Managing Scope Creep

Have you ever started a project with a specific scope in mind, only to find it ballooning into something unrecognizable?

That's the dreaded scope creep, and it's a menace to your projects, your profitability, and your schedule.

As a freelancer, your ability to manage scope creep can be the difference between a smooth, successful project and a never-ending nightmare.

The problem with scope creep:

You start with a clear idea of the project requirements, but little by little, changes and additions begin to erode your plan.

Before you know it, you're on” v_27,” your final deliverable is nowhere in sight, and your profit margin is slim to nonexistent.

The benefit of solving it:

You keep your projects on schedule and within the original plan, so you make the profit you planned, and your clients are happier. 

Why what you’ve tried has failed:

You blame the client for this phenomenon when it is entirely your responsibility.

Here’s how to solve it: 

Set the project up for success from the beginning with a Scope of Work (SOW) document that covers all the details of the project (what’s expected from whom, when, and what happens to the budget/schedule when either of those change/aren’t adhered to).

Having everything in writing sets the foundation for clear communication, so document every aspect of the agreement, from deliverables and timelines to specific client expectations. 

When setting project timelines, build in a buffer for potential scope changes.

This ensures that even if scope changes occur, you have some flexibility without compromising deadlines.

Your document should also outline your process for handling scope changes so the client has a clear understanding.

Your process might include a formal request, followed by an evaluation of impacts on timeline and budget, and then getting client approval before proceeding with changes. 

Outlining this for the client sets up the expectation that asking for changes means 1.

They need to be serious (prevents silly, unthoughtful requests from coming through), and 2.

In making said request, they should expect budget and/or timeline implications. 

A big part of your job is to set expectations and boundaries for the client relationship, and this is especially important early on.

Don’t be afraid to speak up and educate your clients about the impact of scope changes on the project timeline and budget.

Help them understand the importance of sticking to the agreed-upon scope and timeline for the sake of the project’s success.

Remember, this is your world, not theirs, oftentimes they don’t realize the effects of their out of scope requests.

Refer back to your SOW document throughout the project’s progress to keep everyone accountable.

Keep a close eye on your project's progress.

Regularly compare it to your initial scope to identify any deviations and address it as soon as you detect it, rather than waiting for it to become a major issue.

If you are at the place where you need to make substantial changes in project requirements, consider renegotiating the contract with your client. 

Throughout the entire process, keep the goal of the project at the forefront.

These conversations with clients are always easy when you’re genuinely advocating for their success.

Best, 
Jamie

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