Govern: Manage the Scope
You’ll be faced with tough choices as your project moves through design and delivery. This may happen for reasons that range from technical challenges to conflicts of opinion. To design great experiences, your project scope must be safeguarded from decisions that strip away value. You’ve created guidelines, defined the future journey and spotted the impacts. Now, you must govern the scope.
During this phase, you’ll define the scope and set up project governance. At the end of govern phase, you’ll have a project plan, resource plan and a RACI matrix.
Define the Scope
Your project scope offers a base for your plan. To define your scope, first describe your project’s key goals. Then, note any assumptions, constraints, timelines and artifacts.
You’ll also want to gauge your resource needs. To better understand what team stack you will need to help deliver on your scope, take a look at the workload and business complexity. Workload often varies due to the number of channels, services involved, underlying systems, dependencies and the amount of detail needed for delivery. As you look at complexity, you start to forecast for scope flux and design churn. This often occurs on projects of high strategic priority. Take a look at how many people are involved, including those in house and third party support. More people often equates to more flux. Finally, assess how many tracks of work are moving at the same time.
Once you know your team needs, make a plan that shows who is needed to deliver on the goals of the project. If you are partnering with in-house partners or vendors, create this plan with them.
Set Up Project Governance
Once you understand the project scope, define the roles and responsibilities for team members carrying out the project. As you describe these roles, be sure to include those who are responsible for steering the project direction. Account for how decisions are made, who signs off on scope changes and how to handle project escalations.
When working on a large team, provide a RACI matrix once you understand the roles and responsibilities. This matrix lays out roles and responsibilities on each task for your team members. RACI stands for Responsible, Accountable, Consulted and Informed. Responsible team members complete the task. Those who are accountable ensure tasks are done well and often lead a responsible team. Those who are consulted may provide subject-matter expertise as needed. Finally, informed partners remain up-to-date on progress and do not work directly on the project.
When working with a large team, confirm your project expectations with the group. Review the scope, timing and governance structure. Be sure to note any assumptions and risks at this time.
Learn More About Planning & Managing Scope
If you want to learn more about managing projects, here are a few recommendations:
- A Project Guide to UX Design, 2nd Edition by Russ Unger and Carolyn Chandler
- Making Things Happen: Mastering Project Management (Theory in Practice) by Scott Berkun
- Agile Project Management: A Quick Start Beginner’s Guide To Mastering Agile Project Management by Henry O’Brien
Wrap Up Govern & Move to Measure
Now that you have a plan for managing the scope, you’re ready to create a measurement strategy.
For more on improving your experience through measurement, see Measure: Optimize the Experience.