Let's face it, things don't always go exactly according to plan in the world of job management. A client might request a new feature, unexpected hurdles arise, or job requirements evolve. While these changes are a normal part of the job, unmanaged changes can morph into a monstrous beast we call scope creep. 

While scope creep has a habit of getting emotional (after all, no one likes to “work for free”), the simple fact is life happens, and scopes change. The key to staying sane is not to avoid change altogether, but rather, to make sure you have a clearly defined process to capture change and its impact to your business and customer. 

What is scope creep?

Change is inevitable. When handled properly, workflows can be adapted in a controlled and efficient manner to keep projects on track. Scope creep, on the other hand, is uncontrolled growth in the job's scope. It happens when changes occur without a clear process for evaluating their impact on deadlines, budgets, resources and, ultimately, profit margins.

What is scope change in project management? 

Here are some classic culprits that can contribute to scope creep in projects: 

• Unclear job briefs: If the initial client brief is ambiguous, it leaves room for misinterpretations and additional requests down the line. 

• Poor communication: Lack of clear communication between team members and clients can lead to misunderstandings and unmet expectations. 

• Client change requests: Clients may request new features or revisions as the job progresses. 

• Unforeseen challenges: Unexpected obstacles can necessitate changes to the job's scope.

The key to managing scope change: Proactive communication and clear processes 

The good news is that scope creep can be controlled when it is managed effectively. Here are some key strategies: 

Start every job with a well-defined scope of work that outlines the deliverables, timelines, and budget. 

Discuss any potential changes early on and get their written approval before proceeding. 

Establish a formal process for handling change requests. Under tight deadlines, it can be all too tempting to skip the formal change request process, but tracking and reporting on scope change is critical to maintain control over the project and protect your GP. Keeping track of scope changes keeps everyone informed of adjustments to deliverables, timelines, or costs. Ultimately, it’s about keeping an eye on the impact of changes to your bottom line. 

Regular monitoring and evaluation of project progress are essential for detecting scope creep. Tracking project progress against predefined milestones enables you to identify deviations from the original project plan and assess the impact of scope changes on your project timeline and budget. Comprehensive reporting on scope changes can also be invaluable for future projects, helping your team learn from past experiences and avoid similar issues in the future. 

Here's how WorkflowMax by BlueRock helps you manage changes effectively

WorkflowMax by BlueRock provides features like work in progress manager and client portals to facilitate clear communication and keep everyone on the same page. Features like the collaboration manager and quoting and estimating tools help you keep track of changes, ensure everyone is aware of updates, and maintain a clear audit trail for reference.  

Here’s how WorkflowMax can help you stay on top of scope creep: 

1. Version control: Track changes made to the job scope with version control. This allows you to see exactly how the scope has evolved over time and revert to previous versions if necessary. 

2. Real-time communication: Our client manager portal facilitates seamless communication with clients. Share updates, discuss changes, and get approvals electronically, ensuring everyone is on the same page and you can keep your jobs on track. 

3. Automated workflows: Define automated workflows to streamline your change management process. For example, you can set up an automated notification system that alerts relevant team members whenever a change request is submitted. 

4. Reporting: When was the last time you looked at your quotes and how that translates to actuals? Is your service delivery effective? Are your clients the right kind of clients? WorkflowMax enables you to review your quotes versus actuals to help refine future project estimates. By understanding where and why actuals deviate from quotes, you can improve your estimation processes and avoid scope creep in future projects.

By following these strategies and leveraging the power of WorkflowMax by BlueRock, you can transform yourself from a scope creep victim into a scope change management superhero! Sign up for a free trial of WorkflowMax by BlueRock today and experience the power of effective job management!