the project’s scope and boundaries which is very important when it comes to setting the mood of the project and protecting the rights and entitlements of all parties involved.To let the project team clearly understand business needs: Your project scope statement should not only consider the outcome that the project team would like to achieve. For proper project management, it is important for your project scope statement to be based on the needs and requirements of the clients as well as their ability to support and provide the entirety of the project’s demands. If there will be an understanding between the project team and their clients, with the help of the project scope statement, there will be higher chances that the goals of and for the project can materialize.To promote alignment between the project team’s demands and the project’s high level requirements: The project team is responsible for the effective execution of the project. If the team has any demands at hand in relation to the things that they might face or they have observed during the project’s implementation, using the project scope statement can make it more efficient for the project manager to align these items with the high level requirements of the project itself. On another note, the availability of the project scope statement can also help the team become more aware of the project processes that may be affected with their decisions and actions.

46+ Sample Project Scope Statement Templates

Sample Project Scope Statement Templates

6 Steps for Developing a Compelling Project Scope Statement

Projects, big or small, usually have a project scope statement. If you do not have any idea on how you can create your own project scope statement, do not worry as we can help you with that particular concern. Below are the steps that you must take or execute so you can develop a compelling project scope statement.

Step 1: Look For the Best Project Scope Statement Template That You Can Download, Modify, and Utilize

Just as how project proposal templates work when making a project proposal, using a project scope statement template can also be beneficial if you plan to begin the creation of the particular document. Select the most suitable pre-formatted template which you can easily, efficiently, and comfortably use as a formatting guide.

Step 2: Write Down The Project’s Objective and Description

Be particular with what the project is for. State the nature of the processes that are needed to be implemented within the entire project timeline. Make sure that you will also be specific when it comes to identifying the boundaries of the project. Through this, you can showcase the appropriate definition of the project’s extent of implementation in consideration of given requirements. In this section or part of the project scope statement, you can also add brief information about the project’s stakeholders if you would like to.

Step 3: List the Outcomes That You Expect to See Once The Project Has Been Fulfilled

Ensure that the expectations of your stakeholders are the same as yours. You need to be on the same page with all the other entities involved in the project so you can veer away from the possibility of having misunderstandings or disputes with any of them. Make sure that you will clarify all the project deliverable so you can promote transparency and credibility within the entire project.

Step 4: Give an Idea About the Approach That Will Be Used for Project Implementation

Present the methodologies that are aligned with the management of the project. You have to set the foundation of the project by planning the actions that you will execute. Consider the requirements and goals of the project when developing this section of the project scope statement.

Step 5: Identify the Boundaries of the Project and the Risks of its Implementation

It is necessary for you to present all the boundaries or limitations of the project. Developing a project scope statement should also deal with the appropriate identification of what is not included in the project’s execution. Aside from these items, you also have to give a heads up on the potential risks that the project team may face once the implementation of project processes begins.

Step 6: Polish the Project Scope Statement

Look into the details of the project scope statement a couple of times. Make sure that you will refine the document in the best way you could so you can have an excellent output which your project stakeholders can surely benefit from.

Benefits of Creating a Clear Project Scope Statement

A project scope statement is considered as the most important document within the entirety of project scope management. There are many advantages that can come along if you can come up with an outstanding project scope statement document. Here are some of the benefits that you and your stakeholders can get or experience out of creating a clear project scope statement:

A project scope statement can help all stakeholders to agree with the outcomes that are expected to be produced during a particular project: You need to have a full understanding with your project team, clients or customers, suppliers, and other stakeholders when it comes to the identification of your desired output. A project scope statement can be one of the measures for the identification of project successes: Your project scope statement can be used for referencing and documentation purposes. This document can be very beneficial whenever there is a need to compare the desired results with actual outputs. Any of your stakeholders can look into the outline presented in the project scope statement to assess or evaluate if all promised deliverable is given and if expected outcomes have been achieved or realized.A project scope statement can enable your team to prepare for the project: With the usage of a comprehensive project scope statement, you can make it easier for your project team to know the scope, limitations, restrictions, and potential problems that they should consider once they immerse themselves in particular project works. Allowing your team to be aware of these matters can make it easier for them to become more mindful and cautious as they execute their work responsibilities.A project scope statement can help you make sound decisions in the future: If there is a need to subtly modify the initial scope of the project, you can easily look into the project scope statement so you can identify whether the changes that are necessary to be done can be implemented within a given time period. Your project scope statement can be very useful if you want to consider the project’s assumptions, requirements, expected results, demands, and constraints before you make any decision related to proper project management.

Dos and Don’ts for Making an Impressive Project Scope Statement

The project scope statement that you will develop can provide your project team and other stakeholders all the documented basis that you have to be aware of as you try to make essential project decisions. With this, it is of utmost importance for you to focus on the creation of a project scope statement. Here are some of the things that you should and should not do as you make a project scope statement:

Do’s

1. Do Ensure That You Will Collaborate With Project Stakeholders When Making the Project Scope Statement

All the entities involved in the project should be aware of and must agree with the project scope statement. Aside from the project team, it is also important for you to consider the insights of your clients and any other stakeholders that you will be working with.

2. Do Consider the Transparency of Your Project Scope Statement

Since a project scope statement is created prior to the actual execution of project plans of action, you have to make sure that you will take the time to develop it in the most effective and most realistic way possible.

3. Do Know How You Can Maximize the Usage of the Project Scope Statement

As you try to create the project scope statement, it is important for you to have a full understanding on how you can make the most out of its usage. Be particular with the proper interlinking of all the project scope statement sections which can give you the ability to direct all project efforts accordingly.

Don’ts

1. Don’t Make Your Project Scope Statement Vague

Try to make your project scope statement as concise as possible. Since you will use a project scope statement to communicate the actual scope of the project to your stakeholders, it is important for you to present the specific information that will not give any room for misinterpretations and/or misunderstandings.

2. Don’t Make a Project Scope Statement After Any of the Project Processes Has Already Started

Consider the timeliness of the project scope statement’s development. You have to set and define the project’s boundaries rights away. A project scope statement should be developed prior to the implementation of any project action plans and not during the actual project execution. With this, you have to make sure that you will talk to your project team and other stakeholders during the early stages of the project planning life cycle so you can already come up with a highly-usable project scope statement.

3. Don’t Make Drastic Changes With Your Initial Project Scope Statement

You have to remember that a project scope statement can enable you to recognize the boundaries, limitations, and constraints that you have to consider when looking for and selecting the potential solutions for possible project problems. Once the project starts, you can modify little details in the project scope statement if it is really called for. However, drastically changing the content of the project scope statement when problems arise will only negate the reason why the document has been developed in the first place.

Your project scope statement can showcase a baseline that presents the project’s scope, deadlines, limitations, deliverables, and work requirements. Developing a project scope statement is challenging. However, your desire to manage your project accordingly and effectively should be bigger and stronger than the hesitations that you have with regards to project scope statement development. Consider the usage of any of the downloadable project scope statement templates and samples in this post so it will be easier for you to create the particular project scope statement that you need.