Navigating Scope Creep: How to Stop Small Requests from Snowballing
At Birdview PSA, we know scope creep all too well. It’s rarely a sudden, dramatic shift—it starts with small, seemingly harmless client requests. “Can we add this feature?” or “Can you include this as part of the deliverable?” At the moment, saying yes feels easier than pushing back. But before you know it, those little asks have snowballed into a massive workload that throws timelines and budgets completely off track.
Sound familiar? That’s scope creep in action. And while it’s common, it’s also manageable—if you have the right process in place.
One of the most important lessons we’ve learned is that scope creep doesn’t just happen; it thrives in the absence of clarity. That’s why we start every project with a clear, detailed scope of work. It’s not just a document—it’s a shared agreement with the client about what’s included, what’s not, and what happens if priorities change.
From there, it’s about staying vigilant. For our team, having Birdview PSA’s project tracking tools is key. Implementing a formal change request process was a key to success for us. When clients want to add something beyond the agreed scope, we ask them to submit a change request using Birdview Custom Forms. This isn’t about making things difficult—it’s about adding discipline to the process. With a formal request, we can evaluate the additional time, effort, and resources required and have a structured conversation with the client about the trade-offs.
This approach not only helps us keep the original project on track but also makes it easier to track the total time and effort spent on both the original implementation and any new changes. It brings transparency to the process and ensures that every additional task is accounted for, helping us maintain profitability and avoid surprises for the client.
Of course, saying no to a client isn’t easy, especially when the request seems minor. But it’s a lot easier when you have a process to back you up. Explaining how an additional feature will affect timelines, budgets, or resource allocation makes the conversation about logistics, not emotions. And when clients see the trade-offs, they’re often more willing to reconsider or adjust the scope formally.
The best way to deal with scope creep, though, is to prevent it. Regular check-ins with clients help keep expectations aligned, while tools that provide visibility into project progress make it easier to track changes. And fostering a culture where the team feels empowered to flag scope concerns early is crucial.
Scope creep can be tricky, but it doesn’t have to derail your projects. With clear communication, a formal change request process, proactive tracking, and a solid workflow, you can keep projects on track—and keep your clients happy.
How does your team handle scope creep? Let’s hear your strategies in the comments!
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