Enter ‘scope creep’; the gradual, often unchecked expansion of a project’s original agreed goals and deliverables. Scope creep can often start with a small request, such as adding an additional page or to ‘tweak’ an existing design. But, over time, these requests can accumulate, causing delays, budget overruns, and even project failure if not managed effectively.

The consequences of scope creep can be far-reaching for design businesses. Financially, scope creep can eat into profit margins as teams spend additional (often non-chargeable) hours on tasks that fall outside the original agreed scope. This not only affects revenue but can also lead to misaligned expectations with your clients and strained relationships caused by delays and unexpected additional costs.  

Causes of scope creep

Scope creep is often a gradual process but can accumulate into a big issue. Often by that point, it is too late to address it in a manner which is satisfactory for all parties. There are a number of factors which can lead to scope creep, such as: 

• Lack of clear scope definition: a poorly defined or documented project scope can result in ambiguity and open the door for scope creep. 
• Poor communication: lack of clarity or miscommunication between the client and the design team, can lead to misunderstandings and unintended changes. 
• Client’s changing needs: clients may evolve their requirements during the project, and if these changes aren’t managed properly, they can lead to scope creep. 
• Unmanaged change requests: a lack of a formal change management process can result in changes being added without considering their impact on the project or managing client expectations around costs. 

How to combat scope creep

It is impossible to avoid every unexpected change in a design project. Client needs can change, and clients often value an agile design team that can be adaptive to those changing needs. However, design businesses can significantly reduce the risk of scope creep by setting strong boundaries and staying vigilant throughout the process.

Some key strategies for combatting scope creep are:

• Clearly defining the project scope: develop a clear, detailed and well-documented project scope at the outset, which outlines the requirements, deliverables, and constraints. Make sure everyone involved understands the project’s boundaries and what is included and, in particular, what is excluded. 
• Establishing a change management process: ensure your terms include a  formal process for handling changes, including change requests and approvals. Regularly monitor the project scope and identify any deviations from the original plan. Be proactive and don’t wait for problems to arise before addressing them. 
• Responding appropriately: get into the habit of considering whether each client communication you receive during the duration of a project is, in fact, a change request. If it is, respond to the client in a manner which ensures that the terms and conditions of the project are clear.
• Communicating effectively: ensure clear and consistent communication between all parties throughout the project. For larger projects, consider holding regular meetings to discuss progress, identify potential issues, and ensure that the client’s expectations are managed throughout. If a change request is outside the project’s scope or would significantly impact the project’s timeline or budget, having that awkward conversation early on can often prevent a bigger problem further down the line.

Your terms are your best defence

Most importantly, a robustly drafted client contract, or terms of business, is one of the most powerful tools a design business can use to combat and protect themselves against scope creep. Your contract (or terms of business) should clearly set out what is (and what isn’t) included in a project, what constitutes additional work, the required procedure for requesting and agreeing changes, and how changes will impact the project budget. This will set expectations from the start. Defining deliverables, timelines, payment structures will help to prevent misunderstanding and, crucially, provide your business with a contractual ‘safety net’. When scope creep does arise, referring back to the agreed terms allows you to confidently and professionally deal with any potential disputes.

Whilst scope creep may be common in creative work, with clear communication and robustly drafted terms, design businesses can stay in control of their projects and profits. By taking a proactive approach, you will protect your time, uphold the value of your work and build stronger client relationships. When scope is clear, your team can focus on what they do best: great design.