Scope creep is the term used to describe the situation when a client requests changes or additions to a commercial design project that were not part of the original agreement. It can cause delays, frustration, and extra costs for both the designer and the client. How can you prevent or manage scope creep in your commercial design contracts? Here are some tips to help you.
The first step to avoid scope creep is to define the scope of the project clearly and in detail. This means specifying the objectives, deliverables, timeline, budget, and expectations of both parties. You should also include a clause that states how any changes or revisions will be handled, such as the number of allowed revisions, the fees for additional work, and the approval process. Having a clear and written scope will help you and your client stay on the same page and avoid misunderstandings.
Defining the project, is called programming. This is a specific phase of design, with the intent to clearly define the project. As an architect, it is the only design phase that is truly just data gathering and not problem solving. It is problem seeking. We leverage our experience to ask probing questions about the project to extract from our clients, users, builders, and local authorities, information about the project at hand. This information is documented in a programming report and becomes a baseline document for conceptual design as well as for managing project changes. The time taken to clearly agree on project requirements, criteria, goals and objectives, will repay itself in reduced change orders and rework.
The second step to manage scope creep is to communicate regularly with your client throughout the project. This means updating them on the progress, asking for feedback, and addressing any issues or concerns as soon as they arise. You should also document and confirm any changes or requests that are made along the way, and remind your client of the impact they will have on the scope, timeline, and budget. Communication is key to building trust and rapport with your client and avoiding surprises or conflicts.
The third step to prevent scope creep is to educate your client about the value and process of your commercial design work. Sometimes, clients may not understand the complexity or rationale behind your design decisions, or they may have unrealistic or changing expectations. You can help them by explaining your design strategy, showing them examples or references, and highlighting the benefits and outcomes of your work. You can also set boundaries and expectations by saying no to unreasonable or out-of-scope requests, and offering alternatives or solutions that fit the scope.
The fourth step to manage scope creep is to review and evaluate the project at different stages and at the end. This means checking if the project is on track, meeting the objectives, and satisfying the client. You should also ask for feedback from your client and learn from their experience and perspective. Reviewing and evaluating the project will help you identify and resolve any scope creep issues, improve your commercial design skills, and strengthen your client relationship.
The fifth step to avoid scope creep is to use tools and templates that can help you organize and streamline your commercial design work. For example, you can use project management software to track your tasks, deadlines, and communication. You can also use contract templates to create your scope documents, change orders, and invoices. Using tools and templates will help you save time, reduce errors, and maintain consistency and professionalism in your commercial design projects.