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If you’ve been freelancing for more than a day or two, you’ve probably experienced scope creep. It looks like this:
[Phone rings; it’s your client]
You: Good morning?
Customer: Hey! I was up in the middle of the night thinking about the project we’re working on.
You: *Sip.
Customer: I know we originally said we would forgo the paragraphs explaining why fracking is so bad for the environment, but I’m really not sure the article will work without it. So can we add it?
At this point you have a very critical decision to make. Some freelancers, fearing losing a good client and having to find work, might choose this response:
(Option 1)
You: Hi, Karen. No problem. We can definitely add that. I’ll work on it later today.
But wiser, more experienced freelancers know better than to give in so easily. Their response might look more like this:
(Option 2)
You: Hi, Karen. I totally see where you’re coming from on this.
Can I ask you a few more questions about this? [Asks relevant questions to further understand the situation.]
I see. This makes perfect sense for the project. I can certainly count what this will add to the overall cost of the project and send you a quote before I start working on it. How does it sound?
There’s the main difference: A seasoned freelancer recognizes range creep a mile away and already has a plan to deal with it when it happens.
You can do the same thing.
In this guide I will help you avoid scope creep whatever stage of your self-employment you are at.
What is scope creep?
Before we get into why scope creep is such a bad thing in the first place, let’s talk about what I mean when I use the term “scope creep.”
If you’re a savvy freelancer, you probably charge based on the project. Better yet, I hope you charge based on the value you bring to a potential client. And when you work with clients this way, there are bound to be change orders.
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A change order occurs when a client asks you to do more work than you originally planned to accomplish.
This happens all the time. In all kinds of businesses.
It’s not inherently bad.
But what can happen if you’re not careful is a kind of unofficial, haphazard change order called creep scope.
In other industries (architecture and construction for example), when a client wants to implement a change, they draft a change order, discuss it with all parties involved, review the additional costs, and agree on the best steps together. Before.
On the other hand, scope drift is less collaborative. This mainly results from overly anxious clients adding more ideas to the project, usually without the other parties controlling it.
And it’s this kind of one-way, unmanaged, unplanned communication that can literally kill your freelance business.
Change of orders (good) ![]() ![]() ![]() SponsoredBecome a sponsor
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Scope creep (not good) |
Collaborative in nature. All parties agree to new costs, timelines and deliverables. |
Unilateral. The client often changes the deliverables. No change in cost or time. |
How Scope Creep is Killing Your Freelance Business
So why is scope creep so deadly? There are many reasons why every freelancer should avoid straying from scope like the plague. Here are a few.
1. It destroys your profits
Any company that wants to stay in business and doesn’t rely on multi-million dollar fundraising must rely on profits to stay afloat.
The higher your profit margin, the more you can reinvest in your business or save for a rainy day.
As projects become slightly larger and take longer without a corresponding budget, the extra time and effort you spend responding to new requests directly eats into your profits.
This is something you simply cannot afford as a solopreneur.
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2. It creates a pattern and precedent
Let’s say you let your client off the hook this time. But then this client recommends you to a friend and brags about your flexibility and ability to add last-minute ideas.
As a result, you risk contaminating your entire customer base with customers who take advantage of you and gobble up your profits. It’s a quick way to go bankrupt.
3. It opens a floodgate
Again, you may be wondering why it would be so important to add something here or there with a client. The problem is: where do we draw the line?
If you agree to a “small change” this time but can’t accept it next time, it can lead to frustration on the part of your customer. If you choose to accept scope creep once, make sure you are 100% clear about your intentions going forward.
How to Handle Scope Creep Like a Pro
All right. You understand. Range creep is bad. But knowing it’s bad for business doesn’t necessarily solve your problem.
Below you will find two practical, concrete solutions to help you prevent and avoid any scope creep in your freelance business:
Describe a project scope document
Before you begin a client project, you should outline the scope of the entire project in a simple project scope document. This can be included as part of your freelance proposal document if you wish.
While this added document may seem like a lot of extra work, the hours you put in will save you a lot of headaches and hours of extra work during the project itself.
Ask your client to review the document and sign it. You may need it later.
Here are some items you may want to include in your project scope document:
- Overview of the project and objectives
- Detailed description of the work to be carried out
- Project timeline with milestones and due dates
- Deliverables – what will be provided to the customer
- Responsibilities – what the freelancer will do versus what the client must provide
- Assumptions – what is assumed in the project
- Exclusions – what is not included in the scope
- Payment terms and schedule
- Change request process – how scope changes will be handled
Prepare a professional response when you see scope creep coming
In addition to using a project scope document, you also need to be prepared to handle scope creep when you see it coming.
This means that you (or your team’s project manager) must:
- Be intimately familiar with the details of the project scope document.
- Don’t be afraid to address early signs of scope creep with your client.
If (probably when) you receive a scope change email from your client, you will want to:
- Acknowledge that you heard them clearly.
- Remind them of the project scope document.
- Offer additional alternatives.
It’s important to remember that most clients are not intentionally trying to get more work or more hours. Many clients have something they really didn’t see coming and decide to add it during the project.
SO, avoid getting defensive, rude or short with your clients just because they ask for extra work. Use this as an opportunity to increase your total revenue and delight your customer. If you manage it well, scope creep can make you a lot of money.
Here is an example of what a professional response to a client might look like that could add scope to your project:
Thank you for your e-mail. From what I can see, you would like us to:
- Add the additional “our story” page with images and text about your business.
- Transform the static homepage image into a rotating carousel.
Is it correct?
We can certainly do this kind of work and we would be happy to do it. As this is outside the initial scope of the project, it will require additional resources, including a larger budget.
Would you like me to send you a new proposal describing the cost of these additions? Or do you want to remove something from the original project in order to integrate them?
THANKS!
SOURCE: TheFreelanceFiles.com
Remain calm and dignified, but stand your ground. Often, customers simply don’t realize the additional resources, time and money that such changes will require.
Here are two other scripts you might consider using:
Hi [client name],
I received your request for [describe scope creep ask]. While I want to provide excellent service, expanding the scope at this stage could compromise the quality and timely completion of our original agreement.
If you would like me to perform additional work beyond our original scope and schedule, I can establish a change request for your review and approval. This will allow us to clarify the changes, costs, and schedule adjustments needed to make this work for both of us.
Please let me know if you would like me to draft a change order or if you would prefer to stick to the original scope of our project for the time being. I’ll be happy to chat further to make sure we’re on the same page.
THANKS,
[Your name]
SOURCE: TheFreelanceFiles.com
Good morning [client name],
I am writing to you to come back to the additional work you requested [describe request]. Since this does not match the original scope and timeline of our project, this would be considered scope creep.
Per our agreement, if you need to change the scope of the project, I will be happy to provide you with a change request form detailing the additional work, schedule changes and costs. This will allow us to document changes and ensure we are aligned before moving forward. Please let me know if you would like me to prepare a change request form for the new job.
THANKS,
[Your name]
SOURCE: TheFreelanceFiles.com
It’s going to happen…but you can handle it
The sad truth is that scope creep will occur. It’s almost impossible to avoid.
You are a smart freelancer and you can handle this like a pro. Remember: you are protecting yourself and your business and building a foundation of respect and transparency with your customers.
Ultimately, managing scope creep will help your business run more smoothly and profitably, which is what every freelancer wants.
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