Surviving Scope Creep: How to Navigate Ever-Changing Projects Without Losing Your Motivation, Your Patience, or Your Mind
Surviving Scope Creep
How to Navigate Ever-Changing Projects Without Losing Your Motivation, Your Patience, or Your Mind
In my years as a Branding Expert, Communications Director, and Marketing Strategist, I’ve worked with many businesses, non-profits, churches, and other mission-driven organizations, and I’ve seen countless well-planned projects evolve, pivot, and get completely flipped on their heads! Perhaps it’s happened to you as well.
Let me set the stage. You proactively take on a brand new project or initiative. You have a meeting with all the key leaders and stakeholders and it goes so well! You establish measurable goals, deadlines, and deliverables. You send out the email outlining the foolproof plan. Everyone is on the same page with a well-formulated timeline, check-in meetings, and a clear understanding from all parties of what happens at each step.
You’re firing on all cylinders and feeling prepared and confident…and then it all changes! The stakeholders change their minds. A launch date gets moved up a month, blowing up your timeline. A church’s budget gets cut unexpectedly. An unforeseen circumstance or event changes everything for the organization in a matter of hours.
When I was early in my career, these kinds of project scope hiccups really got to me. I’d try to keep a brave and gracious face, but inside I was so discouraged and frustrated about the time I wasted. The idea of coming up with a revised or brand new plan, budget, or timeline felt so daunting. I would overthink and lose some of my original focus, excitement, and motivation about the project. Worst of all, I would begin to question if I was the right person for the job.
But with more experience has come more wisdom. Today I know that even the best-laid plans will always change, and that’s okay. Often those changes are a good thing because benefit the impact of the project. But how can we adjust without losing our inspiration, our confidence, or our minds? How do we stay focused on the core mission of the organization we’re serving and the heart behind why we do this creative work in the first place? Here are a few tips and lessons I’ve learned along the way.
1. Accept that Scope Creep is Inevitable
It didn’t take me long to realize that the initial plan is just the starting point, and a changing project scope is an inevitable part of the creative process. I adopted my own personal motto (or maybe it was a coping mantra) that sounded a little something like this: “This is the plan… until it changes.” I say this not out of a negative attitude, but to manage my own expectations and hold the plan loosely. This little phrase gives me the motivation and resolve I need to roll with the punches until a project is completed with excellence.
2. Embrace the Benefits of Change
Remember that scope changes aren’t necessarily a bad thing. In fact, I’ve come to believe that they can be a beneficial part of successfully executing a project. We just have to reframe our thinking! With every change, we refine not only the project, but also our skills, becoming better strategists, communicators, creatives, and brand experts.
In these moments, we have to go back to our “why,” or the reason we do our work in the first place. For me, I genuinely desire to serve and come alongside my clients. I remind myself that I’m here to serve my clients, and the fact that they are trusting me with the responsibilities of the project and the representation of their organization or ministry is a huge honor and privilege! At the end of the day, I want to be a value-based professional, someone who helps my clients achieve their goals, and that means being willing and ready to accept changes along the way.
3. Communicate Openly and Honestly
When it comes to tackling a new project, it’s so important to set up good communication practices from the onset. Make sure everyone has the same expectations when it comes to deliverables, timelines, outcomes, and payment. I’ve found it so helpful to have a designated primary point person to report to on the client side, so I can streamline and tailor my communication to their schedule, style, and preferences. I check in regularly by their preferred method of contact, whether that’s email, phone, video call, or text. We revisit expectations at every point in the project, so we can keep our priorities and goals in mind in the face of small or large scope changes.
4. Boundary Setting provides clarity and care
When scope changes lead to more work or extended deadlines, this clear communication, as well as healthy boundaries, are everyone’s friend! As Brené Brown says, “Clear is kind.” It’s so important to respectfully let clients know when they are asking for work outside of what was originally promised so that you can adjust accordingly and there are no surprises later. You can say something like, “I would love to work on that for you. Since this is outside the original scope of work, this will need to be a new quote and timeline for this project.” Then be sure to promptly send over the new estimate and timeline before you do the additional work. This way your client is not left with an invoice for an amount they were not prepared to pay or an unmet expectation on the timing of your deliverables. Here’s a Pro Tip: Create an email trail so all this communication is in writing and no one is surprised later.
Resolve time and capacity Issues with these solutions:
⚡ If you don’t have the capacity to take on additional work, have an open and honest conversation with your client. If project timing is the issue, discuss the top priorities, honing in on what needs to be completed first, as well as the action items that can be pushed back.
⚡ If your personal bandwidth is the issue, see if you can delegate work or get help from others, whether it is a contractor or someone inside the organization. Trust me, your client will appreciate being informed of these challenges or adjustments sooner rather than later!
5. Extend Gratitude and Grace
I’ve learned that when it comes to the smallest tweaks or complete overhauls of a project scope, it helps to keep an attitude of gratitude, toward the project and all who are involved. Otherwise, we can quickly slip into feelings of resentment, frustration, and half-hearted work.
When you drag yourself through a project, you produce work that is subpar, and it keeps you from making the most out of every opportunity. Find a way to find joy in scope changes, knowing that they will better serve your clients and your work in the long run. Turn your “I have to’s” into “I get to’s!” Ask yourself, “What can I learn from this circumstance? How can I give others and myself more grace through this situation? How can this situation actually grow me and enhance my work?”
When we truly care about our clients and align with their mission or ministry, we come back to our passion to serve and refocus on the value we bring to their audience, remembering how grateful and lucky we are to play a part in the communication process.
I know it’s not always easy, but when project scope changes inevitably come, hold yourself accountable to this list, rising to the occasion and making the needed adjustments with a healthy dose of perspective, integrity, and a full heart.
Be the rock for everyone through the creative process. Remember that you are the guide to help your client reach the other side of the project successfully, and leaders serve others.
It is always an honor serving you. Talk soon!
Meredith Gaston
