Scoping is where optimization projects succeed or fail. Here are nine essential tips for getting it right, drawing on insights from practitioners who've learned these lessons the hard way.
1. Assemble the Right Team
Bring together domain experts, end-users, software specialists, optimization professionals, and decision-makers. This diverse group ensures technical feasibility while capturing business context and resolving conflicts effectively.
2. Recognize Competing Priorities
Different stakeholders inevitably have conflicting goals. Surface all preferences early, then involve leadership to align priorities with organizational strategy rather than allowing tensions to fester.
3. Establish Shared Terminology
Some terms used by team members could have different meanings depending on their background. Create a glossary of potentially ambiguous terms to prevent miscommunication and misconceptions.
4. Accept Modeling Constraints
As George Box noted, all models are simplified representations of reality. Acknowledge which aspects cannot be practically included—such as complex interpersonal dynamics—rather than attempting perfect replication.
5. Challenge Legacy Requirements
Investigate why specific constraints or objectives exist. Historical practices often persist unnecessarily. Questioning inherited assumptions can unlock new possibilities and streamline solutions.
6. Remain Alert to Sabotage
Some employees may feel threatened by automation tools. Watch for deliberately inaccurate data, skewed performance comparisons, or unrealistic timelines that could undermine your work.
7. Practice Active Communication
Listen carefully to all participants, ensure everyone has space to contribute, and create psychologically safe environments. Document thoroughly throughout discussions.
8. Plan for Multiple Iterations
Expect the initial scope to require refinement. Multiple rounds of clarification represent normal progress, not failure.
9. Share Early Prototypes
Present initial solutions quickly to validate assumptions. Concrete deliverables help stakeholders grasp consequences better than abstract descriptions, increasing buy-in and refining requirements.
Written by
Jonasz Staszek