When customers request changes to the project scope after execution has started, it is essential to follow a structured process to prevent scope creep and maintain project control. First, I would thoroughly evaluate the change by clarifying the requirements with the customer and assessing the impact on the timeline, budget, and resources. I would then review the original project scope and contract to determine whether the request falls within the agreed parameters or requires a formal change order. Next, I would initiate a Change Request Form (CRF) to document the details, including estimated costs, effort, and potential risks, and seek stakeholder approval. If the change is authorized, I would update the project schedule, budget, and resource allocations accordingly, while ensuring all team members are informed. To prevent further uncontrolled changes, I would enforce a strict change control process, requiring all modifications to undergo formal review and approval. Throughout the process, maintaining clear communication with the customer is key to managing expectations and ensuring they understand how the changes affect the project's scope, timeline, and deliverables. This structured approach helps keep the project on track while accommodating customer needs effectively.

Dealing with scope changes after the execution phase has started is indeed challenging, but a structured approach can mitigate the risks. First, thoroughly evaluate the change request by clarifying the requirements with the customer and assessing its impact on the timeline, budget, and resources. Review the original project scope and contract to determine if the request falls within agreed parameters or requires a formal change order. Initiate a Change Request Form (CRF) to document the details, including estimated costs, effort, and potential risks, and seek stakeholder approval. If authorized, update the project schedule, budget, and resource allocations accordingly, ensuring all team members are informed. Enforce a strict change control process to prevent further uncontrolled changes, requiring all modifications to undergo formal review and approval. Clear communication with the customer is crucial to manage expectations and ensure they understand how changes affect the project's scope, timeline, and deliverables.

When a customer requests changes after project execution has begun, a proactive and collaborative approach can effectively manage these changes while minimizing disruption. Firstly, I would suggest implementing a rapid prototyping session with the customer to explore the requested changes visually. For example, if a customer wants to add a new feature to a software application, a quick prototype can be created to show how this feature would integrate with the existing design. This allows the customer to see potential impacts and trade-offs in real-time, such as extended timelines or increased costs.

Secondly, introducing a negotiation phase is important. During this phase, both the project team and the customer review the prototype and discuss the feasibility of the requested changes. The negotiation would cover how these changes could be implemented within the existing project constraints of time and budget. For instance, if the new feature requires additional resources that exceed the customer's budget, we could explore alternative solutions such as scaling down other features or extending deadlines. This phase aims to reach a mutual agreement that satisfies the customer’s needs without compromising the project's overall goals and quality. By using these techniques, we ensure that scope changes are not only managed efficiently but also align well with both the customer’s expectations and the project’s capacity to deliver.

I would take below steps if the customer requests changes to the project scope after the execution has started.

1. Understand the change in detail and document the request formally, including specific modifications, reasons, and urgency.
2. Conduct an impact analysis and consult with key stakeholders, including the project team, to determine feasibility.
3. Explore alternative solutions that may fulfill the customer's needs without significantly impacting the project timeline and budget.
4. Negotiate and Get Approval from stakeholders based on the resource availability and impact analysis
5. Update Project Plan to accommodate modified timelines, budgets, resource allocations.
6. Scope Baseline: The scope baseline is formed by the scope statement and the WBS of the project. It’s the document against which you should benchmark the actual developments of the project to verify whether there are any necessary changes or adjustments.

Various tools can be used to scope change control:

Scope change control system- A scope change control system defines the procedures by which the project scope may be changed. It includes the paperwork, tracking systems, and approval levels necessary for authorizing changes.
Performance measurement- An important part of scope change control is to determine what is causing the variance and to decide if the variance requires corrective action.
Additional planning- Few projects run exactly according to plan. Prospective scope changes may require modifications to the WBS or analysis of alternative approaches.

The initial step involves formally evaluating the request through a structured change management process. This includes thoroughly documenting the proposed change, grasping its rationale, and assessing its effects on project timelines, budget, resources, and quality. The project manager should then work with the team and relevant stakeholders to perform a cost-benefit analysis, determining whether the change fits within the broader project objectives and contractual requirements. If justified and feasible, the project plan, schedule, and budget need to be adjusted accordingly, with written approval from the customer on the revised scope. It’s also essential to inform the team about the implications of the change to realign their focus and priorities. To avoid scope creep, all changes must be managed through proper documentation, client sign-off, and regular monitoring. How do you typically manage situations when clients request further changes during the project?

In biomedical device development, I feel like managing scope changes after execution starts can be especially tricky, not just because of timelines and budgets, but due to the regulatory and validation implications that even small changes can trigger. That said, it’s understandable that customer needs may evolve, especially as their understanding of the product deepens during development. From a project management perspective, the real challenge seems to lie in balancing flexibility to adapt with maintaining enough structure to stay on track. A strong change control process is essential, but so is building in opportunities for customer input earlier in the process to reduce the need for major adjustments later on. In some cases, scope changes may reflect gaps in initial requirements gathering, or highlight areas where more iterative collaboration with the customer could have prevented misalignment. Taking these moments as learning opportunities can help strengthen processes for future projects while still keeping the current one grounded.