You're faced with a client's request for more resources. How do you navigate beyond the agreed-upon scope?

1 Assess Needs

Before reacting to a client's request for more resources, take the time to thoroughly assess their needs. Listen carefully to understand why they believe additional resources are necessary. Is there a change in their business goals, or have unforeseen challenges arisen? By empathizing with their situation, you can gain insight into their request, which is essential for finding a mutually beneficial solution.

2 Set Boundaries

Once you understand the client's needs, it's important to review the original project scope together. Clearly outline what was initially agreed upon and highlight the boundaries of that agreement. This step is crucial as it sets the stage for discussing the implications of expanding the scope. It's not about saying no; it's about setting realistic expectations and reminding the client of the project's original goals and limitations.

3 Explore Options

With a clear understanding of the client's needs and the project's boundaries, you can now explore options. Consider alternative solutions that could satisfy the client's new requirements without significantly altering the scope. Could you prioritize certain features or phases of the project to accommodate their needs? Presenting options shows your flexibility and commitment to the project's success.

4 Communicate Clearly

Clear communication is key in conflict resolution. When discussing additional resource requests with your client, be transparent about the potential impacts on the project timeline, budget, and quality. Use language that is easy to understand and avoid jargon that could create confusion. Your goal is to ensure that the client has all the necessary information to make an informed decision.

5 Negotiate Fairly

If the client still wishes to proceed with expanding the scope, it's time to negotiate. Approach this step with fairness and professionalism. Outline what the additional resources will cost and how they will affect the project. Be open to finding a middle ground that satisfies both parties. Remember, negotiation is not about winning or losing; it's about reaching an agreement that works for everyone involved.

6 Implement Changes

After reaching an agreement, implement the changes in a structured manner. Update project plans, budgets, and timelines to reflect the new scope. Ensure that all stakeholders are informed of these changes and understand their roles moving forward. Effective implementation will help prevent further conflicts and keep the project on track towards its new objectives.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?