Analyzing Scope Creep

I had the privilege of serving as a volunteer on a committee that provided food baskets to families who were in need. The committee started with over 15 volunteers ranging in age from 14 – 85. Twelve women and three men volunteered. Everyone was excited because this new initiative would serve local community families. Before the program actually began, several meetings were held and plans were eagerly made. Dates for distribution and the annual budget were set. Fundraiser ideas were discussed, officers were elected and the date was set for the pantry’s grand opening. After a few distribution of food baskets , we realized that we had several problems or should I say scope creep challenges.
1. The budget was not large enough.
2. We needed more men to help when food had to be picked up, delivered and stored. (Most members were female senior citizens over the age of 70).
3. There were scheduling conflicts with members who worked and were not able to participate in all events.
4. We had trouble keeping the food pantry stocked.
5. The food pantry was broken into and food was taken.
At the time, some of the issues above were addressed in numerous ways.
1. To address the budget, we had several fundraisers.
2. To help with stocking foods at the food pantry, local boy scouts were recruited to help with the unpacking.
3. Schedules were made out 6 months in advance and sometimes incomplete or inaccurate.
4. Created an inventory chart for inventory.
5. Door lock changed.
How could this project have been better managed to control the scope of the project?
1. Budgets could have been managed better by taking into account a change in prices of resources; allowing for unexpected circumstances and changes that require purchasing items for restocking.
2. Involving all project stakeholders including volunteer groups such as the boy scouts or another organization would be instrumental when extra hands are needed for physical activities. (Involving the right people)
3. Schedules should have been made out for the year and stakeholders who were assigned should have received some type of communication prior to the date for which they are signed up to assist. (Key word: Communication)
4. Create forms for inventory and train each member on its use.
5. Make room in the budget for unexpected circumstances.

Scope creep can determine the success of a project. With the right tools and planning, a project can escape the clutches of scope creep and achieve the goal.

Reference:
Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, Scheduling, and Controlling Projects. Hoboken, NJ: John Wiley & Sons, Inc.