Begin negotiating with the key client by acknowledging their needs and discussing the reasons they feel they need more resources. Review what was initially agreed upon, and see if there is any possible way to meet their demands without sacrificing your team's capacity. Always try to offer alternative solutions or negotiate scope, timeline, or pricing adjustments. Opening communication to find a balanced compromise in this instance will help preserve the relationship while ensuring fairness.

Lets stay calm but firm. We can always assess the request then offer solutions that balance their needs and our capabilities whether it’s adjusting timelines or adding extra costs. We should set clear expectations while reinforcing our value because flexibility is key but boundaries are essential so lets just make sure they both work for us!

First, acknowledge their request and show understanding of their needs, this reassures them of your commitment. Then, refer to the original agreement, outlining the scope and resources already allocated. Use this to explain any limitations clearly and transparently. Next, explore solutions together: Could you offer additional resources at an adjusted cost? Are there lower-priority areas that can be scaled down to free up capacity? For example, if a client managing an app launch demands extra developers, propose reallocating testing resources temporarily while discussing costs for expanded support. Finally, maintain an open dialogue, ensuring the client feels heard and valued, while keeping the project on track.