Mastering Project Scoping: A How-To Guide for Custom Software Builds
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Getting custom software for your business is probably one of the smartest decisions you'll ever make. However, the success of your decision lies in how well you scope out this particular project.
The line between a seamless product launch and a chaotic, costly rebuild is quite thin.
However, you can easily get on the safe side of this line by clearly defining what you want your custom software to do, how you want it to accomplish the goals you have in mind and the boundaries you intend to set around the budget, time and resources taken for the implementation of said software.
It sounds simple enough. Yet you might find many organizations rushing the entire process instead of scoping it out first. The result? Budget overruns, unhappy stakeholders and missed deadlines.
That’s why we thought we would give you a step-by-step guide about scoping a software development project that actually works. This blog is for all IT leads, founders and project managers who suddenly got this project on their hands and don’t know where to begin. So let’s dig in!
What Exactly Is Software Development Project Scoping?
Sounds like a mouthful, doesn’t it? Let us simplify it for you so it is no longer as daunting as it seems.
Project scoping involves setting the core parameters that define the very shape of your custom software development project. Think of it as the ingredients that make for a good software recipe.
You need all kinds of things - from specifying goals to setting deliverables, timelines, features, costs, constraints, and key stakeholders - to make it work.
If you are stuck or still unclear, consider the “what,” “how,” “who,” and “when” of your project. The answers would come under the realm of scoping.
That said, scoping should not be confused with requirement gathering. The former’s focus is oriented towards outlining the final product that will be built within the time and budget limits a company sets.
If you are wondering where in the life-cycle of software development does scoping figure, we’ll have to say at the initial stages. Ideally right after ideation but preferably before you hire a UI/UX designer and commence technical planning in full force.
The major benefit of scoping is that it establishes a shared understanding of the entire length and breadth of the project among everyone involved - be it a developer or an executive.
Why Is Project Scoping Necessary?
First of all, skipping the scoping process increases the likelihood of your software project failing by manifold. But that’s not the only reason project scoping is non-negotiable. There are more:
- To avoid scope creep: Expect your team to keep on piling new features on top of the other, causing delayed timelines and blown-up budgets if you don’t set clear boundaries.
- To maintain an accurate budget and timeline: Scoping prevents you from derailing from either of these two tracks by enabling realistic cost and timeline estimates.
- To align stakeholders: Since everyone is on the same page - from the developers to the executives - they know exactly what to expect.
- To prevent unnecessary reworks: Clearly defined requirements not only reduce errors but also make it easier for developers to work, thus decreasing rebuilds.
Did you know that scope creep is the number one reason why custom software projects fail? 52% of projects suffer from scope creep, and 27% of them fail if scope creep is kept unchecked. |
At least according to the Project Management Institute. Consider project scoping to be the first step if efficiency, quality and clarity are important to you. If you do it right, you will end up with high-quality custom software that successfully achieves all of the goals it was intended to - just like our clients do.
All in all, scoping lets you circumvent blind spots and lay a solid foundation instead.
What To Include In A Software Project Scope Document?
The key to knowing if you’ve got your software scope project document right is to review it for strategy and practicality. That said, here are some must-have pointers for it:
- Clear Objectives: You must state what you intend to build and why, while aligning the objectives with your core business goals. Using the SMART goals formula can really help you here.
- Target User Profile: Figure out who is going to be the core user group of this software. Be sure to highlight their paint points as well as goals.
- Feature Set: Outline exactly what this proposed software is supposed to do, listing its main feature set along with optional enhancements, if any.
- Constraints & Assumptions: Constraints can span technical, budgetary or legal concerns. They also cover technological preferences. Make a note of these along with relevant assumptions such as the availability of third-party APIs or other relevant services.
- Define Timelines: Outline important deadlines along with expected deliverables of MVP, Beta versions as well as the Final Release.
- Budget: Include the parameters that shape it and mention the cost estimates for associated processes such as development, design, quality assurance and post-launch maintenance.
- Tech Stack: From frameworks to required languages and systems your new software must integrate with - make sure your tech stack is specific and ready.
Treat this list as your North Star, guiding you towards a successful custom software development project while preserving alignment among all stakeholders.
Make your scope document crystal clear while ensuring it's flexible enough. Ambiguity in the document can lead to an ambiguous final product. After all, a custom software is a strategic investment that should be done right - scoping included.
How To Scope Your Custom Software Development Project In 6 Easy Steps
You have to start scoping on the right note so following the path to completion is much easier and more streamlined than ever. The following table will walk you through the 6 super simple steps to scoping your project.
Bear in mind that scoping is not a one-off item. It’s a regular thing. So adopting a mindset of reviewing and recalibrating as per the latest insights will help you in the long run.
Think about it this way - custom software’s benefits for your business are many so if scoping can help you achieve those benefits, you must treat it as ongoing practice.
Scoping: Must-Follow Best Practices
Fortunately, saving yourself from a frustrating scoping exercise and unnecessary delays isn’t that difficult. Success will seek you if you stick to these best practices:
- Never pause collaboration: It might seem like a lot of hard work but keeping the communication lines open between designers, developers, users, executives and product managers is crucial to prevent costly misalignments in the future.
- Use visuals in your documentation: Rows upon rows of text can lead to misinterpretation. Break the pattern with visual elements such as user journey maps, wireframes, workflows, and flowcharts.
- Revalidate the scope often: Frequent validation of your custom software development project scoping document can help you detect misinterpretations in a timely manner, thus averting costly rework.
- Break it down: A custom software development project isn’t easy. To make it more manageable, we suggest breaking down complex tasks into small subtasks so you can manage and adapt the scope without a hitch.
- Be flexible: But do not loosen your grip. Planning for unforeseen challenges and adjustments is great as long as you ensure every change is approved by the higher-ups and aligns with the business’s core objectives.
Effective scoping allows flexibility, open communication and dynamic workflows without losing sight of the core objectives of the said project.
For example, if you’re getting a custom manufacturing software, you want to make sure it can generate Bills of Material (BOMs) or plan and schedule your calendar. Following the best scoping practices can ensure that’s what it does once it’s ready for launch.
Scoping Pitfalls You Must Steer Clear Of
No matter how well you plan, it’s impossible not to be susceptible to certain scoping mistakes. That said, we’ve listed the common ones you can safely avoid:
- Vague feature descriptions: Misaligned expectations coupled with misunderstandings are the result of ambiguous feature definitions. Precision and depth are recommended.
- Not accounting for end-user feedback: Real-world input is necessary if you want to build a custom software that caters to end-user needs.
- Failure to implement Quality Assurance: QA is the backbone of a good software. Make sure activities like bug fixes and maintenance practices are also a part of the scope you create.
- Underestimating the timeline and budget: it’s good to be optimistic but it’s crucial to be realistic with your custom software development project scope. That’ll save you a lot of headache later.
A scope riddled with mistakes and missing items is a recipe for disaster so be sure to avoid these pitfalls.
Scope Faster With These Tools
You need three types of tools to start scoping your software project. These are:
- Documentation Tools: Think Notion and Confluence
- Project Management Tools: Trello, Asana and Jira - pick yours
- Visualization Tools: Lucidchart and Miro can help you
You can also use templates of scoping documents to get a headstart.
Get A Software Partner To Streamline Scoping
Though your internal team is doing a fine job, complex software projects could do with a little extra help - help that you can get from an experienced custom software development partner. Bringing one in is a wise decision provided:
- Your internal team lacks the experience and technical knowledge required to handle large-scale projects
- You have unique requirements such as dealing with emerging technologies or complex integrations
- It’s been difficult to get cross-departmental consensus regarding the project
Professional scoping support might just be the key to better outcomes. Many software firms offer it as a service or as a limited workshop and it might be with checking out.
Conclusion
The keystone on which the metaphorical arch of custom software development rests, scoping is essential. It’s exactly what you need for successful software deployment. Treat this guide as a roadmap for your next project, and we assure you, things will be a lot smoother this time around.
That said, if you need help scoping your custom software project, Vestra Inet is here to help you. In fact, we can also develop the software itself for you! Contact us and let our experts take your project on the path of success since Day One!
FAQs
1. Define project scoping in the realm of custom software development.
In simple terms, project scoping deals with the what and how of your software, defining the limits within which it will do what it’s supposed to.
2. Why is it crucial?
Because it eliminates scope creep and reduces delays while ensuring your software project is aligned with its core goals.
3. What are the must-haves of a scope document?
From central objectives and essential features to timelines, constraints, budget, users and tech needs - these are the must-haves of a scope document.
4. At what stage of the process should scoping be carried out?
Right at the beginning - before coding commences.
5. Is it okay to update the scope document as the project advances?
Yes, it’s necessary in fact. It should evolve with new insights while remaining flexible.
Author Bio
Andrey Wool
Helming the operations at Vestra Inet, Andrey has over 20 years of leadership experience in the ERP industry. Having successfully launched 550+ software projects across a diverse set of industries, Andrey continues to transform the way businesses function with pioneering custom software solutions. His in-depth knowledge of sectors such as manufacturing and distribution has helped him curate actionable solutions that eliminate bottlenecks and pave the way for sustainable growth.
