Project scope and product scope are two different things that are important for you to identify carefully. So, do you know how to identify these two?

project scope

What is a Project Scope?

Determining project scope is the first step in establishing a project schedule, budget, and resource allocation. According to PMI, project scope is the work needed to produce the desired project deliverables. Some things to consider in identifying project scopes generally include time, budget, to human resources. Project scope is determined by the work breakdown structure which if there is a change, the change must only be made through formal procedures.

The project scope created through an agreement between the client, sponsor, and project manager will bind the project team in carrying out development. Therefore, this kind project document must be described in a very clear and detailed manner. A well-crafted project scope document can make a project manager’s work much more comfortable and a project much less stressful.

What is a Product Scope?

In project management, product scope is defined as an area of ​​features and functions that characterize a product. Product scope refers to the number of different items your company offers to market. For example, the product scope in the form of goods can be identified in the aspect of how an item works, its specifications, and how it will be developed in the next iteration. The company’s business objectives usually determine the scope of the product being developed.

In the process of identifying product scopes, development teams are often caught in the “features world” mode when defining them. The features world itself is a product creation culture that focuses on producing multiple products with big business costs. Unfortunately, this focus can be dangerous for the company because the approach used does not prioritize market or user perspectives, but the idealism of feature innovation as sophisticated as possible. Therefore, communication in the product scope identification process is very important to involve the entire development team and stakeholders who have great influence.

How to Define Project Scope?

1. Outline the Main Objectives of the Project

To define project scope, you must be very clear about what is expected of the project. You can use this S-M-A-R-T formula to identify project scope:

Specific: What is the main goal that your project wants to achieve?

Measurable: How to measure the achievement?

Achievable: Is this goal possible for your team to achieve?

Realistic: Can this goal be achieved without exceeding the budget?

Timely: Can this goal be achieved by the deadline?


2. Find Potential Obstacles

The next step is to identify areas where your project may be stalling. Create risk mitigation by making a list of things that might cause delays, cost overruns, to critical things such as project failure. Although in the early step of risk identification is often overlooked, be sure to never skip this step for the sake of a solid project management foundation in the future.

3. Identify Required Resources

How much money will be spent on your project? Capital raw materials to what equipment is needed? How much labor is needed? How long does the project last? All of these questions need to be answered and answered in detail.

Accurate resource accounting will keep the project on schedule and have long term impact. It is important to remember, never ignore the recording of costs that you consider “small money”, because cases of cost overruns also often arise due to neglect of recording these small costs.

4. Create a Project Schedule

After setting goals, constraints, and resources, you can develop a schedule for each milestone that your project must achieve. Create a deadline in the form of a month, date, until the time that an activity in your project must be in a delivered state. Also make sure that the entire team can access this scheduling page easily and clearly so that they are more responsible for their respective tasks.

To facilitate project collaboration from the initiation stage, task delegation, scheduling, to current status reporting, you can use a project management system that can manage all these activities in the same dashboard. Tomps professional project management application ensures you to manage projects more easily, transparently, and accurately with its various smart features. Click here to find out more!

5. Identify Stakeholder List

A stakeholder is anyone who has an interest or impact in your project. Such as project owners, sponsors, investors, governments, and others. List each individual or organization that should be in the project loop and have significant responsibility for ensuring the project continues.

How to Define Product Scope?

1.  Understand Who Your Users Are

Before you start defining product functionality, you need to gather basic information about the product itself. Therefore, the first big thing you need to do is identify who the users of your product are and what they need.

The basic and important part of the process of creating a successful product is realizing that you are not a user of your product, but other people with various needs. To solve their problems, you must try to understand how they feel, what their goals are, and how they behave. One tool that you can use is a buyer persona map through interviews. With this, you can understand user needs and expectations, decide which features to include in the prototype, to evaluate the final product.


2. Identify Your Product’s Value Proposition

The product value proposition is the value of the product you offer to customers. To identify it, you can use the elevator pitch as the medium. In it, there should describe a few things such as:

Explain how your product solves user problems and how to meet their needs.

Define the specific benefits that the product provides.

Tell customers why they should use your product and not others.


3. Identify Key Functionalities

The next step to determine product scope is to determine and prioritize the features of your product. Consider your user personas and product value proposition. One great way to identify key features is through the 5W1H method. This technique helps the team to make product feature design decisions through the following six basic questions:

Who: Who will be the users of your product?

What: What features does your product offer?

Where: Where is this product used?

When: When is this product used?

Why: Why is your product needed?

How: How is your product used?


4. Prioritizing Features Based on Needs

The main focus in the early stages of development is only on those features that address the user’s primary needs. Features that don’t meet core requirements should be cut, not necessarily forever, but at least from the first version of your product. Having a product with some polished functional features would be better than a product that is overly complex but in fact is not requested by the user.

One of the most effective ways to prioritize features is to use a product matrix. In this matrix, enter all the features that your team wants to develop and categorize them according to their need value and work weight value.


5. Determine the Minimum Viable Product (MVP)

MVP is one type of product development strategy that is generally carried out by development companies (startups). According to Forbes, MVP is a product with a basic set of features that are sufficient to attract the attention of early adopters but still provide a unique solution. Having a product concept with minimal variables seems simple, some companies often misinterpret the main concept of this MVP.

This concept actually wants to prevent developers from losing focus during the initial release process. Where, they often include a lot of innovative features in their products and spend a lot of money, compared to creating a good enough product at the beginning of the release.

-MVP is the ideal method for:

-Product release in short time

-Reduce implementation costs

-Test product demand before releasing the full product.

-Avoiding failures and large capital losses.

-Gain valuable insight into what worked and what didn’t during the initial release.

-Gather product user base


That’s the review of what a project scope, product scope, and how to define these two types of scope correctly. Hopefully it will add to your insight in order to create a better quality of project management.

Read other interesting and latest information about project management here with Tomps, your project management solution!