Roundup: How can I deal with this dreaded Scope Creep?

Scope creep: It can quickly get out of control, and you will lose valuable time that you could be billing somewhere else.

This is often the first lesson a freelancer learns in business. It’s easy to agree to a flat rate project for a client, and then you start asking for more. Revisions. Additions. Tweaks. Changes. Extras. All of this is included in your price agreement at the beginning.

Scope creep is a problem that can quickly get out of control, costing you valuable time and money you could be billing somewhere else.

Our panel of small business owners shared their top tips for managing and preventing the dreaded scope creep. We’re also giving you a preview of an ebook called Awkward conversations: Email templates for freelance creatives. It includes an excerpt about scope creep.

Andrew & Jess Campbell Workshop Training, Speaking and Writing, Project Management

  • Fresh Air Media
  • Years in business: 8

WHAT WE DO:

“Andrew’s main focus is on communication training and skill development; Jess does freelance writing and project management.”

HOW WE HANDLEB SCOPE CREEP

We pay attention to edits. Although you may agree on a time limit or a number of back-and-forth edits, there will always be some clients who push this. They can be easy to overlook, or they can be frustrating. We do our best to set the expectation early and, while we may not always be able to exact that amount, we can start from a place if needed.”

Jennifer Matthews

  • Matthews Communications
  • 23 years in business

WHAT DO I DO?

“Communications strategy including project planning, communications audits. Also, editing and writing of:

  • Communications internal such as training materials, conference scripts, and change communications
  • External communications include magazines, annual reports and brochures.

HOW DO I MANAGE SCOPE CREEP?

I was probably unable to accurately estimate project times early on and would spend more time than necessary. I am now very accurate with my estimates and explain how I work to clients at the beginning of every project. I track my time in quarter-hour increments and then bill according to my hourly rate. If the scope of a project is beyond what we have discussed, I will give the client a revised written estimate that highlights the changes. You can’t accept any additional pay at the conclusion of the project if you don’t do this.

Paul Russell

  • Bretenic Limited
  • 25 years in business

WHAT DO I DO?

“I am a writer and a communications consultant, specializing in marketing and corporate communications. I have extensive experience in both the financial services (external communication) and human resources (internal communications).

HOW DO I MANAGE SCOPE CREEP?

“As a writer I list the number of drafts and sometimes the word count range. Before the project begins, I discuss my expectations. This eliminates most scope creep. It has never been an issue in my work.”

Suzanne Colmer

  • Your Shop Girl
  • Years in business: 10.

WHAT DO I DO?

We help men and women shop smarter, and show them how to wear all the clothes in their wardrobe.

HOW DO I MANAGE SCOPE CREEP?

“It has only happened once or twice to me. I wish I could have explained it differently. I would explain that if you are unable to concentrate on the initial work, everything will suffer. Since the beginning of this year, I have been practicing saying “No and This is Why” and it has helped me to get better at it.

Tim Dolan

  • Kickframe
  • Years in business:

WHAT DO I DO?

Kickframe is a brand new consulting and training company that was created to meet the needs of organizations for an experienced, independent digital strategy partner. Kickframe helps organizations become more digital marketers.

HOW DO I MANAGE SCOPE CREEP?

Scope-creep is not something that happens during a project. It occurs before the project even begins. Spend too much time creating a detailed work statement that clearly outlines what is in and out. Talk to your client early if potential scope issues are hypothetical. It’s much easier than when they are tangible and emotional.

Excerpt from Awkward Conversations – Email Templates for Freelance Creatives

Clients will take advantage of you good nature and squeeze every last bit of work possible within your budget. It is important to know when it is time to say “whoa!”

INVIT FROM A EXPERT

“If a client email me asking for some edits that take less than 15 minutes, I will do it. This is excellent customer service. If they ask for more, I will demand more.

– Paul Lima – Freelance writer and business writing trainer. Author of 18+ books for small business owners

STOP SCOPE CREEP BEFORE THERE ESTIMATES OR PROPOSALS ARE ADDED

You and your client should agree to a proposal or estimate for the project. It usually includes:

  • The work you intend to do and the revisions required.
  • What time it will take for it to be completed
  • What do you estimate it will cost?

You can avoid surprises by clearly stating that work beyond the scope or proposal will be charged at your hourly rate.

You can create professional-looking documents from a template with the FreshBooks Estimates or Proposals tools. It can be sent to your client and edited based on their feedback. You can even convert it into an invoice once the project is completed – all from one place.

TEMPLATE

Subject : Additional project work

Hi, [Client]. Let me know if you are interested in the scope of [name] the project.

We agreed to [outline scope OR estimate] when we started. Now you have indicated that you would like me to do additional work ].

That’s what I would do. Here is what it will cost: Add an hourly rate, time estimate, or flat-rate to the service.

Let me know if there are any questions or if you want to give me the go ahead to get started.

Thanks,

 

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