One of the most challenging tasks project managers face is creating the project scope statement. Visualization tools and techniques can make this job a lot easier. What better way to facilitate agreement among project stakeholders than a picture?

Here are some principles I find most useful when employing visual communications to create project scope statements.

Principle 1: Larger Context

The most effective scope pictures I have seen always display the project within the context of a much larger concern. For example, a department scope may be best presented in the context of a division. A division might be presented within a company or a company might be presented within its universe of suppliers and customers. Here are a few reasons why this is important:

• The best project scope statements are not only clear about what is in, but what is out. Putting the project within a larger context makes these two points very clear; "in the circle is in, outside the circle is out."
• Seeing the project as part of a larger integrated whole helps to identify other dependencies outside the project.
• Seeing the project as part of a larger integrated whole helps to identify potential risks not obvious to the project team.

Principle 2: Language Neutral

One of the strengths of visual communications is that it transcends the barriers of language. This makes it a great fit when working with mixed stakeholders and diverse project teams.

• Most project teams are a mixture of business and technical people, both with their own jargon.
• It is not uncommon to be working with a project team working in at least two different continents and cultures.
• Pictures tend to accelerate communication and understanding in these circumstances in ways that words and text do not.

Principle 3: Focusing Tool

Pictures are a great way to get instant focus on a topic.

• Pictures naturally command attention from the group.
• A good picture is engaging: one that invites the viewers with a strong urge to move things around and refine the picture in some way. This invites discussion and collaboration among the stakeholders.

Principle 4: Unfinished Business

This brings me to my final principle for this post: put just enough detail on the draft picture to get the discussion going. Do not attempt to present a final product. This leaves some work for the group to do. Remember, you are either part of the problem or part of the solution. If you do all the work before hand by providing the solution this only leaves your group with one thing to do…

Yes, creating a project scope statement is challenging, but you can overcome this challenge by adding visual communications to your quiver of tools to get the job done.

How about you? What principles would you add to my list? Please post your ideas via the comment box below.