Project Difficulty Troubleshooting
How to identify, prevent and resolve common project problems before they escalate.
Key points
- Most project problems can be predicted and prevented
- Early warning signs are often visible in the first few interactions
- Clear documentation prevents most misunderstandings
- Addressing issues early is always easier than fixing them later
What the Code says
The Code of Practice emphasises that professional copywriters should “communicate clearly with clients throughout projects” and “address issues promptly and professionally.”
Project difficulties are inevitable in any client-facing work. What distinguishes professionals is how they anticipate, prevent, and resolve these challenges.
Common project problems
Most project difficulties fall into predictable categories:
Scope and expectations
- Unclear or incomplete briefs
- Scope creep — gradual expansion of requirements
- Misaligned expectations about deliverables
- Disagreements about what “done” looks like
Communication issues
- Delayed or missing feedback
- Too many stakeholders with conflicting opinions
- Client goes silent mid-project
- Miscommunication about timelines or priorities
Quality and satisfaction
- Work doesn’t meet client expectations
- Endless revision cycles
- Client changes their mind after approval
- Subjective disagreements about tone or style
Commercial issues
- Late or non-payment
- Budget disputes
- Requests for unpaid additional work
- Contract disagreements
Early warning signs
Many project problems announce themselves early. Watch for:
During initial discussions
- Vague answers to specific questions
- Reluctance to put things in writing
- Unrealistic timelines or budgets
- Previous copywriter “didn’t work out”
- Excessive focus on price over value
During briefing
- No clear decision-maker identified
- Conflicting information from different stakeholders
- Missing essential information (audience, goals, context)
- Resistance to your process or recommendations
During the project
- Feedback is late, vague, or contradictory
- New requirements appearing without discussion
- Difficulty reaching key contacts
- Signs of internal disagreement at the client
Trust your instincts
If something feels wrong early on, it usually is. Address concerns immediately rather than hoping they’ll resolve themselves.
Prevention strategies
The best way to handle project problems is to prevent them:
Clear documentation
- Written briefs signed off by the client
- Scope defined in specific, measurable terms
- Revision limits and process agreed upfront
- Timeline with clear milestones
Stakeholder management
- Identify the decision-maker before starting
- Establish a single point of contact
- Agree how feedback will be consolidated
- Set expectations about response times
Regular check-ins
- Brief progress updates at key milestones
- Early sharing of work-in-progress when appropriate
- Proactive communication about any delays or concerns
Resolution approaches
When problems do arise, address them systematically:
Step 1: Identify the real issue
Surface complaints often mask deeper problems. “The copy isn’t right” might mean the brief was unclear, stakeholders disagree, or the client has changed direction.
Step 2: Document the situation
Before responding, gather the facts. Review emails, briefs, and previous feedback. Understand what was agreed versus what’s being requested.
Step 3: Have the conversation
Address issues directly but professionally. Focus on solutions rather than blame. Use “we” language to position yourself as partners solving a problem together.
Step 4: Agree next steps
End every difficult conversation with clear, documented next steps. Who will do what, by when? Put it in writing.
Don’t let issues fester
Small problems become big problems when ignored. A brief uncomfortable conversation now prevents a major dispute later.
When to escalate
Some situations require more formal action:
Consider escalating when
- Your direct contact can’t resolve the issue
- The client is breaching your contract
- You’re being asked to do something unethical
- Payment is significantly overdue
- The relationship has broken down
Escalation options
- Request a call with a more senior stakeholder
- Send a formal letter outlining your position
- Invoke contract clauses (pause work, termination)
- Seek mediation for significant disputes
- Take legal action as a last resort
Summary
Project difficulties are a normal part of client work, but most can be prevented or resolved with good processes and clear communication.
The key principles: document everything, address issues early, focus on solutions, and know when to escalate. These habits protect both you and your clients.