Define Scope

September 16, 2025
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What is Define Scope?

Define Scope is the process of developing a detailed description of a project’s objectives, deliverables, boundaries, and requirements. It clarifies what to include in the project and, just as importantly, what not to include. This process ensures that all stakeholders share a common understanding of the work. It occurs after the project charter is approved and serves as the foundation for planning, executing, and controlling project work.

A clearly defined scope helps prevent scope creep, which refers to unauthorized changes or additions to the project. It also supports accurate scheduling, budgeting, and resource planning. Without this step, a project is at risk of misalignment with stakeholder expectations, missed deadlines, and cost overruns.

Key Points

  • It creates a clear and agreed-upon outline of project deliverables and boundaries.
  • It is based on inputs such as the project charter, stakeholder requirements, and assumptions.
  • The process yields a scope statement, which becomes an integral part of the project management plan.
  • Stakeholder engagement is essential to ensure the scope reflects business needs.
  • A well-defined scope enhances communication, mitigates risk, and increases the likelihood of project success.

Related Terms

  • The project charter provides initial high-level information that supports the Define Scope process.
  • To control what work a project includes or excludes, scope management employs the Define Scope as a critical step.
  • The work breakdown structure (WBS) is created after Define Scope and organizes project work into manageable sections.
  • Requirements gathering helps inform the Define Scope process by collecting stakeholder needs and requirements.
  • A well-executed Define Scope process, supported by proper change control, can prevent scope creep.

Define Scope: Example

A software development team begins a project to create a customer relationship management (CRM) tool. During the Define Scope process, they document that the tool must include user login, contact storage, and reporting features. They also define exclusions, such as integration with external marketing tools, which will not be part of this phase. This clarity helps the team avoid confusion and keeps the project focused.

Define Scope: Best Practices

  • Engage key stakeholders early to ensure their input is reflected in the scope.
  • Use clear, measurable language to describe deliverables and boundaries.
  • Document assumptions and constraints to avoid future misunderstandings.
  • Review and revise the scope statement with stakeholders before final approval.
  • Maintain strict change control procedures to protect the project’s scope from unplanned expansion.

Additional Resources

Define Scope - A Guide to the Project Management Body of Knowledge (PMBOK Guide)     Define Scope - Project Scope Management (Best Practices in Portfolio, Program, and Project Management)

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