3 Steps to Quickly Evaluate Scope Changes and Keep Your Project on Track

(Without Derailing Your Team or Damaging Client Trust)

May 08, 2025

Change requests don’t have to wreck your project, especially when you’re getting close to delivery day.

In your run-up to launch, anticipation builds, stress-levels steep higher and everyone’s hoping it’s an easy step over the finish line.

Good times ahead. Beer tops will pop in celebration!

But NO.

That unknown stakeholder has just dropped a last minute curveball. A change of ‘scope’ that “has to happen”. 🥳

If I had £’s for every time there’s a scope change at the last minute, I’d be kicking back in my Ferrari right now.

Ring any bells!??

When it happens, it’s easy to react instead of respond. Jump into action mode, say yes too quickly, and not take a moment to breathe and assess the situation properly.

Don’t do that any more. 🤐

There’s a slicker way.

Today, I’ll walk you through a simple 3-step method to help you stay calm, evaluate impact fast, and respond like the legendary PM your client didn’t know they needed. That’s you by the way.

Who this is for

Project managers in fast-moving agencies who want to manage change requests without working late or burning bridges.

What you’ll get (+ free bonus checklist)

By the end, you’ll know exactly how to handle scope changes quickly, confidently, and in a way that protects your project and builds trust with your clients.

I’ll also give you a checklist (and a cheeky client follow-up prompt) so you can assess any change request and make sure you haven’t forgotten anything.

Why you should trust me

I’ve led hundreds of digital projects, including websites, online ads, mobile apps and social media campaign launches. From big brands to bootstrapped startups. These steps are tried and tested.

Step 1: Diagnose Before You React

When a client wants to make changes at the last minute, it’s easy to jump straight into panic-mode.

Probably replying to their email with “this is a change! It will impact delivery!”

But reacting too fast can lead to frustration and wasted time.

Take a breath before doing anything. Literally.
Seriously, don’t reply to that email yet.
Don’t assume it’s urgent if it’s late in the day. (unless of course it IS delivery day).
Clarify: what’s the change, why is it needed, and is it the right approach?

Slowing down for 5 minutes will give you clarity of thought.

I once had a late client email asking to “change the structure of the landing page.” My gut said panic. But instead, I replied positively with a few simple questions:

What exactly do you want changed?

What’s the priority of this versus other tasks?

What outcome are you expecting?

[Tip: It would have been better to have a phone call and follow up with my notes]

Turns out, they just wanted to move a block of content higher up the page. No major overhaul. No last minute chaos.

Next, let’s look at how to prioritise.

Step 2: Make a simple plan

The biggest mistake you can make after a change request?

It’s jumping in without a plan.

And assuming you can tackle the easiest bits first, just to tick them off.

Ignoring the bigger blockers (i.e. a feature that looks small but isn’t) can mean things take longer overall as you haven’t made a careful assessment.

You need to:

Check where you are from a budget perspective. Know if more could be needed.
Work with your team to assess the changes. Ballpark, the hours for each change.
Create a list of questions for your client, to clarify what others have thought of.
Hold off on “just doing the small stuff” for now.
See if the work can be divided up between similar resources (people).
If it becomes a matter of priority, then use an effort-impact scale with your client to prioritise and have them make the decisions.
Document everything and agree the plan with your client before proceeding.

A junior PM I was coaching once flew into action when (in the last week of delivery) a client asked for an extra page to be added to their website. On top of everything else that was in QA at the time.

The PM agreed, wrote the brief, and before we knew it the copywriter was cracking on.

They didn’t check the complexity of the content with the tech team, and it turns out a new piece of functionality needed to be written.

Then what?

Hold your hands up and say you were wrong?
You could go back to the client and say it would impact delivery, or add it post launch as a change request - they won’t be happy either way.
Beg your team to work additional hours. They will be unhappy, AND your client could think they can request changes last minute and get things for free.

Let’s talk about how to use this situation to strengthen your client relationships.

Step 3: Lead the Client

You could treat the client like a landmine at this point.

Either saying yes to everything—or push back too hard, too soon.

Remember - understand their objectives and ask why they want the change—it often reveals deeper pain that you could help to solve.
Don’t promise over the phone, use the phrase “I’ll check with the team and come back to you [insert time]”
Be mindful of how ‘users’ (the target audience for the project) may or may not be impacted.
If it’s an asset that is live and being updated, then get some analytics data so you can benchmark the impact of the change.
Present options with trade-offs: speed vs. quality, now vs. post-launch. There could be an opportunity to make the project even more effective if given a bit more time.

Helping your client feel heard builds trust in you and your agency.

One colleague I worked with was frustrated by a client who kept changing their mind. But after one request, they paused and asked:

“What’s prompting these changes? Is there a way that I can help?”

Turns out, a new Medical Director had joined—someone we didn’t know about. They hadn’t been involved with many website projects before, so wasn’t aware of the impact of their decisions.

Knowing this information meant that our whole approach to presenting work and getting feedback could change and align to the way the client needed.

Bonus checklist + prompt

You’re going to get last minute change requests.

With these 3 steps, you can take stock and come out with a positive result that works for everyone.

It’s easy to focus on tasks, but by focusing on outcomes and the bigger strategic picture it will position you as a partner in your clients’ success, the growth of their business and therefore the growth of your agency.

Grab your Change Request Checklist and time-saving prompt.