What Is Scope Creep? (and How to Manage It)
What is scope creep? If you’re a freelancer, you’ve probably experienced this phenomenon at some point. Scope creep occurs when the agreed-upon objectives of a project begin to expand beyond the original agreement. It’s a common challenge for freelancers in every industry. It often results in extra work (for no additional payment), added stress, and even missed deadlines.
In this post, we’ll cover everything you need to know about scope creep, including common causes and strategies for managing it effectively.
What Is Scope Creep?
Scope creep happens when the scope of a project – its deliverables, goals, or tasks – gradually expands without formal adjustments to the freelance contract. This unplanned expansion can create extra unpaid work, strain your resources, and affect the quality of the finished product. Some updates or changes to a project are inevitable. But, if they aren’t communicated or compensated for properly, this can lead to scope creep.
Some common causes of scope creep are:
- Unclear guidelines: When project requirements are vaguely defined from the start, it’s easier for clients to add tasks beyond the scope.
- Shifting project goals: As a project progresses, clients may prioritize different elements of a project. This can lead to changing or additional demands.
- No formal agreement: Without a formal written contract, clients can tack on additional work without the need to consider previously set terms.
- Inexperienced clients: If you have a new client who has never worked with a freelancer before, they may be unfamiliar with standard procedures (e.g., drawing up a contract or negotiating terms).
- Flat fees for projects: Scope creep is more likely to happen when you charge a flat rate (vs. an hourly rate) for projects. This is because flat fees don’t take hidden or behind-the-scenes costs into account, such as planning, outlining, research, and unexpected roadblocks.
Scope creep can look different for every freelancer (depending on the industry or niche). For example, scope creep for a proofreader could be a client requesting multiple rounds of revisions. For a graphic designer, it could be a client asking for extra variations of a logo design when the original contract only outlined two.
How to Avoid Scope Creep
Scope creep can sometimes feel unavoidable. However, there are several strategies you can use to prevent it from happening in the first place.
Get a Signed Agreement
When you are onboarding a new client, make sure they agree to and sign a formal contract. This should clearly outlines the deliverables, timeline, and payment. This establishes expectations and provides a reference point in case extra work is requested. You can even add a clause at the end of the contract that addresses your rate for additional tasks outside the original scope. If you’re a new freelancer or have never drafted a contract, there are a number of contract management tools available online to help you get started.
Define Project Boundaries
When discussing terms of your contract, be as specific as possible when defining the scope of the project. For example, instead of something generic like “write website content,” the contract should specify how many pieces of content you will write, the word count for each, and what’s included in the process (e.g., revisions, formatting, or research).
Consider possible obstacles ahead of time (e.g., if you’re working with unfamiliar software). Give yourself a little room in your deadline. This manages expectations for the client and prevents you from feeling rushed or stressed, which could impact your work.
Set Regular Check-Ins
For freelancers, consistent communication is key to keeping projects on track. Regularly update your client on the project’s progress. That way, if potential changes become necessary, they can be addressed early on. This allows you to clarify requests or adjustments before they lead to scope creep.
If additional work is requested after the project begins, make sure to document the changes in writing. Update the original agreement to reflect the new tasks, along with any adjustments to the budget or timeline.
How to Manage Scope Creep
Even with the best planning, scope creep can still happen. If you notice scope creep setting in, ensure you address it right away and establish boundaries with your client. If requests are slowly creeping outside the original agreement, be prepared to say no if the extra work doesn’t align with your availability or the agreed-upon scope. You can do this politely and professionally by referring back to the original signed contract.
You may not always want to say no to additional work, especially if the project is otherwise going well and could lead to repeat work. What should you do if you’re open to expanding the scope? Let your client know that the extra work requires a revised agreement with a new budget and possibly a new deadline. This shows that while you’re willing to accommodate their needs, extra work comes at a fair price. If scope creep results in more tasks, you’ll also likely need to extend the deadline to maintain the quality of your work.
Be transparent with your client about the impact of changes and how they will affect the end result. This keeps issues from becoming unmanageable. Or, from damaging your relationship with your client (resulting in lost work from them in the future).
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