Lesson 1: The ‘Requirements Freeze’ Myth – Why Your Project Scope is Never Really Locked

By Tom Jones, IT Project Manager

Welcome to the first installment of my 21-part series on lessons learned throughout my IT project management career. Today, we tackle one of the biggest myths in the industry—the so-called ‘Requirements Freeze.’ If you’ve been in IT project management for even a few months, you’ve likely heard someone say, “The requirements are locked in. No changes will be allowed.”

I used to believe this, too. Until 2004, when I learned the hard way that project requirements are never really frozen—and pretending otherwise is one of the fastest ways to set your project up for failure.

The Reality of Scope Creep

My first consulting project for the Department of Defense (DoD) was a massive IT system overhaul. The client insisted that all requirements had been signed off, locked in, and couldn’t change. I thought that made my job easier—just execute the plan, right?

Wrong.

Three months into the project, things started changing. Stakeholders who weren’t originally consulted wanted new functionality. End-users discovered critical gaps in the initial scope. And regulatory changes forced us to revisit compliance measures.

By the time the project went live, the ‘frozen’ requirements had melted into a completely different system than the one we originally planned. The worst part? We hadn’t accounted for this inevitable change, leading to delays, budget overruns, and frustrated stakeholders.

That’s when I learned: You can’t stop scope changes, but you can control how you manage them.

How to Manage Scope Creep Like a Pro

Here are five real-world strategies I’ve used since that experience to ensure scope changes don’t derail projects:

1. Stop Pretending That Change Won’t Happen

• Assume that requirements will evolve. Build flexibility into your project plan from day one.

• Use a change management process (formalized via a tool like ezRACI) to track, evaluate, and approve scope modifications.

• Keep a contingency buffer in both budget and timeline to absorb inevitable changes.

2. Get Stakeholders Involved Early and Often

• The biggest source of last-minute scope changes is unengaged stakeholders who suddenly realize something critical was overlooked.

• Schedule regular check-ins with business owners, end-users, and executives.

• Use ezRACI to map out who is responsible, accountable, consulted, and informed on each requirement—so no one is left in the dark.

3. Define a Clear Process for Handling Change Requests

• Instead of fighting scope creep, channel it through a structured process:

  1. Capture the change request (in a centralized system like ezRACI).

  2. Assess the impact on budget, timeline, and resources.

  3. Approve or reject based on cost-benefit analysis.

  4. Communicate decisions transparently to all stakeholders.

• This keeps changes from being arbitrary last-minute surprises.

4. Use Agile Elements Even in Waterfall Projects

• Even if you’re running a traditional waterfall project, adopting Agile principles can help manage changing requirements:

  • Break down deliverables into smaller milestones.

  • Gather continuous feedback instead of waiting until the final phase.

  • Encourage iterative development where feasible.

• By making adjustments in smaller increments, you prevent massive rework late in the project.

5. Leverage a RACI Matrix to Keep Everyone Accountable

• One of the biggest lessons I’ve learned? Scope changes often arise because no one is clearly accountable for requirements stability.

• A well-defined RACI matrix (easily managed in ezRACI) ensures that decision-making authority is clear when changes arise.

• Instead of endless stakeholder debates, you can say: “This is Bob’s call. He’s the ‘Accountable’ in our RACI matrix.”

How ezRACI Can Help You Control Scope Creep

At this point, you might be thinking, “That all sounds great, but how do I put it into action?” This is where project governance tools come in. ezRACI simplifies scope management by:

✅ Centralizing change requests so you can track, assess, and approve modifications. ✅ Mapping out stakeholder involvement with a built-in RACI framework to eliminate confusion. ✅ Providing project visibility with dashboards, alerts, and accountability tracking.

The projects I run today? Far fewer surprises. Far fewer delays. And a much happier executive team.

Final Thoughts: Embrace the Change—Just Don’t Let It Control You

After 21 years in this field, I no longer waste time trying to fight scope creep. Change is inevitable. Mismanaging it is optional.

Your job as a project manager isn’t to freeze requirements, but to control how changes are handled. If you set up a structured, transparent process for managing change—like the one I just laid out—then your projects will stay on track, on budget, and stress-free.

That’s it for Lesson 1. Stay tuned for Lesson 2: When ‘Agile’ is Just a Buzzword—where I break down the myths vs. realities of Agile project management.

Disclaimer: This blog is written from the perspective of Tom Jones, a fictional IT Project Manager, and is intended for informational and educational purposes. While based on real-world project management principles, all anecdotes and characters in these posts are entirely fictitious. Any resemblance to actual persons or events is purely coincidental. The blog also references ezRACI, a project management tool designed to help teams succeed in project execution. However, these opinions are solely those of the fictional character and do not constitute an official endorsement.