Scope Management for Game Development- Part 1

Build and evolve shared understanding while defining what needs to be done to make you game or feature an elephantine success.

Image by DALL-E.

Imagine a scene where a group of blind men, each encountering an elephant for the first time, attempt to comprehend the enormity of what stands before them. Their hands glide over different parts of this majestic creature - one feels the solid tusk, another the vast side. Each forms a unique yet incomplete picture of the elephant based on their limited experience. In some tales, their inability to agree leads to conflict, as they each steadfastly believe in their version of the truth.

This ancient parable resonates deeply in new game development, particularly regarding understanding and managing scope. Just as each blind man perceives only a portion of the elephant, game development teams can sometimes view only product fragments, especially in agile environments. This limited perspective can lead to misunderstandings, misaligned goals, and even conflict, mirroring the plight of the blind men in the story.

In this blog post series, I will delve into the importance of structured scope management in game development. I explore how, even in the fluid and dynamic world of agile methodologies, a comprehensive understanding and agreement on project scope can prevent teams from metaphorically ‘coming to blows’ over differing perceptions of the project.

In part 1 of this series, I will talk about:

• Shared understanding

• Various types of scope

• The different ways to break scope down

Join me as I draw lessons from this timeless parable and apply them to the cutting-edge discipline of game development, demonstrating the power of unity and shared vision in creating successful, innovative games, features and events.

Shared Understanding:

Shared understanding is the bedrock upon which successful projects are built. It’s not just about having a plan or a set of instructions. It’s about ensuring that everyone involved in the project has the same vision and understanding of what needs to be done, why it needs to be done, and how it will be done.

Consider a symphony orchestra. Each musician knows how to play their instrument, but the magic happens when they all understand the piece they’re playing the same way. They see the tempo, the dynamics, and the emotion each note must convey. This shared understanding allows them to create a harmonious and powerful performance rather than just a collection of individual sounds.

Similarly, in Scope Management, shared understanding means that every team member, from the developers to the leads, from the designers to the senior stakeholders, understands the project’s objectives, deliverables, constraints, and their role in achieving the end goal. It’s about aligning everyone’s perceptions and expectations so the team can work cohesively towards a common goal.

Achieving this level of understanding requires clear communication, regular check-ins, and an environment where questions are encouraged and clarifications are freely given. It’s about breaking down the silos that often exist within teams and creating a culture of openness and collaboration.

In essence, shared understanding in Scope Management is about creating a unified vision. It’s the clarity that guides decision-making, prioritises tasks, and drives the project forward. It turns a group of individuals into a focused, effective team, all pulling in the same direction towards a common objective.

What is Scope?

Scope, in its essence, is about understanding and defining boundaries. It’s the art of discerning what we will do and what we won’t. In the context of a game or prominent feature, scope precisely outlines the extent of what the endeavour is set to achieve, the limits of its reach and what work needs to be done to deliver the promise.

Think of it as drawing a map for a journey. Just as a map outlines the terrain you will traverse, leaving out where you won’t go, scope delineates the parameters within which a project operates. It spells out the objectives and deliverables– tangible and intangible outcomes- and marks the boundaries, clearly stating what is outside the project’s purview.

The real power of defining scope lies in its ability to provide clarity and direction. It serves as a guiding light for decision-making throughout the project’s lifecycle, ensuring that every action is aligned with the predetermined objectives. By clearly establishing what is to be accomplished, scope empowers teams to focus their efforts, resources, and creativity on what truly matters, avoiding distractions and mission creep.

Understanding scope is also a key input to the Risk Management process, likened to navigating an iceberg. The product scope, visible above the water, is often transparent and well-defined, representing a project’s tangible objectives and deliverables. However, the submerged part, the project scope, poses a significant challenge. Lurking below the surface are the intricate details of planning, resources, and constraints that, if not identified and meticulously managed, can severely impact the project’s delivery.

Much of a game’s scope is below the waterline.

Like an unseen iceberg can imperil a ship’s journey, unaddressed elements of Project Scope can derail a project, leading to delays, cost overruns, and failure to meet the original objectives. Thus, vigilant and comprehensive Scope Management is essential for successfully navigating and completing a project.

In a broader sense, understanding scope is fundamental to production leadership and strategy. It’s about having the wisdom to recognise our limitations, the courage to decide what we will and won’t do, and the clarity to communicate this effectively. This way, scope becomes not just a tool for project management but a cornerstone of effective leadership and purposeful action.

Types of Scope:

There’s a common misconception in the world of project management, especially prevalent in the dynamic arena of game development, that scope can be encapsulated simply by a Game Design Document and a backlog in Jira. This belief, however, skims only the surface of the deep and nuanced concept of scope. To truly harness the full potential of scope management, we must dive deeper, splitting the idea of scope into three distinct but interconnected realms: ‘Product Scope’, ‘Project Scope’ and ‘Deliverables’.

Types of scope.

Product Scope:

Product Scope is the embodiment of your vision. It’s the ‘what’ of your project - the features, functions, and details that define the end product. In game development, this scope is about understanding and articulating the specific features, functionalities, and characteristics that your product will possess.

In defining Product Scope, you do more than list features; you embed purpose into each product element. Each feature, each functionality is a deliberate choice aimed at fulfilling a function and contributing to the product’s overarching ‘Why’. It’s about aligning every aspect of your product with your vision, the change you seek to make, and the audience you aim to serve.

Project Scope:

Project Scope, on the other hand, is the ‘how’ of your endeavour. This is where the management aspect comes into play - the planning, the resources, the timelines, and the work that needs to be completed to bring your product to life. It’s the roadmap that guides your journey from concept to completion. The backlog in Jira can be a part of this, as it helps track and manage these tasks. But the Project Scope is broader. It encompasses the work boundaries, the team’s roles and responsibilities, the methodologies employed, and the milestones that mark progress. It’s about understanding the limitations, the constraints, and the challenges and planning how to navigate them. It’s the strategy behind the execution of your vision.

Product and Project Scope are critical and must be managed with equal attention. While the Product Scope feeds your passion and creativity, the Project Scope ensures that this creativity is channelled effectively to meet deadlines, stay within budget, and achieve the quality you envision. Ignoring or underestimating either aspect can lead to scope creep, budget overruns, missed deadlines, or a final product that doesn’t meet expectations.

Deliverables:

Deliverables, in the context of both Product Scope and Project Scope, are the tangible or intangible outputs that stem from the process of creation and execution. The milestones and artefacts mark the journey from an idea to a reality. However, the nature of these deliverables varies significantly between Product Scope and Project Scope.

In Product Scope, deliverables are the components that make up the final product. Imagine you’re crafting a game. The deliverables include the game’s features, levels, art, sound design, and story elements. These are the elements that the end-user will interact with, the aspects of your creation that will evoke emotions, challenge intellects, and provide entertainment. They are the physical embodiment of your vision, the ‘what’ you bring to life. Every feature in the game, every character, and every soundtrack is a deliverable, contributing to the overall experience you aim to provide.

Conversely, within the Project Scope, deliverables are more about the process and management of bringing the product to life. These include project plans, design documents, budgets, timelines, and status reports. This could mean your project milestones, beta testing schedules, marketing plans, and post-launch support strategies in the same game development scenario. They are the cogs in the machine of your project, ensuring that every aspect of the product’s development is managed, monitored, and executed effectively. These deliverables ensure that the project stays on track, within budget, and adheres to your set quality standards.

Understanding the distinction between these two types of deliverables is crucial. One speaks to the heart of what is being created, the very essence of the product. The other voices to the art of creation, the orchestrated efforts that make the vision a reality. Both are integral, interdependent, and necessary to dream and deliver the dream. In essence, while Product Scope deliverables define the identity of your product, Project Scope deliverables ensure that this identity is realised with excellence and efficiency.

Scope Decomposition:

Scope decomposition is an integral process in project management, like breaking down a complex story into chapters, each with its characters and plots, yet all contributing to the overall narrative. It’s about dissecting the more extensive project scope into smaller, more manageable components or work packages. This systematic breakdown makes a project more understandable and manageable, ensuring that every detail is given attention and nothing is overlooked.

With Agile methodologies like Scrum, this journey begins with the Product Backlog, a comprehensive list that encapsulates everything you want to achieve – the equivalent of plotting all the places you wish to visit on a map. This Product Backlog includes features, functions, requirements, enhancements, and fixes that form the changes to be made to the product in future releases.

Decomposition with User Stories and Product Backlog:

Several challenges arise in decomposing product scope into user stories and a product backlog. Aligning user stories with the overall vision is critical. Each story should contribute to the project’s larger vision, avoiding losing focus on the details. This requires discipline to ensure stories align with the project’s purpose.

Balancing user needs with technical feasibility is also vital. User stories rooted in end-user requirements must consider technical and resource constraints. This balance involves ongoing negotiation and adaptation.

Maintaining clarity in user stories is another hurdle. They must be clear and concise, guiding the development team effectively. Poorly written stories risk misunderstandings and misaligned development.

Prioritising and organising stories is complex, especially in larger projects. Decisions on which stories to develop first involve strategic thinking and a deep understanding of project goals.

Lastly, managing the interdependency of stories presents a challenge. Often, stories are interconnected, necessitating careful planning to avoid conflicts in development.

Breaking down product scope into Scrum user stories demands a balance of vision, technical understanding, and user empathy.

Decomposition with User Story Mapping:

The User Story Mapping process is one of the best methods for breaking down product scope from the player’s perspective. This technique involves crafting user stories - succinct, player-perspective feature descriptions - and arranging them into an informative visual map. This map charts the entire user journey with the product from left to right to represent the user’s path and top to bottom for story priority.

Contents of a User Story Map.

Using user story mapping over a typical product backlog to break down product scope presents several distinct benefits. The first advantage lies in the visualisation and narrative it provides. Unlike a linear product backlog, user story mapping offers a visual story of the product journey, aligning each element with the overarching vision. This method allows teams to see a list of features and the story they are creating for the end user. It emphasises the ‘why’ behind each feature, ensuring that every element contributes meaningfully to the user experience. This visual narrative aids in understanding the product as a cohesive whole rather than a collection of disjointed parts.

Secondly, user story mapping enhances prioritisation and release planning. In a typical product backlog, prioritisation can often become a matter of ticking off items in a list, potentially losing sight of the product’s larger narrative and user experience. User story mapping, however, aligns the development process with the user’s journey, enabling teams to prioritise features based on how they fit into this journey. It allows for a more strategic approach to release planning, ensuring that each release delivers a coherent and functional segment of the user journey, building progressively towards the complete product.

Lastly, this approach fosters better collaboration and stakeholder engagement. A typical product backlog can be somewhat abstract and complex for non-technical stakeholders to grasp. User story mapping, by contrast, provides a clear and engaging overview of the product’s development, making it easier for everyone involved, from developers to business stakeholders, to understand the direction and progress of the project. It encourages a shared understanding and collective ownership of the project, aligning all parties towards a common goal. This collaborative environment is vital for successful project execution, ensuring the final product truly resonates with its intended audience.

Decomposition with Work Breakdown Structure:

Product backlogs and user stories are significant for Product Scope but are myopically focused on the product itself. More is needed for the bigger picture detailing the activities from concept to cash.

For Project Scope, a Work Breakdown Structure (WBS) is a foundational project management tool that is a powerful compass, guiding teams through the complexities of a project’s phases and activities. In essence, a WBS is a hierarchical decomposition of the total scope of work to be carried out by the project team.

Hierarchical view of Project Scope.

Utilising a WBS provides an expansive and comprehensive view of an entire project, particularly in the context of game development or feature creation. It meticulously lays out each phase of the project’s lifecycle, clarifying the activities and tasks at every stage. This approach simplifies complex projects into manageable segments and ensures that every aspect of the project lifecycle is accounted for and visible.

The WBS is a fundamental input for creating a project schedule, such as a GANTT chart or a detailed roadmap. It forms the backbone of these planning tools, translating the structured breakdown of tasks and phases into a visual and chronological map. This clear representation helps track progress, anticipate challenges, and align resources, thereby steering the project towards timely and successful completion.

Closing Thoughts:

In conclusion, the journey of scope management in game development and feature creation is a symphony of strategic planning and unified vision. At its heart lies shared understanding, the cornerstone that transforms a group of individuals into a cohesive, focused team, all pulling in the same direction towards a common objective. The concept of scope, central to this process, is about understanding and defining boundaries, focusing efforts on what truly matters. Product Scope and Project Scope, along with Deliverables, form the trinity of scope management, each playing a vital role in the creation narrative.

Decomposing this scope, whether through User Story Mapping in Scrum or using a Work Breakdown Structure (WBS), is akin to crafting a detailed map for a journey. It breaks down the grand vision into manageable, actionable segments, ensuring every step contributes meaningfully towards the overarching vision. While laden with challenges such as aligning user stories with the vision, balancing feasibility with needs, and maintaining clarity, this process is crucial for steering the project towards success.

Embracing these techniques empowers the teams to navigate the complexities of game development with precision and purpose. It’s about charting a course that not only reaches the destination but does so with an understanding of the terrain, the challenges, and the team’s collective strengths. This approach, rooted in clarity, strategy, and shared vision, is the essence of effective scope management in any ambitious endeavour.

In part 2, we will explore:

• Scope management processes, ceremonies and artefacts

• Monitoring and controlling scope

• Mitigating feature creep