What Is Scope Creep? Keeping Your Project Focused

Scope creep occurs when any parts of a project's scope—such as deliverables, budget, timeline, or resources—begin to change after the project has started. This can lead to projects going over budget, extending beyond their deadlines, and increasing overall project risk. Understanding and managing scope creep is crucial for project managers to ensure project success and maintain control over project boundaries.

Learn more about what scope creep is and strategies you can use to help prevent it and manage it.

What is scope creep—and why does it matter?

Scope outlines a project's boundaries—what must be completed, whom it must be delivered to, the budget, timeline, and resources. Scope creep occurs when any of the scope elements begin to change once the project has started.

For example, let’s say a project to add three new features to a software program grows into a project to add five new features, or a construction project to renovate a building needs to include updates to the foundation after some flaws are discovered. Both of these instances would be considered scope creep.

Scope creep can cause a project to go over budget, extend beyond its deadline, and sometimes increase project risk. Sometimes, scope creep is uncontrollable, and part of being an effective project manager is knowing how best to deal with inevitable changes. Trying to prevent it before it happens and knowing how to handle it when it does is key to setting up a successful project.

Read more: How to Manage Project Risk: A 5-Step Guide

What are the risks of scope creep?

Scope creep can have a domino effect, negatively impacting multiple aspects of your project. Some of the main risks include:

• Project delays

• Missed deadlines

• Going over budget

• Decreased quality

• Reduced team morale

• Increased project risk

• Resource strain

• Stakeholder dissatisfaction

• Project failure

By effectively managing scope creep, you can avoid these risks and ensure your project is completed successfully.

A classic example of scope creep

Scope creep can happen in small and large projects. One classic example is the Denver International Airport’s intention to automate its baggage handling system for its three terminals in 1995. The project took around sixteen months longer than planned. It went over budget by $560 million despite the deliverables falling far short of the original scope—only one baggage system at one terminal was automated for only one airline. 

These drastic consequences were said to be caused by a few factors. First, when evaluators estimated that the project would take four years, city officials insisted on sticking to the original two-year timeline, jeopardizing the chances of the project being completed with successful delivery. Secondly, airlines were not asked for feedback until the project had begun, which meant including their new requests caused the project planners to backtrack and lose valuable time and resources.

How does scope creep happen?

Many factors can cause scope creep. Some of the most common include:

• Unclear scope definition: Projects spelled out solely in business terms or lacking specific details can create unclear expectations and misinterpretations.

• Not having formal scope or requirements management: This can happen if the project’s decision-makers step back after setting out the initial scope. Involving important decision-makers throughout the process becomes important here.

• Unclear requirements: If requirements are too high-level and unclear, or new stakeholders appear and add their own requirements, scope creep can occur.

• Lack of sponsorship and stakeholder involvement: Disinterested stakeholders or sponsors can lead to less communication, which can then cause scope creep.

• Project length: The longer a project lasts, the more chances exist for business changes to occur, stakeholders to change priorities, and competitors to change the playing field. Larger projects can be broken down into smaller subprojects to minimize

  project length.

How to stop scope creep

Preventing scope creep involves meticulous project planning from the outset. This includes setting SMART goals, creating a robust change control process, involving all relevant stakeholders in the planning phase, and breaking down large projects into manageable subprojects. When scope creep does occur, it's crucial to assess its impact on the project’s constraints and prioritize accordingly to mitigate its effects.

1. Prevent scope creep before your project begins.

A big part of keeping scope creep from happening involves good project planning. This entails:

• Setting well-defined goals: Goals should be SMART—specific, measurable, attainable, relevant, and time-bound. Ensure everybody on the team knows requirements, deliverables, and other details.

• Creating a change control process: Sometimes, change is inevitable. This means that you

  can plan for it as best as you can. Set up a system where changes can be requested by team members, approved by relevant parties, and recorded. 

• Involving all relevant stakeholders in the planning phase: Looping in the stakeholders of a project in the planning phase will help you understand what each stakeholder expects and requires and allow you to set realistic goals that the stakeholders agree on. Make a schedule to communicate with stakeholders and sponsors to keep them involved throughout the project—for example, by making plans to send out daily updates on the project’s progress or setting up weekly meetings.

• Breaking down large projects into subprojects: As mentioned above, the longer a project is, the more scope creep can occur. If you’re tackling a large project, consider breaking it into smaller projects so that you have a clear map of immediate needs and details aren’t overlooked.

Read more: 4 Phases of the Project Management Lifecycle Explained

2. Address scope creep when it happens.

Not all scope creep is bad—in fact, it’s often inevitable. To make decisions for your project once you’ve identified that scope creep has happened, determine the consequences and identify your priorities.

• Determine the consequences. Think about how this affects your project. One way to approach this is to consider the project management triangle. This model shows that the outcome's quality is determined by three constraints—scope, budget, and time. It can be summed up by the saying, “Good, fast, and cheap: pick two.” If you don’t want the quality of the project to suffer, changing one of these constraints will result in a change in one or both of the others. Will the scope creep extend the expected timeline of your project? Will it increase the cost? Knowing how it will affect your resources is important in determining how to deal with it.

• Pick your priorities. Once you’ve determined how scope creep will affect your project, decide which constraints are your priorities. If a client has a firm launch date for a product, you’ll want to prioritize time, which might mean you’ll have to increase your budget. If the budget is non-negotiable, consider extending the timeline for the project. If you expand the scope but wish to maintain the original cost and timeline for the project, keep in mind that the quality of the finished product might suffer.

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Scope creep refers to uncontrolled changes in project boundaries, often leading to delays, budget overruns, and risk increases. To prevent it, stakeholders should be involved early, goals should be defined clearly, and a change control process should be established. When it occurs, prioritize constraints like time, budget, and quality to make informed decisions.

Scope creep is only one of the many challenges project managers face while shepherding a project to completion. Taking online courses can be a great way to build skills in project management and explore career opportunities. Consider one of Coursera's top-rated courses:

For an introduction to project management, take the University of Virginia's Fundamentals of Project Planning and Management course. This program takes about nine hours to complete and covers scoping a project, sequencing tasks, monitoring progress, and more.

To gain even more skills, sign up for the University of California, Irvine's Project Management Principles and Practices specialization. This four-course program takes about a month to complete and covers project scoping, project planning, creating a work breakdown structure, and managing risks.

To explore project management more broadly and earn a credential, sign up for the Google Project Management Professional Certificate. This program takes about six months to complete and covers project documentation, strategic communication, stakeholder management, and Scrum and Agile approaches.

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