Defining Project Scope and Objectives: The Foundation of a Successful Schedule

Welcome to the first lesson of Module 1: Introduction to Project Scheduling! Whether you’re experienced or new to project scheduling, knowing the importance of a clear project scope and objectives is key to success. In this post, we’ll discuss why these elements are the backbone of any good project schedule and give you practical tips to define them accurately.

The project scope outlines all the work needed to deliver a product or service. Though it sounds simple, it usually includes complex and varied requirements. Clearly defining the project scope is essential to avoid scope creep and align all stakeholders. As a scheduler, you may or may not help develop this scope. However, knowing the project scope and requirements is key to making a good schedule.

• Clarity: A clearly defined scope helps all team members understand their roles and responsibilities.
• Control: It enables project managers to maintain control over the project by establishing boundaries.
• Communication: It facilitates better communication with stakeholders, ensuring everyone has the same expectations.

• Identify Objectives: Start by understanding the primary objectives of the project. What is the project expected to achieve?  Project objectives are specific, measurable goals that you aim to achieve by the end of the project. They provide direction and a clear path to the “expected” or planned end result.
• Steps to Define Clear Project Objectives (Be SMART about it):
  
  • Be Specific: Objectives should be clear and specific. Avoid vague statements.
  • Make Them Measurable: Ensure you can track progress with measurable criteria.
  • Be Achievable: Objectives should be realistic and attainable.
  • Ensure Relevance: They should align with the overall goals of the organization.
  • Set Time-Bound Goals: Define a timeline for achieving these objectives.

“Done is better than perfect because perfect is never done.” Sheryl Sandberg

• Engage Stakeholders: Involve key stakeholders in discussions to gather their inputs and align on the project’s vision.  These are people who tend to either gain from, lose from, or have influence on the outcome of the project.
• Define Deliverables: Clearly outline what the project will deliver. This includes tangible products, services, or results. The key here is something that can be measured against. Examples of this could be a finished car, a user’s manual, a software patch, or a Customer Support department. 
• Set Boundaries: Establish what is included and what is excluded from the project to prevent scope creep.
• Document Requirements: Collect and document all functional and non-functional requirements. This statement is similar to Set Boundaries but with a key difference. Set Boundaries tells you what is and isn’t included in a project to keep everybody on track. Where Document Requirements lists all the specific details and needs that must be present to have the project done correctly.

• Collaborate: Work closely with your team and stakeholders to ensure all perspectives are considered. Don’t be afraid to ask questions or even challenge some assumptions. 
• Be Thorough: Take the time to thoroughly document and review your scope and objectives. This not only helps define boundaries but also provides a clear direction for the project to take.
• Stay Flexible: Remember, the only thing that never changes is the need for changes. Be prepared to make adjustments as the project progresses and new information becomes available. However, being flexible does not mean the allowance of scope creep.

Defining a clear project scope and setting precise objectives are fundamental steps in the project scheduling process. By fully understanding these elements upfront, you set a strong foundation for your project, ensuring alignment and clarity among all stakeholders. In our next lesson we will delve into creating a Work Breakdown Structure (WBS) to further refine your project schedule.