Template
Scope change meeting template
The client wants something beyond what was agreed: work out exactly what is new, what it costs in time and money, and decide — together, and in writing — whether to add it.
The agenda, with a time for each part
- What is being asked for6 min
- What exactly do you want, and why now?
- Is it new or was it included5 min
- Is this in what we agreed, or beyond it?
- What it would take8 min
- How much time and money, and what would it delay?
- Options7 min
- Add it, swap it for something else, or do it later?
- Decision in writing4 min
- Who confirms, and by when?
How the notes read afterwards
A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.
Asked. A Spanish version of the website.
Included? No — the scope says English only.
Takes. 3 weeks and $9,000, or launch moves from the 1st to the 21st.
Decision. Launch in English on the 1st; Spanish as a second phase, quote by Friday.
Running it well
- Have the original scope document open. Arguments about what was agreed are settled by what was written.
- Offer a swap as well as an addition. Clients often prefer to drop something less important than to pay more.
- Never start the new work before the change is confirmed in writing.
Ways to change it
When to skip it. For tiny requests you are happy to absorb — but say that you are absorbing them.
Questions
What is scope creep?
When a project's work grows beyond what was agreed, usually through small additions, without the time or budget being adjusted.
How do you handle a scope change request?
Compare it with the agreed scope, estimate the time and cost, offer options such as adding, swapping or delaying, and confirm the decision in writing.
What is a change order?
A written agreement that changes a project's scope, cost or schedule, signed by both sides before the extra work starts.
What happens in the room
Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.
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