[Articles](/articles.html)>[Business](/articles.html#business-articles)> How to define and create a project scope
# How to define and create a project scope
July 20, 2026 • 8 minutes
Written by[Ashley White](/blog/authors/ashley-white.html)
Reviewed by [Kathryn Uhles](/about/academic-leadership/dean-kathryn-uhles.html), MIS, MSP, Dean,[College of Business and IT](/about/colleges/college-of-business-and-information-technology.html)
Before a project can begin, teams need to know what work they’re expected to complete. Having a clearly defined scope can convey this as well as help keep teams on track, motivated and aligned with project goals. Find out how to define project scope and download a free project scope template.
## What is project scope?
Project scope is a detailed description of a project’s goals, deliverables, tasks, budget and timeline. Essentially, it’s a project roadmap that explains what a team plans to accomplish and the work involved. It may also describe what is excluded from the planned tasks and expected outcomes.
In[project management](https://www.phoenix.edu/articles/business/what-is-project-management.html), scope commonly falls under the planning phase at the beginning of a project. Determining the scope early can help set expectations about what’s in a project and what’s not. It can help get project teams and stakeholders on the same page before work begins.
The scope of a project can range from simple to complex. For example, a small business that wants to update a page on its website may create a brief scope of work that involves refreshing the copy and replacing old photos. In comparison, a brand planning a full website redesign may need a comprehensive scope that includes new site navigation, content migration and responsive design.
## What should be in a project scope statement?
A scope statement is a document that[project managers](https://www.phoenix.edu/articles/business/what-is-a-project-manager.html)can share with those involved in the project. It should clearly communicate the project’s scope. The statement may be a stand-alone document or part of a broader project plan.
It’s different from other project documents because it explains the project’s limits. It outlines not only what the project team plans to deliver but also what it won’t. This clarity can offer guidance throughout the project, especially if work begins to drift outside the defined scope.
A scope statement may look different based on the project, but it often follows a similar template with the following elements:
- Project goals: This section explains the project’s objective and how the team plans to achieve it.
- Deliverables: These are the outputs a team should deliver as part of the project. A deliverable may be a physical item, like a product, or an information-based outcome, such as a feasibility study.
- Exclusions: These refer to the tasks and deliverables that are outside the project scope.
- Constraints: This section lists the challenges a team may face during a project, such as budget limitations.
- Timeline: The timeline sets deadlines for project milestones, which are significant checkpoints that can keep a project on track.
- Standards for approval: These are the quality metrics a deliverable should meet for stakeholder approval.
## Why is it important to define project scope?
Establishing the scope creates a shared understanding of the project’s intended outcomes. Project teams can understand the work needed to deliver expected outcomes, while stakeholders can recognize the project’s priorities and boundaries.
A defined scope can help prevent scope creep, which is when project tasks or deliverables go beyond what was outlined in the original scope statement. When a stakeholder requests a change to the project deliverables or timeline, a[project manager](/career-guides/business/project-manager.html)can check the scope statement to decide whether the request aligns with or exceeds it.
Budget and timeline are two core components of a project, and scope can help project professionals manage both areas more effectively. When projects run into budget issues, 90% of project professionals prioritize scope management, according to the Project Management Institute’s 2025 “[Pulse of the Profession](https://www.pmi.org/-/media/pmi/documents/public/pdf/learning/thought-leadership/pulse/pulse_of_the_profession_2025-1.pdf)®” report. The same study also shows 93% of those surveyed focus on project scope management when timeline constraints occur.
Finally, a clear scope can improve efficiency among project teams. When team members know what is expected, they can focus on completing their specific tasks to move the project forward.
## Eight steps to define a project's scope
To define the project scope, project leaders can identify key objectives, gather stakeholder input, outline tasks, describe deliverables and determine potential constraints. They can then document the scope, including what’s part of the project and what’s excluded, before sharing it with stakeholders for review.
### 1. Get clear about objectives
Before writing a scope statement, the project manager should be clear about the reason for the project. The objective may be a problem to solve or a need to address. For example, the goal of a product launch might be to increase revenue in Q4. Knowing the goals ahead of time can help guide the scope of work to be done.
### 2. Gather input from stakeholders
Stakeholders include those involved in the project, such as clients, investors, executives, and project team members. Project professionals can ask stakeholders for information that may affect the scope, such as budget, available resources, team capacity and quality standards. They can get this information through planning meetings, surveys or direct conversations with stakeholders.
### 3. Outline the tasks and exclusions
Once a project leader knows the objectives and requirements, they can begin outlining the team’s tasks. The tasks indicate what work the team needs to do to achieve the project goals.
Along with tasks, they can also list exclusions that aren’t in the project scope. For example, a software implementation project may include tasks like installing the software and training staff on how to use it. An exclusion may be creating custom integrations with other company systems.
Project professionals list exclusions on the scope statement, so stakeholders know teams won’t perform that work. It can help prevent missed expectations or unexpected change requests.
### 4. Describe deliverables and deadlines
A scope statement should have details about the deliverables a team plans to complete and the deadlines for key milestones. For example, a marketing team planning a six-month campaign may set a milestone of delivering a performance review report after three months. The project leader should document such deadlines to present a full project timeline.
### 5. Determine the constraints
A scope document should also list constraints that may affect work on the project. Project professionals can think through the possible challenges a team may face while completing a project. Constraints may include:
- Budget limits
- Tight timelines
- Limited staffing
- Lack of access to technology, equipment or resources
- Lengthy approval processes
Project managers can list constraints on the scope statement to indicate the realistic conditions a team is working under, which may affect the overall scope.
### 6. Document the scope statement
After compiling the project's goals, requirements, tasks, deliverables and constraints, project leaders can document the scope statement. Having a project scope template can help maintain consistency across project documents. The template can be integrated with project management software, which can make it easily accessible to the project manager and team members.
_Click on the image above to download a project scope template._
###
### 7. Share with stakeholders
Project leaders can share the scope statement with key stakeholders overseeing the project, which may include clients, investors and company executives. The stakeholders should sign off on the scope before work begins.
### 8. Review scope throughout the project
A scope statement isn’t a set-it-and-forget-it document. Project managers can refer to the statement during a project to make sure it’s staying within scope for tasks, deliverables and budget. If any areas begin to creep outside the defined scope, they can use the statement to redirect the project and keep it within the original boundaries.
## Tips for setting boundaries to prevent scope creep
Needs or priorities can change throughout a project. To help prevent scope creep, project leaders can work with stakeholders to design a process for handling change requests. This process may involve having a small group of stakeholders review the change request to decide whether it’s reasonable or if it requires additional time, resources or budget.
Maintaining project boundaries is essential for preventing major changes that can derail projects. Scope management can include regular check-ins and progress reports showing a team’s completed work, upcoming tasks and change requests. With processes in place, project leaders can catch potential scope creep early and get input from stakeholders about how to proceed.
## Learn more project management skills like defining project scope
Knowing how to define and adhere to project scope is a helpful skill for project managers and other business professionals. If you’re interested in learning more about this area of project management, University of Phoenix offers the following[business programs](https://www.phoenix.edu/online-business-degrees.html):
- [Bachelor of Science in Business with a Project Management Certificate](https://www.phoenix.edu/content/edu/us/en/online-business-degrees/business-bachelors-degree.html)
- [Undergraduate Project Management Certificate](https://www.phoenix.edu/online-business-certificates/project-management.html)
Contact University of Phoenix to[request more information](https://www.phoenix.edu/request/request-information)about these programs.
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[What Is a Business Management Consultant? Online Degrees April 17, 2025 • 8 minutes](/articles/business/what-is-a-business-management-consultant)[How to Become a Management Analyst Online Degrees June 15, 2023 • 7 minutes](/articles/business/how-to-become-a-management-analyst)[What To Do With a Business Admin Degree? Online Degrees January 29, 2024 • 10 minutes](/articles/business/what-can-you-do-with-a-business-administration-degree)
### ABOUT THE AUTHOR
Ashley White is a freelance writer and content strategist specializing in education, professional development and careers. She has written hundreds of articles about workplace skills and career growth for national brands and employment platforms.
### ABOUT THE REVIEWER
Currently Dean of the College of Business and Information Technology, Kathryn Uhles has served University of Phoenix in a variety of roles since 2006. Prior to joining University of Phoenix, Kathryn taught fifth grade to underprivileged youth in Phoenix.
This article has been vetted by University of Phoenix's editorial advisory committee.
[Read more about our editorial process.](/blog/editorial-process.html)
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