When we embark on a project, we usually have high aspirations and a desire to to want to encompass the vastness of what is possible. What ends up happening is that when the scope of the project isn't well defined, we find ourselves adrift in an endless sea of aspirations, in a project that loses its shape amid a variety of goals that are to be achieved.
That is why something as seemingly simple as defining a project's scope becomes so important for its management— a posteriori. The goal is to clearly, specifically, and simply define the objectives the project aims to achieve; and this is so important because it is the achievement of these objectives that will determine the completion of the project in question.
Clarity and specificity are key to ensuring that the project includes only the necessary work. No more, no less than what is strictly necessary so that the product, the service, and above all, the project can meet the intended specifications. Just as it is important to be able to communicate this clearly, it is essential that anyone who wants to get involved in the project can be sure they are all pulling in the same direction.
For this reason, it never hurts to have guidelines that can not only make it easier to draft a project scope but can also serve to objectively verify whether what we've written is on the right track or not. That's where the concepts of SMART criteria for writing objectives.
SMART Criteria
When we're trying to define the scope of a project, it's very helpful to be guided by the criterion SMART, which are simply a series of concepts we must always keep in mind when setting goals (the scope of the project), effectively and productively. These are the 5 Anglicisms that make up the word SMART which translate to:
- Specific (S): This translates to “specific” and means that it must be clear so as to avoid controversy or ambiguity.
- Measurable (M):that is, “measurable,” so that progress can be monitored objectively.
- Achievable (A): It means “feasible” and simply implies that it must be possible to carry it out within the parameters of empirical reality.
- Realistic (R): This means that the scope must be “realistic”—that is, it must be achievable given the available material and time resources in a scenario that is as realistic as possible.
- Time-related (T): It means “time-bound” and implies that the scope must be limited to a finite period of time.
If the scope we propose can be considered consistent with these five adjectives, we will be more certain that the objectives set forth in the scope can be communicated and understood by anyone.
Project Scope: Example
When drafting a project scope, the question always arises of whether to choose a scope with too few details or one with too many details. The truth is that, both extremes can be detrimental to the project, since a scope with too few details leaves too much room for interpretation, and when working with clients, this can lead to difficulties; similarly, an overly detailed scope would result in a structure that is too rigid, which could end up stalling the project.
To avoid falling into either extreme, we have prepared a template, which should be filled out while always keeping in mind the SMART criteria and all the points discussed above. This template is divided into two parts:
Project Information
- Project Summary (Scope and Limitations of a Project)
- Project Process
- Project Milestones
- Project Management
- Terms and Conditions
- General Assumptions
Breakdown of the phases:
- Phase [n]: [Phase Name]
- Phase Description
- Results and Assumptions
- Milestones + Timeline
- Estimate + Payment
- Approvals
- Appendix A: Description of the Results
We hope you find this example of a project scope useful.
