Discussing Changes In Project Scope With Clients

Scope creep—it starts with a “quick favor” and suddenly, you’re writing a whole new strategic plan for free. 😵💫 When Julia Devine and I first started consulting for nonprofits, we wanted to be helpful. We’d say yes to little extras, thinking it would build goodwill with clients. Instead, we ended up overwhelmed, underpaid, and frustrated. Sound familiar? Here’s how we learned to lovingly keep projects in scope: ❤️ Set Clear Expectations Upfront: Before the contract is signed, be specific about what’s included (and what’s NOT). A vague “fundraising support” clause? Recipe for disaster. Instead, define deliverables like “a 3-page major gifts strategy” or “two grant proposals.” ❤️ Use a Strong Contract: Your contract should be your best friend. Outline the scope in detail and include a clause about additional work requiring a change order or separate agreement. Protect your time and your income. ❤️ Say "Yes, And That Costs Extra": When a client asks for something outside the original scope, try this: ✔️ “I’d love to help with that! Let’s talk about a scope expansion and pricing.” ✔️ “That’s a great idea! I can add it for an additional $X.” ✔️ “I can prioritize that instead of [original task]—which would you prefer?” ❤️ Regular Check-Ins: During the project, revisit the scope with your client. A simple “We’re on track with XYZ—would you like to add anything as a paid extension?” can keep expectations in check. ❤️ Resist the Urge to Overdeliver: I get it—you want to wow your clients. But overdelivering doesn’t mean undervaluing yourself. Deliver what you promised, do it well, and charge fairly for anything extra. Have you experienced scope creep as a consultant? How do you handle it?

Saying "yes" feels right, but "no" can save your project. And also save your client’s trust. Last week I had a tough time with one of my clients. Firefighting with a last-minute high-priority request. → The request was outside the scope. → No one is trained to do it. → And, I need to deliver it next week. These unrealistic expectations are nothing new in project management. I had two choices to respond to this conversation: 1/ Say yes and rush to finish. 2/ Have a tough conversation and protect the project. I chose the second. It would have been easier to say: ↳ "I’ll move things around and figure it out." ↳ "It’s tight, but I’ll make it happen somehow." The first option feels easier. You want to be helpful. You want to be seen as a problem solver. But what happens when you agree to unrealistic expectations. Particularly the one that is unclear. → They lead to mistakes. → Mistakes lead to rework. → Rework leads to missed deadlines and broken trust. Here’s a better way to handle such situations: → Listen and acknowledge the urgency. → Explain the impact of rushing. → Offer a structured way to address the request. For example: "Let’s do this right, not just fast. If we rush, we’ll need to redo work later. Instead of squeezing it in, let’s reprioritize, consult the team and review the impact. Please submit a change request so we can assess it properly." Will it be uncomfortable? Yes, it will be. Will there be push back? Yes, there will be. But in the end, your client will respect the process. You’ll save your project from scope creep. The team will trust you. Difficult conversations aren’t about saying NO. They’re about setting clear expectations, so projects actually succeed.

I wasn't expecting a client to double the work mid-project, and I couldn't believe what happened after.   There are very few moments in freelancing that can be more challenging. You and a client have agreed on the scope of work for a new project. It's past the first check-in point; you've turned it in for review. Your sample is approved, but then comes the unexpected. They've now asked for double what you agreed to. You're frustrated and upset, of course. We didn't talk about any of this. More work, same pay?   Here's what I said exactly and what you can steal to use the next time you encounter scope creep on one of your projects:   "Hi there! Thanks so much for the timely feedback. It's a huge help in keeping your project on track. I was about to finalize the last leg of your deliverable. Your notes indicate that you now want to expand the work beyond the original project scope. I LOVE that idea, and it's great that you were inspired to add even more. Many great things are here; I'm sure we can knock this out of the park.  According to the original terms we discussed here (attached previous scope discussion and agreement), this will fall outside the range we agreed on. I'd love to add this to the project, and your updated quote for that is (added new quote).   Please let me know as soon as that's approved, and I can get started ASAP!"   It's a fact of life: Projects evolve as they continue. It's a GOOD thing if a project expands. I could have just as easily been upset or difficult. It made sense for me to stand my ground and not budge. My ability to be adaptable and professional was showcased. Because of this, my rate was doubled, and the client was delighted.   The key point:  Don't follow the first instinct to be combative or upset when the scope changes mid-project.   Instead, repeat this phrase: "I'd love to help out with this! The cost for me to help is XYZ."   Solve their problem, and don't be afraid to quote how much it would cost.   Don't be another problem they need to deal with. Provide a solution. Be a solution.