Good project management is like the engine of a successful business. It keeps things running smoothly, helps teams stay focused, and ensures resources are used wisely. Picture this—nearly every project finishing on time, within budget, and leaving your client happy. Sounds great, right? Believe it or not, this is achievable with strong project management skills. But here’s something to think about—companies lose about 11.4% of their money due to poorly managed projects, according to a study by the Project Management Institute (PMI). That’s a big deal!
If you’re new to managing projects, it can be a bit tricky to figure out what works and what doesn’t. One important concept to learn is something called gold plating. The name might make it sound like something good—like adding something shiny to a project. But don’t be fooled! Gold plating often creates more problems than it solves and can throw even the best-planned projects off track.
What is Gold Plating?
Gold plating in project management means doing extra work or adding features to a project that the client didn’t ask for. While it might seem like a nice thing to do, it often causes unnecessary problems. Gold plating is basically going beyond what was agreed upon, and that can create issues for the team and the client.
Here’s an example: Imagine a client hires your team to create a simple app for booking appointments. The client specifically asks for a clean design and easy-to-use features. However, one developer decides to add a built-in chat option to impress the client. When the client sees the app, they’re upset because the extra feature makes the app feel complicated. Plus, the time spent adding the feature delays the project and costs extra resources. Instead of “wowing” the client, it damages trust.
The term “gold plating” comes from manufacturing, where unnecessary features or decorations are added to a product. It’s the same in project management—adding “extras” that don’t add real value usually backfires.
Gold plating can negatively impact projects in several ways:
- Time spent on unapproved work can cause project delays, meaning your team might miss the deadline.
- Adding features that weren’t planned for often leads to higher costs as extra money and resources are used up.
- When the changes don’t match what the client wanted, it can cause client dissatisfaction, leaving them disappointed.
- Ignoring the original agreement can result in a loss of trust, making the client question your reliability.
- Adding unnecessary extras may create a lack of focus on what truly matters—meeting the client’s needs.
How to Prevent and Handle Gold Plating
Good project management can help avoid gold plating by keeping the team and client on the same page. It’s all about having clear plans, open communication, and sticking to the agreed goals. But even the best plans don’t always stop gold plating from happening. If it does, there are simple ways to deal with it and get things back on track.
How to Stop Gold Plating Before It Happens
1. Set Clear Boundaries
At the start of the project, make a clear plan with the client. Write down everything the project should include and what won’t be added. For example, if you’re building an app, agree on exactly what features it will have, like a booking system or a profile page, and avoid adding extras.
2. Stick to the Plan
Once the project plan is ready, follow it closely. Even if you think adding another feature might improve the project, don’t make changes without approval. The client needs to decide what’s included—not the team.
3. Talk Openly
Encourage team members to share ideas or concerns so everyone can discuss them together. If someone suggests adding a feature, figure out if it fits the client’s request or if it’s better to leave it out. For instance, a designer might want to add animations to a website, but ask first if they’re really needed.
4. Check Progress Often
Hold regular meetings to review how the project is going. This helps you catch any extras being added before they cause bigger problems. For example, if someone is working on an unplanned feature, you can address it early.
How to Fix Gold Plating If It Happens
1. Stop and Assess
When you discover work has been added, pause and figure out what’s going on. Is it finished? Is it slowing down the project? For instance, if unplanned features were added to a product, check how much time and resources they’re eating up.
2. Be Honest with the Client
Talk to the client about the extra work and explain how it might affect the project. Ask if they want to keep the changes or go back to the original plan. Being upfront helps build trust and ensures the client calls the shots.
3. Refocus on the Plan
Remind your team of the project’s main goals and get everyone back on track. For example, if time was spent on an unapproved feature, shift focus to finishing the client’s original request.
4. Learn from the Experience
Look back at how the gold plating happened and learn from it. Was the project scope unclear? Did approval steps get missed? For future projects, tighten your processes to avoid repeating the same mistake.
5. Limit the Damage
If undoing the extra work is too costly, try to make it fit in without causing delays or going over budget. For example, if extra functionality was added to software, ensure it doesn’t take time away from finishing what the client actually asked for.
What About Small Client Requests? Is That Gold Plating?
Here’s a common question—what if the client asks for small changes or additions during the project? Does that count as gold plating? The short answer is no, because gold plating happens when the project team adds something extra without the client asking for it. Client requests, on the other hand, are initiated by the client.
But there’s still a risk. If these small requests aren’t managed properly, they can lead to something called scope creep. Scope creep happens when extra work or changes go beyond the original project plan without updating the budget, timeline, or resources. At first, these small changes might seem harmless, but they can pile up and cause delays, overspending, or even confusion.
How to Manage Client Requests Effectively
1. Understand the Request
Take time to listen and fully understand what the client wants. Ask questions to see if it fits with the project’s goal. For example, if they ask to add a new report feature to software, find out why it’s important to them.
2. Follow a Change Management Process
Any changes should go through a formal process. This could involve getting the client’s approval on a revised timeline, contract, or budget. For instance, if extra design work is needed, make sure the new deadline reflects this.
3. Be Transparent About the Impact
Explain how the change will affect the project. Will it delay delivery? Will it require more funds? Being upfront helps the client make informed decisions and avoids surprises later on.
Rise to the Challenge of Good Project Management
Being a great project manager doesn’t mean avoiding every challenge—it means handling them the right way. Gold plating might seem like a small mistake, but it can create bigger problems for your project and your relationship with the client. The key to preventing it is staying focused, communicating clearly, and delivering exactly what was agreed upon.
No matter what issues pop up—whether it’s gold plating, scope creep, or something else—your number one priority should be to keep your promises. A well-managed project isn’t just about getting the job done on time; it’s about showing your client they can trust you to deliver what they need, without any surprises.