Managing Scope Creep: 6 Steps to help keep your product design on track.

Designing a new product is always challenging, particularly where electronics and software are involved, but there are ways to control the process. Scope creep is often the main culprit driving up costs, taking time and adding unnecessary work.

What is scope or design creep?

Scope creep is the addition of features, functions, requirements, or work to a new product that is not authorised and goes beyond the originally agreed-upon scope (Larson, 2009). It differs from scope changes, which are formally managed.

Why does scope creep matter?

Scope creep matters because it can lead to project delays and budget overruns; research indicates that 33% to 51% of software projects experience these issues due to unplanned feature additions (F. Aizaz, 2021).

 What causes scope creep in software and hardware projects?

Common causes include time pressures, unclear goals, changing requirements, and factors like personal ego and project size (Komal, 2020; Aizas, 2021).

Managing design creep in electronic and software projects.

Scope creep often feels inevitable in electronic or IoT product design. It starts with small feature requests or tweaks but can quickly lead to delays and budget increases. If not managed, it derails projects.

While we have no advice on managing egos, implementing processes can help control scope creep. Here are six actionable steps to manage scope changes while accommodating necessary design updates during the electronic and embedded product design process.

1.  Clearly Define Project Requirements

At the very start of your project, invest time in clearly defining your project’s scope. We suggest including the following components:

• Start with a design brief: This brief should outline the project’s objectives, priorities, and high-level requirements.  Additionally, identify the core functionalities and regulatory standards the product must adhere to.

• System and Requirements Documentation:  We recommend all projects start with a system design phase where the top-level architecture for both the electronics and software is decided and documented followed by thorough requirements documents for each aspect of the project (electronics, software, mechanical and UI) interfaces, and dependencies to provide a clear blueprint for the project.

Review these documents with all stakeholders. The goal is to establish a clear plan, determine what is in-scope and out-of-scope, and ensure everyone agrees. These documents will guide you throughout the project and help you assess potential changes.

2. Create a Minimum Viable Product (MVP)

Focus on developing a Minimum Viable Product (MVP) that includes only the essential features. This approach prioritises what’s most important and defers nice-to-have features for future iterations.

• Nice-to-haves: Document additional features in your formal requirements as part of your system design. This ensures they are considered for future updates without impacting the current project.

• Hardware foresight:  While software updates can often be easily added at a later stage, hardware design is not as forgiving. One way to balance your MVP with future iterations is to design hardware with the potential for future functionality in mind.

• Software flexibility: Plan for software features to be added later with updates, allowing for scalability without immediate additional costs.

• Modular design approach: Use smart and flexible hardware and software architecture that allows for adding features later without requiring a complete redesign. A modular approach, like the one used by Ripcord Designs’ platform for rapid electronic product development, ensures adaptability and long-term viability.

Concentrating on the MVP reduces complexity and keeps the project manageable, avoiding the pitfalls of trying to do too much at once.

3. Understand Project Risks and Conduct a Risk Assessment

Identifying and mitigating risks early in the project lifecycle can prevent unexpected issues that contribute to scope creep. To do this, conduct a comprehensive project risk assessment that includes the following steps:

• Identify potential risks: Consider various risks: technical, regulatory, financial, schedule, and resource-related risks.

• Assess impact and likelihood: Rank the identified risks according to their potential effect on project scope, cost, and deadlines.

• Develop mitigation strategies: Create contingency plans to address high-priority risks before they become major obstacles.

• Review regularly: Risk factors evolve as the project progresses, so reassess and adjust your risk management strategies.

By conducting a thorough risk assessment, you can proactively manage uncertainties and keep the project aligned with its original goals.

4. Establish a Change Control Process

Even with the best planning, design changes are inevitable and often the right course of action. What matters is how you handle these changes. Here’s how to set up a formal change control process:

• Request submission: Define a process for stakeholders to propose changes, ideally in writing.

• Impact analysis:  Evaluate how the proposed change will affect the timeline, budget, and technical feasibility.

• Approval mechanism: Require signoffs from key stakeholders before implementing any changes.

• Keep a record: We suggest a numbering system and tracking all change requests in one place.

This process ensures that every change is carefully evaluated and prevents impulsive adjustments from derailing the project.

5. Prioritise Communication and Collaboration

Communication breakdown often exacerbates scope creep. Keep everyone on the same page by:

• Regular updates: Schedule consistent meetings with stakeholders to review progress and address any concerns.

• Centralised documentation: Use a shared platform to maintain up-to-date project files, design specifications, and meeting notes.

• Keep everyone in the Loop: Ensure that all team members, including designers, engineers, business leads, and manufacturing, are aligned on the project goals.

Open and transparent communication reduces misunderstandings and helps identify potential scope issues before they escalate.

6. Use Prototyping to Validate Designs

Prototypes are an effective tool for managing expectations and validating the feasibility of your design. Build and test prototypes early in the development process to:

• Identify technical challenges before they become costly.

• Gather user feedback to confirm you’re meeting customer needs.

• Align stakeholders on the product’s look, feel, and functionality.

Early validation through prototyping minimises last-minute changes and ensures everyone is aligned on the final product vision.

Final Thoughts

Scope creep is a common challenge in software development and electronic design projects. Design changes are inevitable, but you can mitigate scope creep in product design through a proactive approach. By clearly defining your project’s scope, creating a Minimum Viable Product (MVP), identifying potential risks, implementing a change control process, prioritising communication, and utilising prototyping, you can keep your project on track and deliver a successful product.

It’s important to remember that managing scope creep isn’t just about saying “no” to changes; it involves ensuring every decision aligns with your project’s goals and constraints. By adopting these strategies, you can deliver your product while managing the schedule and budget.

Looking for help with your next project? Just ask.