Perhaps one of the most challenging activities in managing projects is crafting a good project scope statement. In this post we’ll discuss the three elements of a great project scope statement you can use to get the words out of your project team and on paper.
WHAT ALL EFFECTIVE STATEMENTS HAVE IN COMMON
I’ve noticed that the most effective project scope statements have three things in common:
- They all convey the current situation with a sense of urgency
- They all paint a vivid image of the end result
- They all clearly layout the imperatives for achieving project success
Sounds easy? Try hammering out a concise project statement with your team using this criteria! Here are some tips you can use to make the job productive and fun!
THE TRUTH
The first thing I’ve noticed about an effective statement is that it does a great job in conveying the truth about the current situation. In fact, the reason why the project got funded in the first place was that someone noticed a problem or an opportunity and was passionate about changing it.
A good statement not only conveys the truth, it creates a sense of urgency in the reader. I’ve found at least two ways to do this:
- The facts create anxiety in the heart of the reader – if things don’t change, trouble is on the way…
- The facts stir up excitement and passion in the heart of the reader – there is a great opportunity to capture!
In either case, in helping the reader to face the truth, you are setting the stage for the next characteristic: envisioning the future end state the project delivers.
VIVIDLY PORTRAYING THE FUTURE
Every successful project scope statement I’ve seen clearly paints a picture of the end result of the project. It answers the question, “What does the world look like when this project is done?” The more vividly and accurately you can describe the end state in the language of the reader, the more powerful the statement becomes.
This naturally leads to the last characteristic which answers the question, “So what do we have to do to get there?”
IMPERATIVES: THE KEY TO PROJECT SUCCESS
An effective project statement is not complete without a small, clear, compelling set of imperatives – things that must get done in order to claim the prize at the end of the project. I like to keep the number in my statements in the range of 3-5 imperatives. These imperatives act as major buckets that work can be divided into. Some people like to think of these things as “themes.”
NEXT UP – Using some graphic facilitation and diagramming techniques to rapidly help your team create such a statement and at the same time getting their buy-in: two for the price of one!
Related Posts:
Project Scope Management: How Visual Communications Can Help
Focusing Your Team: The Six Thinking Hats
Project Scope Statement Development: Hedging Your Bets with Stakeholders