It happens all the time: a client sees parts of their project get closer to completion and all of sudden new possibilities come to life and the client wants to have discussions about things that were 90% complete or already approved.
This type of thing can kill morale, draw out timing, and completely drain a project budget. The first reaction of the PM is to build a wall to ward off impending scope creep. But that’s impossible because scope creep isn’t a person or an animal you can tame—it’s an idea (or ideas) that can spin your project out of control.
This is something many contractors struggle with identifying, documenting, and controlling and will occur at some level in almost every project and is not always a bad thing as long as it is managed effectively.
So how do you handle scope creep on your projects?
The most important thing is that these changes are tracked, and that you as the contractor gets paid for them. The last thing you want to get in the habit of is leaving money on the table and committing to extra work without higher project costs to cover it.
Scope Creep in Project Management
Scope creep is when changes or updates are added to a project beyond what was originally agreed upon. An example of scope creep is when your project had 3 deliverables, but now it’s grown to 5 because a stakeholder asked for changes.
Scope creep negatively affects projects in several ways—usually because the work increases, but not the budget or time frame. Scope creep is notorious for stressing out team members, pushing projects over budget, and taking time and focus away from the original deliverables.
More than just costing money, scope creep can also delay future projects creating a snowball effect that can cost you goodwill with customers.
Causes of Scope Creep
Here are some of the most common causes of scope creep:
- Lack of clarity around project deliverables
- Poorly defined project requirements Last-minute “ideas” once project work is underway.
- Stakeholders who are disengaged or misunderstand levels of effort
- Lack of communication regarding project details
How to Avoid Scope Creep
Any new requirement can bring a lot of added stress for any contractor. This is where having the right processes in place can really make all the difference.
When estimating your projects, you have to ensure that your scope is clearly defined. This scope should be explained to the customer and be understood by the rest of the team including any subcontractors.
Pro Tip: Keep a file shortcut or a local folder of documents on your desktop so that you can refer to them quickly. This should include copies of your most recent plans, scope of work, and estimates. Having them handy will save you time as opposed to wading through folders.
A well-constructed and documented proposal process will carve a path to success for you—and your project.
Never be shy to stop a conversation and say, “Let me refer to the scope/plan and get back to you.” You should never expect to (or be expected to) have every detail committed to memory. So, take your time, don’t jump to provide an immediate answer, and always remember that a solid response is going to have the best impact.
Understand the Project Requirements
Begin with the end in mind. Make sure you truly understand the client’s goals and requirements. Being aligned from the start will help prevent scope creep down the road.
Create a Detailed Project Plan & Stick to It
It’s a lot easier to avoid scope creep when you have a simple plan in place from the get-go. So, take time to outline every step you need to take to get from the beginning to the end of your project on time and budget. A Gantt chart provides a great visual tool for building your plan and monitoring scope as work progresses.
Just don’t let all the work you put into your plan go down the drain by succumbing to every additional issue and request. That first version of your plan is your baseline, and you don’t just make these things up! If you’re doing it right, you’re basing it on your estimate and scope.
Sure, plans can change, but referring to that first plan as your baseline will often help you in arguing the case for more time or more budget when new scope creeps in.
Stick to the plan and use it as your project’s roadmap.
Don’t be Afraid to Say No
Saying no to a client may seem scary—but sometimes it’s the best way to help your client achieve their goals. Your customer needs to understand early on that if any changes to the project happen, it can mean changes to the price as well as the schedule.
Your team may have prior commitments and have to come back at a later date. The difference in costs comes from a new level of effort and possibly more materials outside of the original plan.
If you receive a change request that will throw the project off track, it’s okay to say no.
Just position it as a conversation, not a declaration. Clearly explain how the change will negatively affect the project and then discuss options for the best way to proceed.
Talk About How Changes Impact the Project Schedule
A date is a date. Missing deadlines will most often cause an impact, whether it be on your resourcing plan, the next delivery, or the final deadline.
Don’t fear the conversation about timeline issues. Talking things out while a change is happening will help everyone understand what is affected.
Review your baseline plan with your team and stakeholders and discuss how unexpected changes will affect future deadlines and the overall project schedule. Then work together to determine how to move forward.
Include a Process for Changing the Scope
This is equal parts setting expectations and creating processes. You might be required to complete a series of approvals (read: documentation) to ensure that everyone on your team agrees to a change in plans or timeline.
On smaller projects with smaller teams, it’s often easy to merely take everyone’s word for it and keep the project moving with the new changes. However, there is no project where a change order is needed that should not be written up and documented.
It can be a good way to cover your bases and ensure that no one will go back on what had been agreed to. It can clarify how the change order will impact the rest of the project.
Any good scope change request will include:
- Description of the change
- Approach to change
- Schedule/timeline impact
- Risk
- Cost (if applicable)
- Signatures (ALWAYS require these)
About Susan Giddings Business Consulting and Coaching
At SGC, our mission is to support, encourage, inspire and empower our clients to achieve their business objectives by providing innovative solutions and unparalleled expertise and support that enables them to achieve a sustainable edge in the marketplace and drive the results they want.
