Analyzing Scope Creep

Beach Clean-Up Project

The beach clean-up project aimed to organize a one-day event where volunteers would gather to clean a local beach. The initial scope included coordinating with local authorities for permits, organizing volunteers, and arranging waste disposal (PMI, 2021).

Scope Creep Issues

• Expanding Cleanup Area: Initially, the project targeted a specific section of the beach. However, as planning progressed, some stakeholders suggested expanding the cleanup to include the entire beach, neighboring parks, and underwater areas (Kerzner, 2017).
• Extended Timeline: The original plan was for a one-day event. However, discussions led to proposals for a week-long series of activities, including daily clean-ups and evening seminars (PMI, 2021).
• Increased Volunteer Involvement: The initial plan was to involve about 50 volunteers. The scope creep resulted in an aim to recruit over 200 volunteers, necessitating more extensive coordination and logistical support (Larson & Gray, 2011).

Dealing with Scope Creep

At the time, the project team attempted to accommodate these changes by:

• Revising the Plan: The project plan was revised multiple times to incorporate new activities and expanded areas.
• Requesting Additional Resources: Efforts were made to secure more funding and resources from sponsors and local businesses.
• Increasing Communication: More frequent meetings were held to manage the growing complexity and ensure all stakeholders were informed (PMI, 2021).

Despite these efforts, the scope creep led to significant challenges:

• Budget Overruns: Additional resources were not always sufficient to cover the expanded scope.
• Volunteer Burnout: The increased workload and extended timeline caused some volunteers to withdraw.
• Logistical Challenges: Coordinating a larger area and more activities proved complex and stressful (Larson & Gray, 2011).

Reflection

Looking back, several strategies could have been employed to better manage the project's scope:

• Establishing a well-defined scope at the beginning with clear boundaries could have prevented many scope creep issues. This includes a detailed project charter and scope statement (PMI, 2021).
• A formal change control process would ensure that any proposed changes are thoroughly evaluated for their impact on the project's timeline, budget, and resources before approval (Kerzner, 2017).
• Regular and structured communication with stakeholders to manage expectations and obtain buy-in on the initial scope could have helped. Setting up a steering committee to oversee major decisions would ensure that changes are aligned with the project’s primary goals (Larson & Gray, 2011).
• Conducting a thorough risk assessment early in the project would identify potential areas for scope creep. A risk management plan would help mitigate these risks proactively (PMI, 2021).
• Ensuring a contingency budget and resource plan could provide a buffer to handle minor scope changes without derailing the entire project (Kerzner, 2017).

By implementing these strategies, the project could have maintained a tighter control on its scope, ensuring that it remained manageable and within the allocated resources and timeline.

References

Kerzner, H. (2017). Project management: A systems approach to planning, scheduling, and controlling. John Wiley & Sons. https://honestyets.pbworks.com/f/Project+Management+-+A+Systems+Approach+-+10thEd.pdf 

Larson, E. W., & Gray, C. F. (2011). Project management: The managerial process (5th ed). McGraw-Hill Education.

Project Management Institute. (2021). A guide to the project management body of knowledge (PMBOK Guide) – Seventh Edition. Project Management Institute. https://prothoughts.co.in/wp-content/uploads/2022/06/a-guide-to-the-project-management-body-of-knowledge-6e.pdf