But unfortunately, this scenario isn’t isolated or even uncommon. Unclear project specifications are a primary cause of scope creep, which, in turn, leads to budget overruns, longer-than-projected timeframes, and loads of stress. It’s actually surprisingly easy to get sucked into a project that lacks precise, exacting specs, particularly in cases where the client is indecisive or uncertain.

So where do you go from here? And how do you ensure that your specs are clear and well-defined? The key to a successful project is to develop an outline that is specific and complete, leaving no questions or room for interpretation.

Tip #1: Avoid Overly Simplistic or Overly Complex Specs

Poor development project specs are too simplistic, leaving lots of unknowns that leave the door open to scope creep. In an effort to avoid this well-known pitfall, many project leaders will go in the opposite direction, packing in loads of detail. The end result is a complex and convoluted set of specifications that makes it impossible for developers to accurately envision the project as a whole. This can be especially problematic if the project planners lacked a firm understanding of what is—and what is not—achievable from a development standpoint.

Therefore, it’s important to strike a solid balance, with specs that are precise and leave no questions unanswered. But resist the urge to go overboard, including large volumes of unnecessary detail.

Tip #2: Build Specs with Design and Development in Mind

A theoretical vision for a project can differ quite significantly from that which is practical and doable in terms of scope, form, and functionality. Therefore, it’s vital that you work with designers and developers as you’re outlining the specifications for a project.

Working with lead developers and designers gives you an opportunity to get a more accurate feel for precisely what’s possible from an architectural and design standpoint and what’s viable in terms of function and feature development. You’ll also gain insight into what the target user will view as desirable in the specific app or software that you’re creating.

By considering design and development elements of the project, you’ll reduce the chances of seeing major (and potentially costly) mid-stream spec alterations.

Tip #3: Craft Specs With a Phased Approach in Mind

It’s challenging and impractical to tackle a large development project (or other tech and IT projects, for that matter) in one fell swoop. Instead, break the project into phases and echo this staged approach in your specs. Make note of logical phase division points as you craft the specifications and be sure to pass this information to your project managers.

A bite-sized approach offers greater clarity by turning a huge, overwhelming project into something that’s far more digestible. This allows developers to focus on a narrow segment of the project scope as they work toward achieving specific, short-term objectives.

A phased development strategy allows you to accommodate a milestone-based invoicing structure. You can also provide the client with periodic deliverables, thereby increasing their level of satisfaction.

Tip #4: Implement Defined Change Protocols

It’s unrealistic to expect every project to proceed exactly as planned. It’s not uncommon for the project to evolve and change as it progresses through the various phases while en route to completion. This can be a positive thing, as long as the evolution in scope and specs is also reflected in the project’s budget, timeline, and expectations…lest you stray into the realm of scope creep.

It’s vital that you take a precise, systematic approach to handling spec-related changes. You must establish a set protocol for requesting changes, approving and documenting alterations, then finally, updating the project timeline and budget accordingly. Development project software systems like Jira provide an environment that’s well-suited to processing changes in a manner that’s both orderly and effective.

Tip #5: Bring in a Team to Handle Your Project (and its Specs)

The most challenging specs are those that fall outside your tech team’s comfort zone. You’re essentially tasked with creating a detailed and accurate map for a region of uncharted waters. These projects carry a very high risk of seeing longer-than-expected development timeframes, budget overruns, and even catastrophic failure.

One option is to proceed with the project in-house, as you fly by the seat of your pants and hope for the best. You could also outsource the project, but this can be costly and the finished result may be less than ideal. A third choice is to insource the project, which involves calling in a team of tech professionals who will work hand-in-hand with your staff to complete the project. The latter option can be a suitable choice for a wide range of company and project types.

iTech is one of the few companies to offer the unique tech and IT staffing solution known as insourcing. We hire an elite group of developers and other tech professionals who are assembled into a team that operates like a well-oiled machine. Then, our team is dispatched and embedded within your company’s staff, where they’ll actively work to achieve their set objective. Our tech staffing firm is headquartered in Texas and we serve the Texas Triangle (Dallas, Houston, and Austin) along with clients throughout the United States and beyond. Contact iTech today to learn more about this unique service offering.

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How Does Scope Creep Occur?

Scope creep is the uncontrolled, gradual, and surreptitious expansion of an IT project. This results in a nebulous scope that fails to align with the pre-established timeline, budget, and expectations. The phenomenon is a major contributor to project cost overruns, which typically hover around 27 percent, according to a study in the Harvard Business Review. A study of nearly 1,500 IT projects revealed that one in six projects saw budget overruns of 200 percent and a time frame overrun exceeding 70 percent.

It’s important to differentiate between scope creep and an intentional, planned initiative. It’s not uncommon for a company to expand a project to include additional elements. This can be a positive occurrence. But the differentiation lies in the acknowledgment and awareness of the shift in project scope. This subsequently spurs a change in budget allocation and time frame. Scope creep is very different, as it tends to happen before you know it and there are generally insufficient accommodations in terms of the project’s schedule and allocated budget.

When a Lack of Change Controls Cause Scope Creep

Change controls are key to avoiding scope creep. You need protocols that govern the way in which you implement and oversee alterations during the course of a project.

Even with the best planning, you generally cannot avoid minor mid-stream changes. This is why a strategic change control system is vital. This protocol ought to include:

• A way to thoroughly document requested changes;
• A protocol for obtaining approval from all necessary parties;
• A process for determining what, if any, logistical issues must be addressed;
• An established method for notifying affected parties about an approved change and all that it entails;
• Adjustments to the schedule and timeline; and
• Adjustments to the project’s budget.

Implementing a systematic approach to change controls is extremely important for avoiding scope creep, as this ensures that all alterations are intentional and well-executed.

Scope Creep as a Result of Poor Planning

You wouldn’t attempt to build a house without thorough land surveys, architectural drawings, and detailed blueprints; the same applies to IT projects. Comprehensive planning is required, including:

• A detailed and specific overview of the project scope;
• Actionable, step-by-step plan of attack, divided into phases or stages;
• Timeframes for the various phases; and
• Budget allocations for each stage.

Once your team has the essentials in place, develop more detailed stage- or step-specific plans that clearly articulate the process, scope, and timeframe for each segment. A phased approach is vital, particularly for large projects which would otherwise become unwieldy and virtually impossible to monitor in any sort of meaningful way.

Planning is critical to preventing scope creep, as you’ll have a pre-established protocol that will be used to meet set objectives. A defined, detailed IT project road map gives you an exact course of action, and all changes must be implemented using a pre-established change controls protocol. With this strategy, any slight shift or creep quickly becomes apparent, allowing you to address the issue before it becomes a serious problem.

Scope Creep as the Result of Poorly-Timed QA Testing and User Trials

For IT development projects that require extensive QA and UX testing, it’s essential that you perform trials early and often. When performed at strategic points, this testing gives you an opportunity to pinpoint and address issues, issues that would trigger a major domino effect if identified at a later phase.

Perform UX testing infrequently or too late in the game, and there’s a far greater chance of seeing gradual, unplanned shifts in project scope in an attempt to resolve the identified problem areas. The natural consequence is scope creep. To avoid this, QA testing and user trials must be performed at strategic points (which must be identified in project plans.)

Working with an experienced, well-organized team will also reduce the chances of gradual scope shifts. At iTech, our tech professionals understand how and why these shifts occur, so we can ensure you’re never faced with this frustrating and potentially costly challenge. We utilize a unique approach to IT staffing known as insourcing, where a cohesive, highly-trained team is temporarily embedded within your company. This places us in a position to guide your in-house staff as we work to avoid scope modifications and the unexpected overruns that inevitably result. Contact iTech today to learn more about our innovative IT staffing solutions.

The post How Can Scope Creep Derail Software Projects? first appeared on iTech.