How to avoid project scope creep with your document storage

Posted by  Martijn van der Hoeden

Scope creep has a way of making it impossible to stick to a schedule and ensure that your projects run smoothly. You end up with a requirements list that exceeds your original plan by two- or three-fold. One strategy to minimize the amount of scope creep you have to deal with involves storing documents directly alongside the projects they’re associated with. This configuration fixes some of the most common problems you run into that can cause scope creep.

Disorganized Documents Create Inefficiency

How many crises could be averted by avoiding documents stored in odd corners of your network? Employee inboxes, personal devices, thumb drives and personal cloud storage are a few places that essential project documents like to hide. The time you spend hunting down this information is time that’s better spent working on the project itself.

You can eliminate this disorganization by using a professional services organization solution that allows you to store documents alongside the project they’re associated with, such as Unit4 PSA Suite. All you and your people need to do is look at the centralized project panel and see all of the content that’s required to complete the tasks for that particular project. Another benefit of this project-specific organization option is keeping files up-to-date for everyone on the team. You work on a single version of each document and real-time changes maintain the information for the stakeholders working on their tasks. 

Visibility Improves Scope Understanding

Better material visibility gives all stakeholders a clear picture of the scope involved. When they get an at-a-glance view of the files used for the project, it’s easier to convey how much work is involved already. You don’t want to end up in meetings to try to fend off scope creep, and this method empowers stakeholders so they get the information they need themselves. 

Are you ready to stop scope creep from taking over your projects and draining your PSO's resources? Watch our on-demand webinar "How to Boost Performance in a Professional Services Organization" to discover more ways to optimize your projects and get more out of your teams. 

Martijn van der Hoeden

As Founder of the PSA Suite and Global Head of the PSO Center of Excellence, Martijn van der Hoeden drives to provide the Professional Services Organizations to improve their performances and maximize their organizations efficiency with the Unit4 PSA Suite.