Scope Change Management: The do’s and don’ts

Publilius Syrus, the great Roman writer, said, ‘It’s a bad plan that admits of no modification.’ Project managers shall agree to these centuries-old words completely. Qualified development teams emphasize that it’s not possible to build a project from tip-to-toe at one go. Most roadblocks cannot be accounted for in advance. One is required to change the approach as per the requirements of the development in the project.

Scope change management has certain dos and don’ts that are designed to aid product managers in mitigating the impact of sudden changes while keeping the end goals firm. Let’s discuss them in details below:

The Do’s of Scope Change Management

1. Put Change Request To Paper:

Documentation is the key to incorporate current change requests. It sets the team on the right course during revision and correction mode. Documentation helps in the following:

a. Enables teams to understand the need for the changes.
b. Teams agree to the changes.
c. Sets change deadlines effectively.
d. Highlight the expected value addition better.

2. Keep Change Requests Open For Review:

Once the change request has been forwarded to all team members, the next step is review meeting, which enables the team members to put forth their suggestions, doubts, possible impacts, and everything else.

The same must also be communicated to the client.

Once communicated, a response document is initiated.

3. Creating The Response Document:

Response documents need to be well structured. It must highlight the best-agreed approach as decided in the meeting between the team members. In addition to this, the response document must clearly define the period to implement the changes, its impact on the scope of the project, and customers, etc. Lastly, the response document must also include an expiration date within which the client must respond to the proposed changes.

4. The Final Call:

The change proposal must be implemented only after receiving the client’s approval. In case of a delayed response, it is equally imperative to review the proposal about current project status, its possible impact scale and communicate the same to the client.

The Don’ts of Scope Change Management

1. Don’t Squash Resistance: Change and resistance are opposite sides of the same coin. While it is good to build a strong case for change, many may not agree to it. The best way to make a consensus is by lending an ear to even those who resist the change.

2. Don’t Call Random Meetings: The best project managers never call team members for random meetings or updates. This affects workflow and daily productivity. The best practice is to schedule a meeting in advance and avoid unwanted friction.

3. Don’t Push Technology Changes: At times, the project capacity may require new technology adoption and as such onboarding may take time. The best managers take time before integrating technological changes in the workflow.

Hence, we see that scope change management must take into account a whole host of factors to meet end-to-end project goals. In addition to this, the scope change must not appear too forced as well as force changes that undermine the capacity and workflow of the team, departments, and the organization.

At a time when most businesses are embracing new digital strategies for increased productivity and business growth, the importance of scope change management is paramount. An effective scope management strategy helps in achieving project goals without putting too much strain on budget and resource. Pratham has been a leader in offering the best product engineering services.

Over the years, our team of expert developers and project managers have helped businesses introduce new technology solutions into their workflows with ease. Contact us now for the best product development services.