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Have you ever delivered a software project exactly to spec, and still had unhappy stakeholders?
This can happen when a project scope isn't clearly and comprehensively defined.
Even when you think you've covered all the bases, if you make assumptions, miss details or work with unclear expectations, it can lead to frustration for everyone involved. This can ultimately delay launches and lead to spiraling costs.
The key to happy stakeholders is mastering the art of scoping — defining your scope quickly, but with enough depth to ensure all critical aspects are covered.
We'll share some best practices for scoping your software project in this post, and we'll also introduce you to Archie, 8base's AI-driven product scoping tool that custom software agencies are already using to race through the pre-sales process.
A project scope statement is a detailed document that defines the boundaries and deliverables of a project. It serves as a blueprint for what the project will achieve: objectives, deliverables, tasks, costs and timelines.
But while it's important to define what will be delivered, it's also critical to define what won't be included.
The scope statement also identifies the project’s exclusions, assumptions and constraints to ensure that all stakeholders have a clear understanding of what the project will and will not include.
The project scope statement serves as a reference point throughout the project lifecycle, helping to guide decision-making, manage changes, and limit scope creep.
That's a lot to figure out, with not a lot of time to do it.
Internal software projects are under constant pressure to start as soon as possible, and for custom software agencies, your project doesn't become billable until the scope is defined and code is being written.
Initial project scoping takes place during the initiation or pre-sales phases of a project. The client or stakeholder has a business need that can be solved by software, and it's the software delivery team's job to help bring a product to life that can fulfill that need.
Before diving into technical details, you need to figure out the business case behind the project.
Understand the problem the software aims to solve, the goals it needs to achieve and how these align with the client’s broader business objectives. A deep understanding of the business case will help you set clear objectives and ensure that the project delivers real value to stakeholders.
Next, work with the client to establish key timelines and identify any constraints that could impact the project.
This includes understanding deadlines, available resources, budget limitations, and any other factors that could influence the project’s scope. Having a clear picture of these constraints early on will allow you to create a realistic project plan and manage expectations effectively.
Now that you know the need you're solving and when it's needed, it's time to get into the details.
Start by clearly defining the deliverables the project will produce. Let's use this opportunity to break down two types of deliverables:
Break these down into manageable components. Each deliverable should be clearly described, with specific criteria for completion, so there’s no ambiguity about what success looks like.
This is part of the deliverable definition process, but worth calling out separately, because it's absolutely critical to be on the same page with your stakeholders, particularly if they are non-technical.
Engage them early and often to clarify their expectations, translating technical details into terms they can easily understand. Ensure that their needs and concerns are fully reflected in the scope document, and continuously verify alignment as the project progresses.
Work to uncover any needs or requirements that may have been communicated internally but were never expressed to your team.
Set clear success metrics and quality standards for the project.
These metrics should be specific, measurable and aligned with the project’s objectives.
For example, define performance benchmarks for the software, set deadlines for each phase, and establish quality assurance processes to ensure that the final product meets or exceeds expectations.
When defining these specifics with your stakeholders, clearly outline what the project will not include to avoid scope creep.
Document any assumptions that are being made during the planning process, such as assumed resource availability or third-party dependencies. This clarity will help manage stakeholder expectations and prevent misunderstandings later in the project.
Set up a change control process to manage any potential changes to the scope.
This process should outline how changes will be requested, reviewed and approved, as well as how they will affect the project timeline, budget and deliverables. A well-defined change management plan helps keep the project on track even when adjustments are necessary.
Archie is 8base's AI-driven product architect that significantly accelerates the initiation and pre-sales phases, helping teams move from concept to detailed scope faster than ever before.
Traditionally, scoping a software project could take weeks or even months, with teams painstakingly gathering requirements, defining deliverables and aligning with stakeholders.
Archie transforms this process.
Starting with just a simple prompt, Archie can generate accurate and comprehensive scope documents in a fraction of the time, allowing your team to focus on creative problem-solving rather than getting bogged down in administrative details.
By leveraging the power of multiple large language models (LLMs), Archie ensures that every aspect of the project is considered — from user requirements to technical architecture and even regulatory limitations.
This means fewer gaps, fewer assumptions, and a far more reliable foundation for your project.
One of the biggest challenges in project scoping is ensuring clear communication between technical teams and non-technical stakeholders.
Archie excels at translating complex technical details into language that everyone can understand. This ensures that all stakeholders are on the same page, reducing the risk of misalignment and setting the stage for a successful project.
By clearly defining deliverables, understanding stakeholder needs, setting precise success metrics and planning for change management, you lay a solid foundation for project success.
However, traditional scoping methods can be time-consuming and prone to oversights.
That’s where tools like Archie come in. Archie not only accelerates the scoping process but also enhances its accuracy and depth, ensuring that your projects start strong and stay on track.
We're excited about helping you achieve amazing results.
