Defining Scope

Defining a project’s scope is one of the most critical aspects of web project management. Without proper scope definition, a project is destined to experience scope-creep, which usually results in ongoing timeline and budget issues as well as straining the relationship between the client and the web developer.

Given that there aren't many people who enjoy being locked into a strained relationship, everything that can be done to avoid this situation should be front-of-mind at the commencement of any web project.

Here are some guidelines that can be followed by both the client and agency to ensure agreement and full understanding of what is and what isn’t covered in a project scope.

 

Communicate openly & transparently

Right from the outset, both parties need to establish a situation where both are as good at listening as they are at talking.  A good web agency seeks to understand the main drivers of success in their clients business and then create a digital strategy that supports those objectives.

Right from the outset, both parties need to establish a situation where both are as good at listening as they are at talking.

Conversely, clients usually achieve greater project success when they are able to set aside their own assumptions, relinquish some of the control over the project direction, and allow the agency to provide best practice guidance throughout the process, from user experience through to hosting solution recommendations.

 

Acknowledge that the client isn’t always right

Sure, the process should always respect the client. After all, who else understands their business better than they do? But good agency’s test their client’s assumptions and are more than just ‘website builders’. During the scope discovery process if a continual interrogation of assumptions on both sides is not present something will inevitably be brushed over, an assumption missed or misinterpreted which then has the potential to flow through and impact later stages of the project. If we’re asking the hard questions, it’s not because we enjoy being difficult, it’s because we’re as invested in seeing your project succeed as you are. 

 

Concisely document the project's requirements 

Requirements are the foundations upon which a project is built. Writing and agreeing on requirements may not be the sexiest part of a project but just as you wouldn’t cut corners on the foundations of a house, nor should you cut corners on creating and laying the building blocks upon which your website will be based.

This means that everyone needs to be at the same level of understanding with the requirements as the person who wrote them. Problems may arise if all parties don’t have the same level of technical understanding as the person who wrote the document. It’s therefore important that requirements are written as clearly as possible, avoiding jargon where possible, while still providing enough information for developers to code to requirements. 

 

Critically analyse project requirements at the outset

Once scope has been agreed upon, a thorough review of requirements by the client and a meeting to discuss everyone’s understanding of each requirement is ideal.

Even the most straight forward requirements can disguise hidden assumptions that can impede project progress. Complicated and critical requirements demand additional focus and attention to ensure that technical descriptions/terminology aren't misinterpreted and improperly executed. From a client’s perspective, it’s important that if there’s something you’re unsure of, that you ask about it. A little bit of communication at the beginning of a project is a great way of preventing a lot of pain further down the track.