How do you control scope creep and change orders on your commercial projects?

1 What is scope creep?

Scope creep is the gradual expansion of the project scope beyond the original agreement, without a corresponding adjustment of the resources, time, or compensation. It can happen due to various reasons, such as unclear or changing client expectations, lack of communication, poor planning, or unrealistic assumptions. Scope creep can lead to delays, cost overruns, reduced profits, and compromised quality.

2 What are change orders?

Change orders are formal requests to modify the project scope, design, specifications, or contract terms after the project has started. They can be initiated by the client, the designer, or a third party, such as a contractor, supplier, or regulator. Change orders can be necessary or beneficial in some cases, such as when new opportunities, requirements, or solutions arise, or when unforeseen issues or risks are encountered. However, change orders can also cause disruptions, conflicts, and extra expenses.

3 How to prevent scope creep and change orders?

The best way to prevent scope creep and change orders is to establish a clear and detailed project scope and contract at the beginning of the project. You should define the project goals, objectives, deliverables, specifications, assumptions, exclusions, and constraints, as well as the roles, responsibilities, expectations, and communication protocols of all the parties involved. You should also include a clause that specifies how any changes to the scope or contract will be handled, such as the approval process, the fees, and the impact on the schedule and budget.

4 How to monitor scope creep and change orders?

Another way to control scope creep and change orders is to monitor the project progress and performance regularly and compare them with the baseline scope and contract. You should use tools and methods such as project management software, checklists, reports, meetings, and feedback to track and document the project activities, milestones, deliverables, issues, and changes. You should also communicate frequently and transparently with the client and other stakeholders to ensure alignment and satisfaction.

5 How to manage scope creep and change orders?

Sometimes, scope creep and change orders are inevitable or desirable, and you need to manage them effectively and efficiently. You should evaluate each change request carefully and objectively, considering the benefits, costs, risks, and alternatives. You should also negotiate with the client and other parties to reach a fair and mutually acceptable agreement on the changes, and update the scope, contract, schedule, budget, and quality accordingly. You should also document and communicate the changes clearly and promptly to avoid confusion and disputes.

6 How to learn from scope creep and change orders?

Finally, you can learn from scope creep and change orders to improve your future projects and avoid repeating the same mistakes. You should conduct a post-project review and analysis to identify the causes, effects, and lessons of scope creep and change orders. You should also solicit feedback and testimonials from the client and other stakeholders to evaluate your performance and satisfaction. You should also update your portfolio, templates, processes, and skills based on your experience and insights.