Smarter Week

How to automate it

How to automate “handle out-of-scope requests and change orders”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, once a week
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Use a one-page change request for anything out of scope

Scope creep costs time twice: doing the extra work and arguing about it later. A quick, standard change request makes the conversation easy and keeps margins.

Typically saves about 35% of the time45 min to set up
  1. 1Write a one-page template: what is asked, why it is out of scope, cost or time, and approval.
  2. 2Keep the signed SOW handy so you can point to what is included.
  3. 3Send the change request within a day of the ask, before starting the work.
  4. 4Track approved changes so they are billed.

Tools: PandaDoc, DocuSign or Word template · Your project tool

Fix 2 of 2

AI

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Agency Account / Client ManagerAgency Project Manager

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Other common tasks for Agency Account / Client Managers