Write down a project change before working from it. A new date, extra video or wider usage request can affect the work, cost and review process.
Compare the request with the agreed scope
Identify what is actually different.
Explain the practical impact
Work out the additional filming, editing, travel or review time.
Confirm the revised plan
Send a concise comparison of the original and requested work, with open questions clearly marked.
Compare the request with the agreed scope
Identify what is actually different. Is the sponsor correcting a factual error, requesting an included revision or adding another deliverable? Keep the current agreement and project brief available. Describe the change neutrally, using quantities, dates and channels instead of calling every request small or large.
Explain the practical impact
Work out the additional filming, editing, travel or review time. Identify which existing deadlines would move and what information you need. If compensation or usage terms may change, flag those for the appropriate review. Do not promise an extra deliverable before checking whether it fits around classes, training and existing commitments.
Confirm the revised plan
Send a concise comparison of the original and requested work, with open questions clearly marked. Follow the agreement’s process for changes. Keep the prior version and name the revised version when the change is resolved. Update the tracker so the athlete, representative and sponsor are working from the same timeline.
Worked example
Fictional example: A swimmer agreed to create one short video. After seeing the draft, the sponsor requests a second video filmed at another location. The athlete identifies the additional filming and asks about the date, travel and compensation. Until the change is resolved, the second video stays labeled requested, not scheduled. The original project does not silently become a two-video package.
Your working sheet
Copy these prompts into your own project notes. Keep private details in your records, and leave unanswered questions marked as unresolved.
- Original scope: the agreed deliverable and version.
- Requested change: who asked, when and what changed?
- Impact: time, inputs, deadlines and unresolved expenses.
- Review needed: compensation, usage or other agreement questions.
- Decision: accepted through the proper process, revised or declined.
- Updated record: new version and people notified.
Before your next step
This worksheet organizes a discussion; it does not determine your legal obligations. If there is a disagreement about what was promised, preserve the record and get appropriate advice. Do not erase the original brief or present an unanswered request as approval. Clear records are especially valuable when several people are coordinating a project.
Continue with the original-scope worksheet and the feedback workflow.