One approach that I’ve found helpful is prioritizing the core project goals and evaluating which adjustments can be implemented with minimal disruption. By breaking down new requirements into smaller, manageable steps, it’s easier to assess how each impacts the timeline and resources. Actually, I find it’s also essential to communicate these changes with the team and stakeholders early. This keeps everyone aligned on adjusted expectations and gives room for any necessary support. One example I’ve seen work well is adopting a phased rollout, allowing core features to launch on time while implementing new additions gradually. This way, the project maintains momentum without compromising quality.

You can eliminate a lot of confusion by having a well documented scope and a change order procedure. You can control "scope creep" by clearly defining the project with a detailed quote. Make sure the customer purchase order aligns with the quote before acceptance. Be sure to clarify any grey areas up front. If changes to the scope are required post-purchase order, then clearly define them by requiring a formal change order that includes details of the change(s), additional cost and additional time required. Formal change orders require effort and commitment from both sides. Securing a change order will clarify the difference between wants and needs and help keep a project within scope.

Some aspect of the project still has to be the same unless it's an utter catastrophic event. Focus on what parts that have been completed that can still be used, and quickly find way to repurpose other tasks that can't so easily. Also beware of the "sunk cost" fallacy and don't commit harder to parts of the project that simply are no longer relevant. A small amount of work that can't be used is better than dumping more work into it trying to use it unsuccessfully.

In the face of unexpected scope changes in robotic systems, navigating setbacks requires a proactive approach. First, it’s crucial to reassess project timelines and resources, ensuring realistic expectations are set for stakeholders. Implementing agile methodologies can enhance flexibility, allowing the team to adapt quickly to changes. Regular communication with all parties involved fosters collaboration and helps manage concerns. Prioritizing critical tasks while identifying non-essential features can also streamline efforts. Finally, embracing a culture of continuous improvement enables the team to learn from setbacks, refining processes for future projects.

This is a challenging situation since technology is great when it works, but it’s a paper weight when it doesn’t. You could always replace it with a person.