Freelancers: Do You Charge for Scope Definition?
You should.
Scope definition applies most directly to tech projects such as web development.
But if you’re referring to copywriting or design projects, you can substitute “project kick-off”, “project briefing” or “project definition”.
In a perfect world, the client would give you a fully detailed briefing with all the information you need. So you wouldn’t have to think about scope definition.
But let’s get real…
Scope Definition Prevents Scope Creep
No matter what type of project you’re doing, you need a complete brief. You need to know primary and secondary audiences, functionality, intersection with other media, etc.
Without a fully defined scope, you’re guessing, making assumptions. And that’s when a lack of scope definition leads to scope creep.
You’ll find yourself redoing work, changing direction, adding or editing content. The scope keeps growing and you’re never done. The client keeps changing their mind or adding information or functionality. And yet, they want you to stick to your budget. That’s no way to work.
You can avoid this kind of scope creep with a well-articulated project definition.
Call It a “Project Kick-Off”, “Working Session”, or “Scope Confirmation”
Whatever you call it, any significant project requires a defined beginning. You and the client need to agree to the terms of the project and that it is now officially underway.
Also, if you’re billing for a deposit, you should have it at this time.
Whether it’s Zoom or F2F, this working session is your chance to ask questions, get clarification, make any adjustments, and finally end the meeting with a complete agreement for all definitions.
This type of structured meeting, rather than slip-sliding into projects on the back of random emails, also gives the client confidence. You have taken control, demonstrated you understand the project, and the client can sleep comfortably.
How Do You Charge for Scope Definition?
The simple answer is to put it as the first item of your estimate. In our case, we would call it the Project Kick-Off Meeting, include a description of what we would cover, and then give it a dollar figure. Simple.
However, if you’re not comfortable breaking out the scope definition, include the costs in the first phase of your project.
One way or another, you need to do this work, and you need to get paid for it.
Do You Have Templates for Defining Project Scope?
Many freelancers and small agencies have created their own project scope templates.
These project definition templates give them the information they need to start the jobs.
The template could be in the form of questions. For example:
Who is the primary audience?
Secondary audiences?
What is the key purpose of the project? (e.g. sign-ups, sales, news, reputation)
What other activities are related to this project?
And many more questions including timing, dependencies, budgets, etc.
If you don’t already use project scope templates, consider creating one, appropriate to the type of projects you do most often.
And then work through them with your clients in your Project Kick-Off Meetings.
Big Tech Projects Don’t Start Without It
In the past, my agency partnered with a big IT company. We provided strategy, UI, graphic design, and copy for websites.
With their understanding of the complexity of major IT projects and the number of possible solutions for any job, the IT company had an upfront fee of $25,000 for scope definition. This was for projects that would typically go well into six figures for delivery.
In that scope, they would detail all processes, definitions, software options, etc. They simply wouldn’t take on a project without this preliminary phase.
Their pitch was that even if they didn’t do the project together, the client would benefit from having a fully defined scope that anyone else could follow.
Final Thoughts on Scope
Often clients are in a hurry (or claim to be). That means you get a half-baked brief that they would like you to work with under the illusion of progress. It’s really “special” getting this kind of brief on a Friday, with the client assuming you could start the project over the weekend.
By incorporating a scope definition phase into your estimates, you show the client that you’re taking the job seriously, that all questions have to be answered, and that this is the most efficient way to handle the project.
Occasionally, you’ll find issues coming up during the scope definition meeting that require changes to the estimate. Wouldn’t you rather do that before you start the job than halfway through it?
See how to increase your billing with detailed estimates.
There’s lots more about managing scope in my book, How to Start a Successful Creative Agency. It’s the essential business guide for freelance graphic designers, copywriters, filmmakers, photographers, and programmers.
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