Scope Creep is Common
You’ll have seen it many times before. A project starts smoothly, but once you’ve started sharing progress, and asked for feedback, the requests begin. Small tweaks, additional features—before you know it, scope creep is eating into the budget, your margins and can even lead to project overruns.
Scope creep isn’t just an occasional challenge—it’s a constant reality for agencies. A project begins with what feel like clear expectations, but before you know it, your team and the client have differering priorities.
Your team need to be able to keep every project on track, and that means assessing and refining your agency’s delivery approach to avoid this risk.
Often scope creep requests are accidental. Perhaps a naive client with unclear expectations—clients assume something is included, or aren’t clear if they can change their mind.
Sometimes, it can be strategic—a sneaky attempt to squeeze more out of the budget you agreed.
Either way, how you handle it impacts your agency’s profitability, efficiency, and client relationships.
Your tactics during a project must depend on which approach you planned before it begin. The key is to be intentional and consistent.
Choosing An Approach
So, what’s the best way to handle scope creep?
There isn’t one single solution—every agency operates differently, and every client relationship is unique. You may decided to take a firm stance, or build flexibility into your process.
You might stick to one strategy, or adapt based on the project, the client, and the budget. Understanding the approaches available allows you to be intentional about when and how to apply them.
Here are five intentional approaches agencies can take to potential scope creep situations. Each has its own benefits and risks, and the right one for you depends on how you want to run your projects and ultimately your agency.
If you want to refine your approach, my workshops on project scoping and delivery can help you implement a structured, trusted process.
1. Agree Everything in Fine Detail
One way to control scope creep is to define every deliverable, feature, and revision in precise detail before the project starts. Lock it all down and assume all the decisions will stick.
How to Manage This Approach
- Create a detailed project scope document outlining exactly what’s included—and what isn’t.
- Break work into clearly defined phases, with sign-off required before moving forward.
- Include a change request process for any additional work beyond the agreed scope.
- Be strict about what’s included in the budget, and communicate this clearly to clients.
Benefits
- Clear expectations can reduce misunderstandings with new clients.
- Protects agency profitability by ensuring all work is accounted for.
- Helps clients understand the value of what they’re paying for.
Risks
- Can feel rigid to clients who expect flexibility.
- Requires strong documentation and upfront planning.
- Some clients may still push for small extras, expecting leniency.
- Fosters a supplier / vendor relationship which limits value pricing opportunities.
2. Position yourself as a Partner
Instead of acting as just a supplier / vendor, this approach positions your agency as a strategic partner. Rather than going back and forth on every detail, you take ownership of decisions within an agreed framework, ensuring the best outcome for the client without getting bogged down in endless approvals.
How to Manage This Approach
- Set clear project goals upfront so both sides agree on the bigger picture.
- Define the level of decision-making authority your agency has from the start.
- Keep communication open, updating the client regularly without requiring constant input.
- Make strategic choices on behalf of the client, based on their best interests and the agreed objectives.
Benefits
- Reduces time wasted on minor approvals and back-and-forth discussions.
- Positions your agency as an expert rather than just an executor of tasks.
- Creates a smoother workflow with fewer bottlenecks.
Risks
- Some clients may feel uncomfortable relinquishing control.
- Requires a high level of trust between you and the client. Rare with new clients.
- If not managed well, clients may later challenge decisions they weren’t directly involved in.
3. Agree Desired Outcomes
Rather than focusing on a rigid list of deliverables, this approach aligns the project around broader outcomes. The agency has the flexibility to determine how to achieve those goals, adjusting the work as needed while staying focused on the end result.
How to Manage This Approach
- Define clear, measurable outcomes at the start of the project. Take baseline measurements.
- Shift discussions away from specific tasks and toward achieving results.
- Maintain transparency with the client, explaining why certain choices serve the agreed objectives.
- Build flexibility into your process to allow for strategic adjustments along the way.
Benefits
- Provides room to adapt without endless scope discussions.
- Keeps clients focused on results rather than micromanaging deliverables.
- Allows your agency to work in a way that best achieves the intended goals.
- Makes value pricing possible, as well as performance related bonuses.
Risks
- Clients may still expect specific deliverables and struggle with a results-based approach.
- Requires strong communication to prevent misalignment on what’s being delivered.
- Some clients may feel uneasy without a rigid, predefined plan. Especially new clients.
4. Pad the Budget and Default to Accepting Changes
This approach involves building extra time and cost into the initial budget to account for inevitable scope creep. Instead of pushing back on every small request, you absorb them within the hidden buffer, keeping the client happy while maintaining profitability.
How to Manage This Approach
- Estimate the true project cost, then add a buffer to cover extra requests.
- Avoid disclosing the buffer to the client; instead, treat it as part of the overall budget.
- Accept reasonable scope changes without questioning them.
- If the buffer runs out, be prepared to set boundaries, discuss additional costs, or see a reduction in your profit margin.
Benefits
- Creates goodwill with clients by allowing small changes without friction.
- Reduces constant back-and-forth over minor requests.
- Helps maintain a positive, flexible relationship with clients.
- Creates the potential for value-based pricing for their next project.
Risks
- Some projects may exceed the hidden budget, cutting into profits.
- Encourages a culture of “just one more thing,” which can be hard to control over time.
- Reduces the quality of the project, by allowing opinion based and urgency prioritisation.
5. Agree a ‘Flex Budget’ Invoice
Instead of absorbing extra work or fighting scope creep, this approach introduces a formal but flexible solution. A ‘flex budget’ is a separate pot of money agreed upon upfront, specifically for handling changes and additional requests.
Unspent flex budget is typically refunded to the client when the project ends.
How to Manage This Approach
- During project scoping, propose a separate flex budget alongside the main project fee.
- Clearly define what this budget covers—small changes, extra revisions, or unexpected needs.
- Track usage transparently. Always ensure the client agrees prior to applying it.
- If the flex budget runs out, discuss whether to extend it or delay additional work.
Benefits
- Gives clients flexibility without endless negotiations over extra work.
- Ensures your agency is paid for scope changes while maintaining goodwill.
- Keeps projects moving without constant re-scoping discussions.
Risks
- Some clients may resist the idea of an extra budget upfront.
- Requires clear tracking and communication to avoid disputes over usage.
- If not framed well, clients might see it as an unnecessary upsell rather than a practical safeguard.
Final Thoughts
Scope creep is tough to avoid completely, but how your agency responds to it makes all the difference. If you want to refine your approach, understanding better project risk management for agencies can help you take control and stay profitable.
Some agencies stick to a rigid, pre-defined plan to protect profitability. Others position themselves as a trusted partner, making decisions on the client’s behalf. It can be as simple as whether you’re selling them a personalised product, or a bespoke project approach.
Some focus on agreed outcomes rather than fixed deliverables, allowing room for flexibility. Others take a financial approach—either padding the budget discreetly or setting up a transparent flex budget to handle inevitable changes.
There’s no single right way to do it. The key is to choose an approach that aligns with how you want to run your business—and to apply it consistently.
If you’re looking for more help to refine how your agency handles scope creep—whether through better processes, pricing strategies, or client communication—let’s talk. I can help you implement an approach that works for your business. Get in touch to start the conversation.
Photo by Kelly Sikkema on Unsplash