Scope Creep: What It Is and How to Manage It

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Designing and developing an eLearning solution can be an exciting but complex project. With various stakeholders such as Subject Matter Experts (SMEs), instructional designers, project managers, and key partners involved, it’s easy for projects to veer off track due to scope creep. Scope creep is the gradual expansion of a project’s objectives, deliverables, or features without corresponding adjustments to time or budget. If left unchecked, it can delay the project, blow up costs, and lead to frustration for everyone involved.

However, by fostering clear communication and structured collaboration with SMEs and other key partners, scope creep can be avoided. In this article, we will explore practical strategies that will help you keep an eLearning project on track and ensure that everyone is aligned.

Set Clear Expectations from the Start

Before any development begins, it’s crucial to establish clear, detailed expectations with all key partners, including SMEs. This means outlining the exact objectives, deliverables, timeline, and budget in a comprehensive project scope document. Include every detail—whether it’s the number of interactive modules, the length of video content, or the required level of learner engagement.

Involving SMEs in this initial discussion is key. SMEs are often deeply invested in the content and may want to include every possible detail. However, they need to understand the constraints of the project. You can help manage their expectations by explaining the overall goals of the course and how each module contributes to the learner’s success.

Tip: Create a shared document that all parties can reference throughout the project to ensure alignment. This way, everyone remains aware of the initial agreements and can easily spot if the project is veering off track.

Involve the Right SMEs at the Right Time

SMEs are critical to eLearning projects because they provide the expertise needed to ensure that the content is accurate and relevant. However, they can sometimes overwhelm the design and development process by offering too much information or suggesting unnecessary additional features. To prevent this, ensure that you involve the right SMEs at the right stage of the project.

For example, during the initial design phase, involve SMEs in defining the learning objectives and identifying key content areas. During development, you can bring them in to review the accuracy of the materials and provide feedback. This targeted involvement minimizes the risk of them requesting changes after the design or development has progressed, which can lead to scope creep.

Tip: Be clear on when you need input from SMEs and when it is important to let the instructional designers and developers take the lead. Too much involvement from SMEs in later stages can lead to requests for additional features or content that may not align with the original project scope.

Use a Change Management Process

No matter how well you plan, changes will occur. A change management process helps manage these requests without derailing the project. Establish a clear process that stakeholders, including SMEs, can follow if they need to request changes. This process should require an assessment of how the change will impact the budget, timeline, and overall project objectives.

When a change is requested, assess its value. If it’s essential to the project’s success, it might warrant revising the scope. However, if the change doesn’t significantly impact learner outcomes, it may be best to table it for future revisions or iterations.

Tip: Create a change request form that includes details on the requested modification, the reason for the change, and the expected impact on resources. Review these requests in regular meetings with key partners to assess their importance.

Set Boundaries Around Content

One of the most common sources of scope creep in eLearning projects is content expansion. SMEs, with their wealth of knowledge, may want to include every possible nuance and detail in the learning materials. However, adding too much content can overwhelm learners and extend the project timeline.

Help SMEs distinguish between “need-to-know” and “nice-to-know” content. Keep the focus on the project’s learning objectives. If additional content is necessary, consider creating optional supplemental materials instead of overloading the core eLearning modules.

Tip: Establish a content review process where both the instructional designers and SMEs collaborate to decide what content is essential. This ensures that the material remains focused on the learner’s goals and aligns with the scope.

Communicate Regularly and Transparently

Effective communication is the cornerstone of avoiding scope creep. Regular, structured communication with all key partners, including SMEs, keeps everyone informed about the project’s progress and any emerging challenges. This prevents misunderstandings and ensures that any necessary changes are addressed promptly and within the agreed-upon scope.

Set up regular project update meetings and use project management tools to keep everyone on the same page. These updates should include status reports on deliverables, upcoming milestones, and any potential risks. Keeping the communication lines open ensures that there are no surprises late in the project.

Tip: Document decisions from all meetings and share them with the entire team. This creates a paper trail of all discussions and agreements, which can be helpful if questions arise later about the project’s scope.

Leverage Project Management Tools

Project management tools like Trello, Asana, or Microsoft Teams can help you track progress, manage tasks, and communicate effectively with key partners. These tools offer transparency, so SMEs, designers, and developers can see where the project stands and what is required from them at each stage.

Using these tools also allows you to quickly identify if any part of the project is moving beyond the agreed-upon scope. You can then take swift action to address the issue before it becomes a larger problem.

Tip: Assign responsibilities to each team member, including SMEs, within the project management tool. This helps everyone stay accountable and prevents miscommunication about who is responsible for specific tasks.

Final Thoughts

Avoiding scope creep while designing and developing an eLearning solution is challenging, but it’s not impossible. By setting clear expectations, involving the right people at the right time, using a structured change management process, and maintaining open communication, you can keep your project on track and avoid the frustration that comes with scope creep. In the end, successful collaboration with SMEs and key partners will ensure that your eLearning solution is delivered on time, within budget, and with high-quality content that meets the learners’ needs.

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