Scope: What Is a Project Management Scope?

A clear scope is the foundation of every successful project. It ensures that you know what you will (and will not) do, what the goals are, who is responsible for what and within what boundaries you work.

This way you avoid surprises, miscommunication and unrealistic expectations.

What is a scope or project management scope?

A scope or project management scope describes what the project involves and what it doesn’t involve. The latter is just as important as the former. With the scope, we are talking about:

• The objectives of the project
• The expected deliverables (what you deliver)
• The main tasks and deadlines
• The boundary conditions (such as budget, people and time)

With a clear scope, you can create realistic timelines, set an appropriate budget, and measure success. It’s essential for anyone working with projects: self-employed, large organizations, SMEs, NGOs and government agencies.

Why is scope so important?

Without a clear scope, you set projects too broadly (at risk of scope creep––more and more work without extra time or budget). You miss your footing for decision-making and are likely to get dissatisfied customers or stakeholders because expectations were not clear.

With a good scope:

• You can prioritize more easily
• Work more purposefully and efficiently
• And make better estimates of costs and time

Define your project scope in 5 steps

Creating a good scope doesn’t have to be complicated. Use smart software, like our Project Management software (linked to our CRM system), to make the process even easier. Sign up for our BETA Program to try our tools for free.

And follow these 5 practical steps:

1. Map out the goals

What do you want to achieve with this project? Discuss the goals with everyone involved (client, colleagues, stakeholders). Keep asking until everyone has the same view of the end result. Is the goal to launch a new website? Or to increase customer satisfaction through a new AI agent?

Make the goals specific, measurable and achievable, or SMART.

2. Determine what you will deliver (deliverables)

What concrete results should the project deliver? Consider a working app, a marketing campaign, a white paper or an improved process. Describe each deliverable as clearly as possible, so everyone knows what needs to be delivered and in what form.

• Pro tip: use a list of what you don’t deliver here, too. That way you avoid confusion and extra work.

3. Outline the preconditions

How much time, money, and human resources are available? Are there important deadlines or dependencies (such as a product launch or another department that needs input)? And are there any risks that you can assess in advance?

By including these prerequisites in your scope, you create realistic expectations and reduce the chance of delay or exceeding your budget.

4. Define roles and responsibilities

Clarity prevents noise, duplication of effort and frustration. And you’ll know more quickly who to turn to if something comes up. Who does what? Describe who is involved in the project, what their role is, and what responsibilities they have. Think of the project manager, client, developers, designers, or content creators.

5. Capture everything in a scope document

Once you’ve worked out the above, capture it in a clear document. Use clear language, avoid jargon and make sure everyone understands it. This document forms the basis for all subsequent steps in your project. Finally, have it approved by all involved.

Example of a project management scope

Below we provide a brief example of a project scope for a new corporate website:

Project name: new corporate website for GreenTech Solutions

Objective: increase online visibility and conversion through a user-friendly, responsive website.

Deliverables:

• Design and development of a new WordPress website
• SEO-friendly content for 10 pages
• Integration with newsletter system
• Basic training on how to use the CMS

Not included:

• Translation of content to other languages
• Management or hosting after going live
• Complex e-commerce functionalities

Timeline:

• Start: June 1
• Delivery: August 15

Budget: €7,500

Roles:

• Project manager: Lisa (client side)
• Design & development: Studio Blau
• Content: provided by client
• SEO advice: external agency

With this document all parties involved have immediate clarity. And should discussions about new requests arise along the way (“can you also build a webshop?”), you can easily refer back to the scope: “That falls outside these project agreements, we can pick it up as a separate project if necessary.”

Conclusion: What is a project management scope?

A scope defines what fits into your project and what doesn’t. It describes responsibilities, stakeholders, and tasks.

A project without a scope is like a journey without an itinerary. Fun and free, but you may end up somewhere you absolutely don’t want to be. And it will probably cost you much more time, energy, and money than necessary.

So, before you enthusiastically launch into your next project, put your scope on paper. It may seem like extra work at the beginning, but it’s more than worth it.