As a designer or freelancer, you’ve probably experienced scope creep. This is those extra tasks that sneak into a project without formal agreement. Maybe your client asked you to add another web page to their site. They forgot to tell you about some things they wanted to incorporate in the design. Sometimes, as the project unfolds, clients come up with new needs or changes. Or they keep adding changes and ‘small tasks’ for you to incorporate into the project as you go along. We don’t like it, so how to prevent scope creep?
Scoop creep is common for all who do project-based work. In 2018, The Project Management Institute (PMI) reported that 52% of all projects experience some degree of scope creep. This is a widespread issue. While you want to take care of your clients’ requests, be cautious. Unchecked scope creep can lead to more hours for you than originally planned. This means revenue loss, missed deadlines and potential disputes.
Here are some friendly tips to help you set clear boundaries and track unplanned work effectively.
1. Clearly Define Project Scope
Start by outlining the project’s deliverables, timelines, and costs in a detailed agreement. Don’t scrimp on the details! Specify what’s included—and what’s not—to prevent misunderstandings. This clarity helps manage client expectations and serves as a reference if extra requests arise.
Be sure to include milestones, deadlines, and payment terms. Don’t use overly broad catchall wording.
Pro Tip: When I first started my business, I used the service agreement provided by my liability insurance company. It was a nightmare to read and understand. I had a qualified business contract attorney revise it to “layman’s language” and only put what’s necessary. Now clients can easily understand everything in the contract, and I love it!
2. Set Up a Change Control Process
Despite clear early agreements, changes can occur. Set up a formal process for handling extra work requests and prevent scope creep:
- Ask Submission: Ask clients to send change requests in writing.
- Impact Assessment: Evaluate how the change affects timelines and costs.
- Approval: Obtain written consent from all parties before proceeding.
Include in your process a provision for client response. If the client does not respond to the written approval promptly, then you are under no obligation to do them. OR, that you have the right to decide whether you can take on this extra project.
This structured approach ensures that all changes are documented and agreed upon, preventing unauthorized scope expansions. Consider adding this change control process to your service agreement. If you have a Welcome Client Handbook, be sure to list it there also.
Pro Tip: I put in my best efforts to clearly lay out terms. But I’ve found that some clients just don’t bother to read things. If you have clients like this, it is helpful to go over the agreement with them. You can ask them to sign areas that raise questions. This ensures the client has read and understood the contract.
3. Communicate Effectively with Clients
Keep open and regular communication with your clients. Schedule periodic check-ins to discuss progress and any potential changes. This ongoing dialogue keeps everyone aligned. It allows for prompt discussions about any adjustments. This reduces the likelihood of unexpected scope changes and can prevent scope creep.
Be sure to set up a document retention policy to keep all agreements, communications and project records.
4. Use Project Management Tools
FreshBooks accounting app is designed for creatives and those who work on project basis. It offers a great project management feature. You can easily create a project, add client details, add description details, set timelines, set rate, and specify services. You can also track your project time. You can set billable expense markup and apply time to retainer. Keep an eye on tasks and deadlines. Convert estimates to projects. Send progress invoices. Discuss and collaborate on the projects!
It’s a great tool to work faster on projects. It allows more efficient collaboration with your team and clients. You can also track a project’s profitability. Check out all the project management features here.
5. Set Boundaries and Learn to Say No – in a nice way
It’s essential to set boundaries to keep project focus and profitability. But you also want to preserve pleasant relationships with your clients. Here are some suggestions on how to respond to scope creep requests.
- Politely acknowledge the ask. “Thank you for your request. I wanted to let you know that this particular task falls outside the scope of our current agreement. I’d be happy to review it and give you a quote for the extra work.:
- Clarify the request. “I appreciate your new request. It seems to be beyond the scope of our first agreement. Let’s discuss this further. I want to understand your needs better. I will then give you an estimate for the extra work.’
- Professional reminder. “Your new request sounds interesting! It is not covered under our current agreement. But I’d be glad to evaluate the details and give you a revised proposal with the associated costs.”
- Friendly notification. “I’m excited about your new idea! Just a quick note that this request is outside the scope of our existing contract. Let’s discuss it in more detail, and I can give you with a quote for the extra work.”
- Encouraging Collaboration. “Thanks for sharing your new requirements. This task is outside the scope of our current project. Let’s collaborate to understand it better, and I’ll prepare a quote for the extra services.”
Being assertive in this manner helps prevent over-extension and ensures that you can deliver quality work on time. It also gently reminds the client of your agreement and will prevent scope creep.
- Regularly Review Project Progress
Conduct regular reviews of the project’s progress to guarantee it aligns with the original scope. Every project starts with a clear set of goals and a shared vision between you, your client, and your team.
Conducting regular evaluations and progress reports help find any deviations early. Even small changes can have hidden complexities. These can result in a major impact on the scope of work, resources, and timeline.
Regular communication allows for corrective action before minor issues become significant problems. They also guarantee everyone involved is well-informed and aligned with any adjustments and timeline deviations.
7. Document Everything
Keep detailed records of all communications, agreements, and changes related to the project. This documentation provides a clear trail that can be referenced in case of disputes. It ensures transparency throughout the project life cycle.
Pro Tip: I’ve learned the hard way that some clients just don’t remember conversations so well. Or they only remember what they want to remember. I now set recording and transcription on every video meeting. If it’s a live, in-person meeting, I create and send a summary of our discussion. That way, those forgetful clients have a record of the most important points.
By implementing these practices, you can effectively prevent scope creep, keep project profitability, and foster positive client relationships. Remember, clear communication and well-defined boundaries are key to successful project management.
For more insights on managing your design projects and finances, check out my other articles:
- https://primabks.com/pricing-your-services-a-guide-for-graphic-and-web-designers/
- https://primabks.com/managing-cash-flow-for-creative-agencies/
Implementing these strategies will help you stay on track and make sure your projects are both successful and profitable.
If you found these tips helpful, let’s discuss how I can help you further. Click the PINK Let’s Get Acquainted button!
