How to create a project scope document

There's an old joke in project management that goes,: "Want to avoid scope creep? Just don’t define the scope!" But every project manager knows that without clear documentation, you can easily miss deadlines and blow budgets.

A project scope document comes in handy in setting a foundation for project success. It helps manage expectations from the start by outlining project goals and deliverables. Let's dive into the basics with the definition of a scope document, what to include, the best uses, and finally, how to create comprehensive documentation that fosters clarity and drives project success.

What is a scope document in project management?

A scope document in project management defines the project's outcomes, the work to be done, what resources you need, and a deadline. Think of it as the foundation upon which the project plan is built, helping ensure that all involved parties are on the same page — and setting boundaries to maintain direction throughout the project management phases.

This is all critical to project planning, as it prevents:

• Undefined or vague goals: If stakeholders don’t have a clear vision of the project’s purpose, it can lead to ambiguity. A good scope document works as a clear roadmap.
• Ambiguous in-scope and out-of-scope: If boundaries aren’t clearly defined, the project team may misinterpret what’s included. This record needs to be explicit and use examples to clarify.
• Miscommunication: A scope that lacks clear descriptions and deadlines can lead to misunderstandings, scope creep, and project delays. This can increase costs and frustrate stakeholder expectations.

The project manager is typically who creates this document, but team members and stakeholders should also contribute to the process, bringing questions, concerns, and diverse perspectives to the table.

Related: Explore 4 best practices for collaborative project management

What should be included in a project scope document?

While scope documentation outlines your project direction, it’s not meant to be a super detailed plan. 

The project scope document contains:

• Project goals: Benefits the project aims to achieve and how it aligns with specific and measurable organizational objectives
• Deliverables: A list of outcomes the project will produce, including a detailed description of products, services, or outputs, all with specifications and features
• Milestones: Checkpoints that indicate progress toward completion, along with key dates associated with each milestone and the achievements it represents
• Requirements: Detailed specifications and conditions that the project must meet for success, like performance criteria and tools required
• Assumptions: Presumed facts or factors that are taken as true for planning purposes, such as resource availability or access to certain technologies
• Constraints: Limitations that restrict project options, including budget restrictions, and time limitations
• Exclusions: A list of specific features, tasks, or goals that the project doesn't include
• Approval process: How the decision makers and stakeholders will review the project’s scope, deliverables, and final outcomes, which typically includes review stages and the criteria for approval

Before the project kickoff meeting, everyone involved should take some time to familiarize themselves with these items to have a clear understanding of what to expect.

How to write a project scope document: A 7-step guide

Let's walk through a step-by-step guide to creating a project scope document, ensuring that you have all the necessary elements to set your project on the path to success. 

Step 1: Define project objectives

Start writing your project scope document by defining the project objectives, which should answer the "why" behind the project. Here's how:

• Break down objectives into distinct, actionable goals. Each goal should focus on one aspect of the project’s purpose, such as improving customer experience, streamlining operations, or increasing revenue. 

• Ensure that each objective is documented concisely to keep everyone aligned and focused on key priorities.

Use a project kickoff template to streamline the process and validate the goals with stakeholders for consensus. Having everyone onboard helps prevent misalignments later. 

Related: We put together a guide on how to run a successful client meeting kickoff call

Step 2: Identify key deliverables

By listing all deliverables on your scope document, you set clear expectations for what will be provided by the end of the project.

Keep in mind that in certain methodologies, such as Agile project management, the list of deliverables isn't set in stone. So if you're crafting an Agile project scope document, leave room for adjustments as the project evolves.

Related: Discover 9 Agile documentation best practices

Step 3: Create a timeline for each phase

It's time to open a project timeline template and discuss ideas to stay on track. Start by identifying major project phases, such as:

• Planning
• Design
• Development
• Testing
• Implementation 

Estimate the time each phase will require, considering task dependencies and resource availability. This step helps create a realistic timeline that reflects the project’s complexity and aligns with organizational priorities.

Once the phases are defined, plot key milestones within each phase, setting specific deadlines for these milestones to give stakeholders clarity on the project’s pace and direction. This part of the process can be hard to visualize, so using project collaboration software makes tracking milestones easier and keeps everyone aligned on deadlines.

Step 4: Map out requirements and resources

Identify all requirements needed and resources for your project's success, including: 

• Functional requirements: Describe what the project must accomplish, such as specific features or performance criteria 
• Technical requirements: Address the tools, technologies, and skills needed
• Operational requirements: Specify any workflow or procedural standards
• Resources: Add your team members, budget, equipment, and deadlines as key deliverables here

Detailing these ensures all team members and stakeholders are clear on what is needed to meet the project's goals.

Step 5: Assess potential risks and limitations

A thorough risk assessment identifies potential challenges that could impact project success. Start by brainstorming possible risks and classifying them by their likelihood and potential impact, focusing on those that could significantly delay or derail the project.

For each risk, develop mitigation strategies to minimize its effects on the project timeline, budget, or quality. For example, if there’s a high risk of delays due to resource constraints, consider alternative resources or flexible schedules. Documenting these strategies in the scope document allows the team to act quickly if risks arise.

Step 6: Specify what is outside the project scope

Clearly stating what is out of scope is crucial for managing expectations and preventing scope creep. Identify any features, tasks, or areas that stakeholders might assume are part of the project but aren’t. By clarifying these exclusions, you minimize the risk of needing to do extra work that wasn't planned or budgeted.

Step 7: Document the approval process

A well-defined approval process establishes how stakeholders will provide feedback on project elements. Identify the key decision-makers responsible for reviewing and approving the scope document, project deliverables, and any proposed changes.

Specify the steps for gaining approvals at various project stages. Outline the criteria each deliverable must meet for approval, including quality standards, budget adherence, or feature completeness. Finally, centralize everything in a project canvas template to make it easy to access, visualize, and collaborate on your scope.

When to use a project management scope document

A project management scope document facilitates alignment, helps to manage expectations, and guides decision making. Use it for:

• Planning the project: A scope document aligns all stakeholders on the project’s purpose, serving as a point of reference throughout the project
• Managing stakeholder expectations: Clarifying what is and isn’t included in the project is helpful when stakeholders may have varying expectations or when there’s a risk of scope creep
• Monitoring progress and approvals: Project managers can consult the scope documentation to see if the team is on track and delivering what was agreed upon
• Adjusting scope: If changes arise mid-project, project managers can assess if adjustments align with the original scope or require additional resources
• Evaluating project outcomes: During sprint reviews and retrospectives, the scope document serves as a checklist to confirm that the team has met all deliverables and achieved the project objectives

Related: Take a look at how to run a retrospective meeting in 6 steps

Make project scope documentation more engaging with Mural

Ready to get started? Our visual collaboration platform provides a centralized hub with links to assets and resources across other tools, so multiple teams can get the information they need in a single location.

Mural helps you:

• Streamline your projects with Agile project management software 
• Visualize ideas with the diagram maker to represent the scope more clearly
• Save time with Mural's library of templates
• Add interactive features to make the scope sessions more visual and collaborative
• Integrate your murals with other platforms for easy project management, communication, and collaboration

Sign up for Mural today and bring your team together to kickstart your next project scope document.