Just landed a new PR client? Excellent! You've got the brief, scoped the project, mapped out a timeline, secured the resources and agreed the budget.
Seems straightforward, right? Well, hold on a minute.
The client makes a small request: "One tiny tweak?" "A quick question..." Next thing you know, a list of demands starts flooding your inbox and you're facing full-blown scope creep. Transforming your manageable project into a monster that devours time, resources, and your budget.
This blog dives into scope creep in PR, how to avoid it, and how to get a derailed project back on track.
Understanding Scope Creep in PR
In PR, projects typically involve clearly defined goals, target audiences, messaging, and deliverables. Scope creep occurs when clients request changes outside the original agreement. These seemingly minor tweaks have the potential to completely alter a projects scope.
It’s a snowball rolling down the side of a mountain. It starts off quite innocent but quickly gains momentum, becoming larger and harder to control. Until eventually, everyone is running for cover, trying to hide from the oncoming terror.
Combating Scope Creep in PR
A little flexibility is healthy; it shows you PR agency is adaptable and client-focused. However, some clients will try their luck and push boundaries as far as they can. Here are some ways you can keep scope creep in check:
The Mighty Client Brief: Don't underestimate the power of a detailed brief. It clarifies the client's vision, minimises confusion, and keeps everyone aligned. A solid brief ensures projects are delivered on time, within budget, and meet all requirements without much rework.
Setting Expectations Upfront: Be upfront about what your PR agency can and can't deliver. Don't overpromise to win a client, it can back fire massively and could damage your PR agency’s reputation. Setting clear expectations helps manage client assumptions and ensures everyone's on the same page.
The Art of Saying "No": This is scope creep 101. Clients can be demanding, but don't be afraid to push back on unreasonable requests. Compromising quality for unrealistic deadlines or tasks outside your expertise hurts your reputation and strains your team, it’s really not worth it. Just say “no”.
Communication is Key: Regular and transparent communication is vital. Confusion breeds scope creep. Keep clients informed about project progress and potential roadblocks, allowing time for adjustments. Discuss proposed changes openly, highlighting how they might impact timelines and budgets. Open communication fosters trust and keeps projects on track.
Milestones Matter: Break down projects into manageable milestones. These checkpoints keep clients engaged and it illustrates big steps in progress. Consider tying invoices to these milestones, this incentivises both parties to stay focused on the agreed-upon scope.
Document Everything: Memory fades! Document everything related to the project scope, including initial agreements, discussions about changes, and the final approved scope. Track time spent and finances used. A clear paper trail avoids confusion and covers your back.
Project Management Software: These tools can be lifesavers. Features promoting clarity, control, and communication significantly increase your chances of delivering projects on time, within budget, and within scope.
Change Control Processes: Even the best laid plans can go awry. Have a process for handling agreed-upon changes, including revised timelines and budgets. Clearly communicate these adjustments to all stakeholders to ensure everyone's aligned. Explain to clients that major changes might incur additional costs due to resource allocation or impacting other projects. It’s better to have a plan B than no plan at all.
Taming Scope Creep Mid-Project
So, what happens if scope creep takes hold and your project spirals?
· Assess the Damage: First, take stock. Identify areas of deviation and their impact on resources, budget, and deadlines.
· Renegotiate Scope or Resources: Discuss the situation with the client. You might need to renegotiate the scope, prioritising tasks and potentially removing elements. Alternatively, discuss securing additional resources or budget to accommodate the expanded scope.
· Update and Communicate: Reflect agreed-upon changes in the project plan, including revised timelines and budgets. Clearly communicate these adjustments to all stakeholders. Draw a line in the sand and get the project back on track.
Conclusion
The unexpected can and undoubtedly does happen, but taking proactive steps can shield your PR agency from dreaded scope creep. Clearly define the project scope, document everything, and prioritise open communication. These steps keep projects on track, clients happy, your team thriving, and your margins healthy.
Add a Dash of Paprika to Your Agency
As a PR agency, it can be very easy to get yourself into a project management muddle! Trying to manage and organise resources, client demands, and allocated time can quickly get out of hand.
Paprika agency management software serves as a central reference point for your entire team, knowing what projects are being worked on for which client, when deadlines are due, and how much time has been spent.
As a PR agency would you like a better handle on your client’s projects?
Book a demo to find out more.