How can you manage scope creep during pre-production for animation projects?

What has worked for me as series director is to track scope on an episode by episode basis and make the client/writers aware of scope overages as early as possible at the script outline stage. My experience as a storyboard artist has helped me a great deal in being able to read through a script and predict what locations, characters and props we'll need and flag potential scope overages as well as suggest possible reuse options. I will then deliver a "scope report" to the writers as well as the studio heads so we're all on the same page with the expectation that the writers will adjust the script to fit within the agreed upon scope for the project.

In general, as PMs, we should take care of the scope throughout the project lifecycle. To prevent scope creep, follow these steps: 1. Establish a well-defined project scope at the beginning of pre-production. 2. Clearly outline project goals, deliverables, and limitations to set expectations 3. Develop a detailed project plan that includes timelines, milestones, and specific tasks for each phase of pre-production. 4. Share and include the team to ensure everyone understands their roles and responsibilities. 5. Communicate project constraints and obtain approval on the defined scope. 6. Allow for changes, but document them through the change log. 7. Keep them informed of progress and any potential deviations from the initial scope.

Creating a video is a collaborative process, or it's not. If a client wants you to "make it beautiful" and don't bother them, that's the deal. You make the choices for budget x, and you won't experience scope creep. If they want to be involved and want their entire team and several business units to review each phase of the video production process, clarify that they also impact the project's scope. Map out the project phases, what's included and what is not, and make sure all stakeholders can refer back to this project map. It's ok to enforce boundaries or hold a client responsible from time to time.

As a visual person, I find it hard to think of scope only as numbers, so once we get to launching episodes for design, I like to create a "Design Launch Doc" which is a visual representation of all the assets we'll require for an episode. The document includes thumbnails of all the reuse assets as well as any reference images for new designs and acts as a jumping off point to run visual ideas past the client and get their feedback before we even begin design. This ultimately leads to less revisions down the line and less scope creep.

Look at it this way. You have probably experienced this once or twice: If you outline the included phases and by-products transparently, clients will respect them, and you will have something to point to when they request something outside of the scope. A rounded figure quote without specifications doesn't offer this luxury. So if you prefer that, make sure it's a number that covers potential scope breakers.

Always be in solution mode. Clients will return the favor when something on your side goes south. Even if a request is weird, folks depend on your professional demeanor and problem-solving skills here. Take responsibility for the details you could have communicated clearly, and let them take responsibility for what you did communicate clearly. It's just trading. Sometimes, you give a little; sometimes, you earn some more to do some more. Just don't hit the brakes and ruin the vibe.

Have some examples of complexity levels ready. Clients don't know The Lion King takes more work than a rubberhose rig until you show them why. Same goes for the phases in your production process. They requested a video. They didn't think about a script and they probably don't feel confident writing it anyway. But when they see it as a by product, they also understand where the time and price comes from. And if they don't, you can always ask them how they plan to cover that part of the process. If you don't tell them what the included phases and by-products are, they might expect the video to appear from thin air, and I can't blame them. I'm the same when I need someone to fix my car.

You can't be too rigid with your scope. Many times your clients don't know what they're exactly looking for. And it's not until you complete certain steps of the animation creation process that it becomes clearer to them. Which naturally means they'll have new demands Of course, it's up to you to assess how feasible it is to complete these changes. If it's a major scope creep, clarify why that's the case to your client and explain under what new terms you could make the required changes. But if it's something minor and it's not too much of an inconvenience, you might as well help them with it. It'll help you build positive karma, which will pay off big time in the long run.

Clearly define project goals, objectives, and deliverables from the outset. Develop a comprehensive project plan with detailed timelines and milestones. Establish a change control process to assess and approve any scope changes. Communicate expectations and limitations to all stakeholders. Regularly review and update the project plan as needed. Foster open communication to address concerns or potential scope changes promptly.