The Importance of Communication to Avoid Superfluous Work – “Gold Plating”

Superfluous work or gold plating is known within software engineering as adding features to a system that were not requested by the client (more functionality, higher quality, better performance, etc. than what was agreed upon). Normally, this happens because the developer believes that the new features will add more value to the system, which may not align with the client’s perspective.

The result of superfluous work is often a waste of time due to developers losing focus, alongside carrying the risk of introducing an additional point of failure into the system. If left unchecked, it can lead to increased costs and significant project delays.

The PMBOK® Guide presents the discipline of Scope Management to define what work is necessary and ensure that all of that work—and only that work—is performed. The scope must be defined, clarified, and formally approved before work begins. Controlling this discipline is fundamental to avoiding superfluous work. Examples include the project kick-off meeting (at the end of planning, beginning of execution) to review the project scope with stakeholders. Another example is the specification of work packages (a scope management activity), which needs to be drafted clearly and objectively so that it is understood correctly without ambiguous interpretation.

Both examples involve communication, and in the vast majority of studies, communication is cited as the most frequent problem in project management. The Communications Management discipline is also defined in the PMBOK® Guide, because project communication is complex and requires effective planning. Knowing what to disseminate, how to disseminate it, to whom, with what frequency, and through which medium are basic components of a communication plan, the creation, updating, and monitoring of which is the responsibility of the project manager.

Attempts should be made to use various communication channels, such as visual communication—the use of drawings, symbols, and charts—due to its ease of understanding and memorization. A typical example is the schedule, which should be updated as frequently as possible and made available to all project participants so everyone knows what needs to be done and when. Furthermore, it is a way to secure commitment from those responsible for and participating in the activities.

It is also worth remembering that the obvious must always be stated. In other words, communicate what is and what is not within the scope of the project. A good communication plan can be the key to successful project execution and control.