Facing Poor Communication and Lack of Scope

Poor communication and poorly defined project scope are common reasons some projects
fail. The following advice from accomplished performers in the field of instructional design
explains how you might navigate, or better yet, avoid these issues.

Poor Communication breakdown that results from a discrepancy or disconnect between

what is said and what is understood

How it Happens The Impact on Projects

● Failure to be up-front ● Project definition suffers

● No clarity on tools
● Single liaison between the project team
and key partners/contractors
● Outsourcing a project component (e.g.,
media production)
● IT runs the project instead of project
sponsor
● Project team members aren’t known
● Poor needs assessments affects the
project as a whole
● Delays with information sharing
● Poor user-end experience, unfit end of
project solution

How to Respond
● Documenting and clear communication is key.
● After each meeting with the client, share a detailed summary of what was discussed
and clarify any information so there is no confusion.
● Avoid intermediaries if possible ("playing telephone"). Communication works best
when you can speak directly with the people doing the work.
● Communication is from top to bottom/governance structure
● If in co-partnership, know who is leading the project

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Poor Project Scope when the scope of a project is not properly defined, documented, or
controlled.

How it Happens The Impact on Projects

● Goals, objectives, resources, ● End product does not fit solution

constraints, and timeline are not needed
defined upfront. ● Lack of varied input causes end
● Key stakeholder expectations are product to suffer
misaligned. ● Leadership may deprioritize the project
● Everyone has a different view of the when other initiatives arise, further
solution throughout the project delaying progress.
● The subject matter is too vague, or too ● Disagreements on when the project
complicated. will be considered complete.
● Low or no turnout

How to Respond
● The scope of a project should be aligned with the company’s strategic plan.
● The budget of a project is always a challenge. Identifying the key players people
report to (finance department) and getting clarity on the budget is important.
● Establish a "minimum viable product" (MVP) for initial delivery. The project team can
expand upon an MVP later, but getting something done is better than letting the
project languish.
● Do project kick-off with stakeholders, do sub kick-off with rest of group

Sources: The information in this document was compiled from interviews from the following:
Sheryl Hathaway, Ph.D. – California State University, Monterey Bay
Jennifer Benson - CA Governor’s Office of Emergency Services
Luz Espinola – California State University, Monterey Bay
Rebecca Farivar – UC Berkeley
Allison Czapracki – UC Berkeley
Eric Davis – Cal State Pomona