Are you employed at a company where work is often done on a project basis? Fields like construction, the creative industries, consulting, finance and tech are some in particular where project work is commonplace – and so too are project scopes.
A project scope is a document that outlines the project, with all the relevant details, such as: how long it should take, what elements are included and who is in charge of what.
Challenging situations can arise when a team doesn't have a clearly defined project scope. You might not finish the project on time, or certain stakeholders may try to add extra requirements that weren’t originally agreed upon, throwing the timeline and budget off track.
A well-structured project scope should set firm expectations so that everyone is on the same page. A project scope keeps teams focused on clear goals and realistic results.
In this article, we cover the common project scope definition, why they’re crucial for project success, and how to write an effective scope. We also include a project scope template you can use and real-world examples to get you started.
“Project scope" means the boundaries of a project: the work that will be delivered, the budget, who's involved, and the timeframe.
Writing the project scope is usually the responsibility of a project manager (who’s also in charge of making sure all the project milestones are met). It's essentially an agreement on a project’s tasks and outcomes between a client and the team/company doing the work – but it can also apply to projects done in-house.
A clear project scope details the deliverables of a project, and should keep everyone involved focused on the same goals in order to meet the desired outcomes. There are four key components.
Writing an effective scope is essential to stopping "scope creep", i.e., when new tasks or elements are added to a project without adjusting timelines or budgets. A clearly communicated, concise project scope should prevent anyone moving the goalposts – it is meant to set the deliverables, boundaries, constraints, and requirements from the start.
Scope management means everyone's expectations are set from the start. Defining and controlling your project scope can help you stay within budget, meet deadlines, keep stakeholders happy, and reduce risks and misunderstandings.
A well-defined scope can reduce requests for new deliverables, giving you a higher chance of finishing on time and within budget. It's also a key reference point for your team, a plan and timeline everyone can refer to.
Clear, concise, accessible project scope documents are especially helpful for remote teams, who don’t have the ability for in-person check-ins.
If you follow a standard project management methodology, such as one the Australian Institute of Project Management (AIPM) recommends, you'll go through these five processes:
Collect the requirements: gather needs from stakeholders, clients, or end-users.
Define the scope: prepare your scope statement, which becomes the agreed-upon reference document.
Create a work breakdown structure (WBS): break the project into manageable tasks.
Validate the scope: confirm with stakeholders that the deliverables match the plan.
Control the scope: monitor changes and ensure you assess them before they impact the project.
A project scope statement sets out the essential elements of your project. Here are the key points to cover with some quick tips and guiding principles on how to write each one.
Explain why you're doing the project in the first place – the purpose. Be as concise and as clear as possible. Show the real-world problem the project solves and the opportunity it opens up.
Example for creating a self-service portal
Routine enquiries are overwhelming our customer support team, accounting for 40% of the workload. A self-service portal could free up time to handle critical issues more efficiently.
These are goals that break down exactly what you want to achieve. When writing them, use the SMART principles (specific, measurable, achievable, relevant, and time-bound).
Example:
The project objectives are what you want to achieve, and project deliverables are the tangible outputs you'll make to achieve the project goals. These could be a self-support portal, as above, or a mobile app, a training guide, a website, or something else – a product, feature, or service. If there's more than one deliverable, list each clearly so it’s easy for stakeholders to understand and, later, verify.
Example:
The main deliverable is a three-page section on our existing website with support FAQ. Main elements include:
The acceptance criteria are the standards or conditions that each deliverable must meet before you accept it. The idea is that a deliverable isn’t complete/finished until it meets these criteria. It’s best to be as explicit as possible.
Think of quality benchmarks, measurable performance indicators, or user feedback steps. Detail this section clearly to ensure your team knows the standard you're working towards.
Example:
The portal should be accessible from the nav bar on the homepage, with a prominent button. It must be designed in our brand ID and load instantly, with optimised, easy to navigate UX.
Explain the limitations of the project. Typically, the main three are budget, timeframe, and resources. Limitations could include access to equipment, software, staff, or other relevant resources. State these limitations upfront so the project plan is realistic given these limitations.
Example:
Project timeline for final deliverable is 12 weeks, to be completed in-house, no vendor budget.
Assumptions are aspects of the project you believe to be true but can’t fully confirm. In other words, things beyond your control or external to your department. Keep these ideas brief and clarify them with your stakeholders. Too many assumptions can risk project delays.
Example:
This part of your project scope outlines any specific tasks or elements that aren’t part of the project. It’s your opportunity to list what you won't deliver to prevent scope creep or misunderstandings further down the line.
Example:
These sections are a straightforward way of splitting which features or areas are part of the project (in scope) versus those which aren’t (out of scope). They’re similar to exclusions, so you may feel that it’s unnecessary to add them.
However, they give a direct side-by-side view of what you will and won’t do as part of your project. Use a simple, two-column list or bullet points. Be as specific as possible.
Example:
In scope | Out of scope |
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No matter how well you plan, sometimes things change. This section explains how to deal with changes. It outlines the steps to take when someone wants to modify the agreed scope, such as adding a new deliverable or extending the timeline. To explain how stakeholders can submit change requests, you'll need to provide details on who reviews them and how you’ll decide whether to approve them.
Example:
Any request to add new FAQ sections requires a formal change request form, a budget impact review, and sign-off from the department head.
Below is a simplified template you can copy and adjust to fit your project. Include more details where you need to or remove those that don’t apply to your project.
Project Scope Statement | |
Project title | |
Project manager | |
Date | |
Project justification | |
Objectives | |
Deliverables | |
In scope | Out of scope |
Constraints | |
Assumptions | |
Acceptance criteria | |
Key stakeholders | |
Change control process | |
Timeline | |
Budget |
Imagine you're a project manager creating a mobile app for a small business that sells fashion accessories. The business wants to make it easier for customers to browse products on their phones and to buy and track orders. Here’s how you might complete a project scope for this scenario.
Project scope statement | |
Project title | Mobile app |
Project manager | Jess Spiro |
Date | 1/2/2025 |
Project justification | The client wants to boost online sales by 25% within six months by launching an e-commerce app that's user-friendly, secure, and capable of handling high traffic. The app will also reduce phone-based customer service reliance by providing self-service options. |
Objectives |
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Deliverables |
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In scope | Out of scope |
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Constraints | The budget is $70,000, including design, development, and testing. The project has a 20-week development schedule (from kick-off to app launch). Resource limitations are the company's internal developer, a part-time UX designer, and one quality assurance specialist. |
Assumptions |
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Acceptance criteria |
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Key stakeholders |
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Change control process |
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Timeline | Week 1: Gather requirements for project kick-off. Weeks 2–4: Design mock-ups and confirm branding assets. Weeks 5–10: Develop core features (product catalogue, user registration, payment gateway). Weeks 11–13: Conduct testing, QA reviews, and stakeholder feedback. Weeks 14–16: Implement final refinements and perform the official launch. |
Budget | $70,000.
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It’s a good idea to keep a version history of your scope table. This way, you can track any approved changes through your change control process.
Here are some pointers to ensure the best outcomes as you work through your project scope:
Involve key stakeholders from day one. Gather input and approval from everyone to guarantee they understand the plan and can flag any concerns. This reduces the chance of unexpected hurdles down the line.
Use clear, specific language. Avoid buzzwords, ambiguous terms, or acronyms. You may have team members with varying levels of expertise. Specificity is important to avoid confusion – “loads in under three seconds” is much better than “loads quickly”.
Make sure your scope objectives align with deliverables. If a deliverable bears no relation to the objectives, consider removing it.
Include visual aids. Flowcharts, mock-ups, or wireframes can help explain complex features. Pictures often convey ideas better (and faster) than blocks of text.
Review and revise. The project scope isn't set in stone and should be iterative. If new information emerges or conditions change, update your document. Frequent reviews can help you avoid drifting off course.
Establish a clear change control procedure and stick to it. Document change requests, evaluate their impact, and approve them before adding them to the project. This process helps prevent budgets and timelines from going off the rails.
Set realistic timelines. Many projects fail to meet expectations due to teams attempting to do too much too quickly. Include time for feedback and testing, as well as unexpected issues that could put a spanner in the works. Building a buffer into your scope can go a long way towards keeping stress levels down and delivering on schedule.
An agile or iterative work pipeline can help refine your scope as you learn more about the project. Some project management tools offer AI-driven features to predict resource needs, set realistic timelines, and automate repetitive tasks. These features can make scope management more efficient and reduce some of the burden for project managers.
The common pitfalls of project scope reflect what happens if you don’t follow best practices. We can frame these with an “if you don't do (x), then bad (y) things will happen” structure.
If you don’t say no to out-of-scope items, you risk scope creep when you add features without any relief in terms of budget or deadlines.
If you don’t involve stakeholders from the start and schedule check-ins, you risk unclear priorities and could miss potentially valuable feedback.
If you don’t define everything in simple terms, you risk confusion that hampers progress.
If you don't log every change request formally, you risk potential miscommunication with teams operating on verbal promises.
If you don't ensure your objectives are SMART, you risk wandering off-track, as nobody knows what success looks like.
If you don’t list exclusions or out-of-scope features, you risk additional tasks sneaking in.
Keeping these pitfalls in mind can help you avoid many typical project headaches.
Combining various techniques with purpose-built project management tools can help you keep track of all deliverables to ensure that the project scope aligns with your overall objectives and constraints.
Some techniques and tools can make valuable additions to your time-management toolkit, ensuring you make the most of each day at work.
Here's a glimpse at some techniques you can use.
WBS
This method is a tree-like breakdown of tasks that details everything you need to complete the project. You can assign individual responsibilities and set specific timelines by splitting the project into smaller tasks.
Scope management plan
This document explains how you’ll define, review, change, and approve the scope at different project phases. This helps everyone understand the processes to follow when anything new crops up.
Requirements traceability matrix
This spreadsheet or table links each project requirement to its source (such as a specific stakeholder request) and tracks it through development and testing. This approach ensures nothing important slips through the cracks.
Agile methodologies
These are frameworks for iterative development. They allow you to refine the scope as you learn more about the project. They're especially useful for managing change requirements and encouraging frequent feedback.
Here’s a table summarising the main project management tools on the market in 2024:
Tool | Key features | Scope management | AI integration |
Asana |
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ClickUp |
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Monday.com |
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Wrike |
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Jira |
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Defining a solid project scope sets clear expectations for everyone involved in the project. When you define your scope clearly, you can keep a project on track, while avoiding delays and distractions.
Scope management isn't about micromanaging or setting every detail in stone. It's about creating a timeline, defining deliverables and setting milestones to get you to an agreed-upon final product, service or outcome.
Use plain, simple language to outline your project’s objectives, deliverables, constraints, and exclusions. Define how you’ll measure success and note any assumptions so everyone knows what the desired outcome looks like.
A strong scope statement is concise, specific, and actionable. It addresses why the project exists, the key deliverables, any constraints (such as budget and time), and how you define success.
Project scope sets the boundaries – what the project does and doesn't include. Project objectives are the overarching goals you want to achieve. Project deliverables are the tangible outputs or results you produce to meet the objectives.
These typically include the project justification, objectives, deliverables, acceptance criteria, constraints, assumptions, and exclusions. Together, these elements outline everything the project covers and clarify expectations.
Issues such as allowing scope creep, having unclear objectives, ignoring stakeholder feedback, and failing to document changes can all derail a project. Keeping your scope statement updated and enforcing change control processes helps avoid these challenges.