Finding the Sweet Spot: When to Over Serve a Client and When Not to

As founders of boutique professional service firms, you understand the delicate balance between providing exceptional service and maintaining profitability. In an industry where client satisfaction is paramount, it’s natural to want to go above and beyond to meet every client’s expectation. However, there comes a time when over-servicing can have detrimental effects on your firm’s bottom line. In this article, we’ll explore when to over-serve a client and when not to, with a focus on profitability and client relationships.

The Pitfalls of Scope Creep

Scope creep is the silent profit killer that plagues many small service firms. It occurs when a project’s requirements expand beyond the initial agreement, often due to a desire to please clients and prove your firm’s worth. While it’s essential to meet your clients’ needs, unchecked scope creep can erode profitability and create unnecessary stress within your team.

The 10% Rule

To strike the right balance between over-serving and maintaining profitability, consider the 10% rule. It suggests that you should go above and beyond for only 10% of your clients while delivering services as scoped for the remaining 90%. Why 10%? The criteria are simple: these are the clients who consistently refer new business to you. They’ve proven their loyalty and are deserving of special attention. The extra cost you take on due to the scope creep is offset by the extra revenue generated from the referrals generated.

The key point to emphasize is that you should evaluate the profitability of the entire relationship, not just the profitability of a single project. While one project might not be highly profitable, a long-term client who consistently brings in new business can greatly benefit your firm in the long run.

Warning Signs of Over-Servicing

Here are three signs that you are over serving too many clients.

1. Uncontrolled Scope Expansion:

• • If you find that project scopes are continuously expanding without proper documentation or additional compensation, it’s a sign that you might be over-serving your client. Implement rigorous change management processes to address this issue.

2. Excessive Unbillable Hours:

• • Keep an eye on the number of unbillable hours your team is investing in a project. While some level of pro bono work can be beneficial, excessive unpaid efforts can hurt your firm’s profitability.

3. Client Dependency:

1. • If a client becomes overly dependent on your services to the point where they are unable to function without your constant support, it’s a warning sign. Encourage clients to take ownership of their projects and provide guidance for self-sufficiency.

What to Do About Over-Servicing

If you recognize any of these warning signs within your firm, it’s crucial to take action. Here are three actions to take.

1. Open Communication:

• • Start by having an open and honest conversation with your client. Discuss the project’s scope and expectations to ensure everyone is on the same page.

2. Reevaluate the Relationship:

• • Assess whether the long-term benefits of the relationship outweigh the short-term loss of profitability. If not, consider adjusting your approach or terminating the relationship amicably.

3. Implement Strict Scope Management:

1. • Put in place robust scope management processes to prevent scope creep. Clearly define project boundaries and provide detailed scope documentation.

To gain further insights and strategies for maintaining profitability while serving your clients effectively, we encourage you to join Collective 54. Our mastermind community is dedicated to helping boutique professional service firms thrive in a competitive market. We provide valuable resources, peer support, and expert guidance to help you navigate the challenges of running your firm successfully.

Balancing client satisfaction and profitability is a perpetual challenge for boutique professional service firms. By adhering to the 10% rule, monitoring warning signs of over-servicing, and taking proactive measures, you can maintain healthy client relationships while safeguarding your firm’s profitability. Join Collective 54 today to access the expertise and support you need to excel in your industry.