Even with the clearest roadmap, things can veer off the beaten path.
That’s because projects are fluid, not fixed. Briefs, processes and plans are created at a fixed point in time, almost always at the beginning of a project. But naturally, a new idea can appear, a stakeholder can join late, or priorities can simply change.
So, what happens then?
Scope isn’t a cage
We like our projects like we like our gorillas. Uncaged and free to roam. In our view, scope is there to provide a structure. It defines what we’re delivering, how we’re delivering it and roughly how long it should take. But it’s not designed to box anyone in.
Creative work isn’t mechanical, and it doesn’t always sit neatly within fixed lines. Sometimes pushing beyond those lines is exactly what gets you to a better result, and we’re completely comfortable with that.
Going beyond the plan
There are moments in many projects where we’ll naturally go a little further than what was originally scoped. It might be an extra layer of thinking, a bit more refinement, or spotting an opportunity that wasn’t obvious at the start.
So how do we handle that?
We don’t immediately reach for the stopwatch or the rate card. If it’s in the spirit of delivering better work, we’ll often just get on with it. Because the goal isn’t to stick rigidly to a document, it’s to get the outcome right. If we jumped on a call to discuss every little extra, we’d soon find ourselves lost in a jungle of unproductivity.
But there is a point where we talk
In some instances, a new idea or direction (and the execution it takes to get there) can significantly broaden the agreed scope. In agency camp, this means more time, increased complexity and additional deliverables. And in turn, more resource. That’s when we pause and we have a conversation.
Because ultimately, we are a business too – with employees, overheads and other clients. All of which must be considered when a client deliverable changes in shape and size.
But don’t worry, this isn’t anything formal or heavy. Just a clear explanation of what’s changed, why it matters and what it means in terms of time or cost. From there, we can agree on the next step together.
No surprises, no digging our feet in, no awkward moments at the end of the project.
It’s all about visibility
Scope only becomes a problem when it’s invisible. Our approach is to keep everything out in the open. Here’s how:
- Regular client check-ins and progress updates: This could be a quick chat over phone, email or even WhatsApp between a project manager and a client stakeholder (you) – important for overall direction and relationship building.
- Early signals: This is a proactive action for both the agency and you, the client, to flag something that has the potential to significantly affect the scope – the moment it comes to light.
Avoiding it in the first place
What’s the phrase? Best laid plans…?
As an agency, it’s in our best interest to avoid wholesale scope creep. As we said at the beginning, it is a natural aspect of creativity. But, if each and every one of our projects found itself in a creepy predicament, then scheduling, resourcing and delivery would be measurably more difficult for us as an agency, and that’s not good for us and our staff.
Most scope misunderstandings don’t come from bad intent, they come from gaps in understanding, and discovery exists to close those gaps.
We can mitigate harmful scope creep with a true and proper discovery phase, helping us to understand the full shape of the project, bringing the right stakeholders into the conversation, and aligning expectations from the outset. It also helps us spot risks and unknowns early, before they turn into bigger issues later on.
It’s a partnership. You’re part of the team
Falling out of scope shouldn’t feel like crossing a line in the sand. It should feel like part of an ongoing conversation.
We’re not here to point back to a proposal and hold you to it word for word. It’s about fairness and flexibility. And often, a simple question. “Will this improve the outcome?”
A good partnership is built on that shared goal, and to get there, there must be shared understanding.
So, to recap…
What happens when we fall out of scope?
We talk, we assess and we adapt. Sometimes we absorb it, sometimes we reshape the plan. Sometimes we agree on additional time or budget. But it’s always handled with transparency and common sense.
Because in the jungle, the path isn’t always clear. What matters is having the right Troop around you.
If we sound like the troop for you, get in touch.
Do you have a particular question you’d like answered? We know it’s a jungle out there, so we’d love to shed some light on the full agency process. Submit your question here…
