We recently sat down with Mick from Builders Business Blackbelt for a deep dive into one of the biggest headaches builders face—scope creep.
If you’ve been in the industry long enough, you know how projects can start out smooth but then derail when clients begin asking for changes after work has begun.
Mick shared some brilliant insights into managing scope creep and, more importantly, how to land those dream clients who understand your value from day one.
What is Scope Creep?
First off, let’s talk about scope creep. It happens when a client asks for changes after the project has started. You’ve already quoted and locked in the work, but suddenly they want a new window added here or an extension over there. What started as a straightforward project balloons in scope, costs rise, and all the while, the client is still expecting to pay the original price.
Sound familiar?
Mick explained that scope creep doesn’t just hurt the builder—it’s a bad experience for the customer too. Often, the customer doesn’t understand the true cost of these changes until the final bill, which leads to unpleasant surprises and tense conversations.
But, as Mick pointed out, scope creep is avoidable—and it all comes down to how you set things up from the start.
The Importance of a Clear Variation Process
One of the key takeaways from our chat with Mick was the importance of having a variation process in place. Too many builders don’t, and that’s where things start to fall apart.
Mick emphasised that it’s not just about having the process—it’s about communicating it clearly with both your team and the client. Your team needs to know that no changes get approved without going through the right channels, and your client needs to understand there will be a formal process for variations, which includes additional costs and timeframes. Setting these expectations up front can save you a lot of headaches down the line.
Finding the Right Clients: The Quality Client Pathway
Another game-changer Mick introduced was the Quality Client Pathway, a method designed to help builders land clients who value their expertise and are willing to follow the process. The pathway starts with a simple idea: You are the prize, not the project.
This is a mindset shift for many builders. Traditionally, the client holds the power—they’re the ones with the money, right? But Mick flipped the script, explaining that builders need to view themselves as the experts who the client needs to complete their project. You’re not there to grovel for work; you’re there to provide a high level of skill, knowledge, and project management.
How It Works
Here’s a breakdown of how Mick’s Quality Client Pathway works:
1. Start with a Questionnaire
When a potential client first reaches out, don’t jump straight to quoting. Instead, send them a questionnaire. This isn’t just to gather info about the project—it’s a small test to see if they’re willing to follow your process. If they can’t be bothered to fill out a few questions, they might not be the right fit.
2. Triage Call
Next, have a triage call to assess where the client is in the process. Are they serious, or are they still shopping around? This helps you avoid wasting time on people who aren’t ready or are just looking for ballpark figures.
3. Deliver a Credibility Pack
One of the coolest ideas Mick shared was the concept of a Credibility Pack—a physical gift pack sent to the client after the triage call. It’s designed to impress and build trust. One of Mick’s clients even sends it via Uber, so it arrives at the client’s door within an hour of the call.
4. The Initial Meeting
Here’s where things get interesting. Mick advises having the initial meeting on neutral ground—ideally at your office or even a local café. This simple move shifts the dynamic: they come to you, which positions you as the professional in control. If they refuse to make the effort, it’s a sign they might not value your time or process.
5. Get Paid for Proposals
Finally, Mick encourages builders to charge for professionally prepared proposals. This isn’t a free quote—it’s a detailed proposal that takes time, skill, and effort to put together. If a client is willing to invest in the proposal, it shows they value your expertise. If they’re only after a freebie, they might not be your ideal client.
Setting Boundaries and Preventing Scope Creep
Once you’ve established the right client relationship, you’re in a better position to manage scope creep.
Mick shared that it’s important to explain upfront that while changes can be made during the project, there’s a formal process for variations—and it comes with a fee.
Every time there’s a change, you present the client with the updated total project cost. For example, if the original project was quoted at $800,000, and they want to add a $20,000 extension, you don’t just present them with the extension cost—you give them the new total project cost of $820,000. This helps avoid the “death by a thousand cuts” scenario, where small changes add up and shock the client at the end of the project.
Using NextMinute to Manage Scope Creep
At NextMinute, we understand the importance of managing scope creep and variations, which is why our software allows you to track variations easily. When you add a variation, it automatically updates the project budget, so you can see the real-time impact on costs.
You can also issue progress invoices based on these changes, ensuring you get paid for extra work as it happens—not at the end of the job when it’s too late.
NextMinute’s Gantt chart feature also allows you to plan your jobs and see your availability over the next 12-24 months. This helps you communicate with potential clients upfront about when you can fit them in, setting expectations right from the start.
Final Thoughts: You Are the Prize
Mick’s message was clear: as a builder, you are the prize. The right clients will understand your value, respect your process, and follow your lead.
By setting clear boundaries, managing variations effectively, and educating clients about the true cost of changes, you can avoid scope creep and run more profitable, stress-free projects.
If you’re ready to take control of your projects and stop scope creep in its tracks, try out NextMinute and see how our tools can help you streamline your process and keep your clients happy.
And if you want more gold from Mick, check out The ToolShed Podcast—it’s packed with insights to help builders level up their businesses.
