Scope Creep – taming the savage beast!
A while back, I was hired by a company to assist them with their website. We sat down over a great cuppa java and hashed out a game plan for what was to be a relatively small job.
As per usual, I outlined all the project’s details in a Proposed Scope of Work, along with a quote and payment time-line. Company approved the details, appreciated the timely manner in which I would submit the deliverables, and cut me a cheque for the deposit.
As the project neared completion, the client began submitting requests to also “just add this” and “quickly do that”… all of which were not ‘quick/simple’ tasks, nor included in the agreed upon Scope of Work.
This scenario – commonly known as Scope Creep – is absolutely frustrating for all, and can be the death of a potentially great business relationship if not addressed early on.
Avoiding the Creep – is it possible?
Two of the major causes for Scope Creep are insufficient planning and communication.
Rushing into a project almost always leads to an oversight of website requirements, which then invariably creep up during the development phase.
As a Client and Web Developer, you want to do all you can to avoid Scope Creep. With that being said, and even after thorough planning, it can still rear its ugly head. So, with avoidance being somewhat beyond control what is one to do?
The solution is actually quite simple: expect the unexpected.
Prepare for the Creep!
Upon entering into any web development agreement, both the Client and Web Development company need to take a long hard look at the website’s needs: its objectives, functionality requirements, and future growth. No stone should be left unturned.
Before moving forward into a binding agreement, both Client and Web Company should discuss the Scope of Work to confirm a mutual understanding of the details, and that it addresses all the website’s needs as they understand them to be.
Finally, the Web Company needs to ensure the Client that while the project is under way, they are free to request additional work be done, but that there will be additional charges for any work rendered which is over and above the Scope of Work.
A Web Developer may wish to include the following terms in their web development agreement:
“…should the Client choose to make changes which are not covered by the Scope of Work, additional charges will apply at the Company’s labor rate of $XXX.XX/hour.”
Taming the Creep.
Sometimes even the best laid plans can give way to surprises. Trying to tackle scope creep without a game plan will lead to resentment and frustration for both the Web Developer and Client alike. Be prepared. If you are controlling it, it is not controlling you.
With the Web Developer and Client both understanding and respecting the terms set out to manage scope creep, a business relationship can begin to flourish where a website’s emerging and evolving needs are not a hindrance, but considered a natural part of the development process.
Technorati Tags: web development, website development process, scope of work, scope creep, jentekk
April 3rd, 2008 at 3:01 pm
Excellent article Jenn,
I had this problem myself on my first project. Now I have it written into my contract that any work requested above and beyond the agreed contract is X amount of dollars per hour. I really like how you’ve worded it as being a natural part of the development process, thinking of it that way is a much better approach to getting angry, in turn losing potential extra money.
However I like your wording better!
April 3rd, 2008 at 3:38 pm
Thanks Liesa.
I’ve found that lightly educating my clients on “Scope Creep” prior to a project can increase the chances of it ideally not happening. But even if it does… you are both prepared. The client is happy knowing that there are provisions for additional work, for which the Company will happily invoice at an additional hourly rate over and above the contract price. Everybody wins!
November 22nd, 2008 at 8:50 pm
Scope creep, IMO, is one of the main reasons demotivating a freelancer (making him/her wish s/he’d never quit the steady job). Nothing is a 2 second job, nothing is even a 1 hour job.
I think the sentence in the contract will protect you, but will it satisfy the customer. Clients (especially in the web industry) do not know what they want from the start, there should be, IMO, some contingency for this fact. Having such a closure in your contract will probably scare the client, or lead to an unfinished project, or, at the very least, a disgruntled client (unless the client is ideal).
I did publish a while ago a nine part series about scope creep, it applies more to corporate Project Management, but I’m sure anyone can relate.
PM Huts last blog post..Lessons Learned for Project Managers – Part X
January 9th, 2009 at 3:10 pm
i need help writing a scope of work… any resources you could pass along of examples i could follow?
January 9th, 2009 at 6:17 pm
Hi Jason,
Happy New Year!
Unfortunately, I don’t have any resources, as I learned by trial and error. You may want to Google the search terms “writing scope of work” – you’ll probably get all the information you need within a few articles!
Best of luck.