How to Improve Transparency in Your Projects
Posted by Martijn van der Hoeden
Scope creep can be a symptom of miscommunication and misunderstandings in your projects. When stakeholders don’t understand what’s going on, they may request work that far exceeds the original requirements or that creates redundancies for your team. Project transparency gets everyone on the same page and reduces the risk that you end up with a lot of additional requests that aren’t feasible for the resources you have on hand.
Centralizing Project Information
It’s impossible to achieve full transparency when you have project information scattered across multiple network locations and staff devices. No one has the full picture of what’s going on, which can create opportunities for miscommunication, misunderstandings and scope creep.
A centralized project information system eliminates these inefficiencies. You can use a professional services organization solution, such as Unit4’s, to consolidate every document that’s important to the success of your project. All it takes are a few clicks to find every resource necessary to finish the work for the day. You have strong version control in place and gain much better visibility into what’s actually done.
Clearly Communicating Project Scope
Scope creep is the result of several contributing factors. One of these is poor understanding of what the project scope actually is. If stakeholders lack this essential information, they could start asking for things that exceed the original plan without knowing it. They’re not trying to go beyond the requirements, but they simply don’t know what those actually are.
During the planning process and after the project commences, sit your stakeholders down and go over exactly what your goals are for each phase. If you have milestones established, you can point these out and explain the work it requires to get to that point.
Create multiple communication channels so the stakeholders can reach out to you if they have questions. Be proactive about sending status reports, ideally through an automated system so you don’t have to handle this process manually.
Scope creep is a preventable problem when you have the right systems in place. Transparency throughout the project from start to finish is your greatest asset for staying within the original game plan. Watch our on-demand Webinar to learn more about dealing with scope creep and driving to operational excellence within your organization.