Last updated on: January 4, 2024 at 4:35 pm

How to Manage Scope Changes: Proven Strategies for Client Approval

scope changes

As experts in the domain of SEO agencies, scope creep is a pervasive challenge that often catches us off guard. A surprising 38% of agencies frequently exceed their budgets due to this very issue. Understanding how to efficiently manage and control these alterations is crucial for any agency’s success, affecting everything from profitability to client relations.

This comprehensive guide illustrates three tried-and-true strategies for effectively handling scope changes.

Strategy 1: Embedding a Change Management Process in the Project Scope

Right off the bat, one of the most effective strategies is to build a change management process into the project scope. This forward-thinking approach creates an established framework for accommodating changes and is a clear indicator to all stakeholders that the project’s scope and budget aren’t eternally flexible.

Practical Implementation

Incorporate a clear change management process in the SOW, outlining how changes and revisions are managed, including potential timeline shifts and budget alterations.

Value Addition

This systematic approach eases the process of securing client approval and decouples it from any personal resistance, reducing friction and streamlining the change management process.

Example:

In one instance, a client decided midway through the project to opt for Getty Images instead of the previously agreed upon stock photos. Thanks to the change management process embedded in our SOW, we could simply refer her to it and request an email confirming the budget increment for the Getty Images. This approach saved us from a potentially tricky conversation and maintained a cordial client-agency relationship.

Strategy 2: Instituting Regular Checkpoints for Client Approval

Building regular checkpoints into your project plan provides opportunities for the client’s feedback and approval, helping to prevent last-minute change requests that can significantly derail your timeline and budget.

Practical Implementation

Embed regular checkpoints in the project timeline. These points will serve as scheduled opportunities for the client to review and provide feedback.

Value Addition

Regularly scheduled checkpoints preempt the onset of significant scope creep and provide an opportunity to manage any arising issues proactively.

Example:

In a website development project, an approval checkpoint revealed a considerable change request. Early identification enabled us to negotiate and adapt without the issue growing into a major scope creep problem.

Strategy 3: Elucidating Key Tasks in the SOW

Providing a detailed outline of key tasks in the SOW helps to educate the client about the extent of work involved, the necessary timelines, and why last-minute changes can be problematic.

Practical Implementation

Include a comprehensive list of tasks, along with corresponding timelines, required to execute the project in your SOW.

Value Addition

A detailed SOW enlightens the client about the scale of work involved, making it easier to negotiate for additional budget and timeline when required.

Example:

In one project, a client wanted to shift the focus of a landing page after extensive research had been conducted. The detailed SOW helped the client understand why the requested change had significant implications and made the process of negotiating an additional budget more straightforward.

Conclusion

As SEO agency professionals, managing scope changes effectively is paramount to maintaining a healthy bottom line and client relationships. With these strategies, you will not only protect your revenues but also improve your client servicing standards. Remember, mastering the art of scope change navigation is an essential step towards agency success.

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jay kang

An entrepreneur and SEO expert, is the driving force behind innovative platforms like linkilo.co, productreview.tools and more. Committed to empowering marketers, Jay continues to make a positive impact in the digital marketing space.

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