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How Evolve Tasks are Scoped and Where to Find Them

At SMILE, clarity and communication are key to successful project management. As an Evolve subscriber, understanding how your tasks are scoped—and where to find this information—is vital to getting the most out of your subscription. In this article, we’ll walk you through how we define what will be delivered as part of any given task, how we agree on the scope with you, and where that scope lives within our system.


1. Defining the Scope of Evolve Tasks:

When you request a task under your Evolve subscription, our first step is to define the scope. Here’s how it works:

  • Initial Request: You’ll submit a request for work through our Change Control Request form or through discussions with your Account Manager. It could be anything from web design to UX consultancy, campaign concepts, or development work.
  • Task Breakdown & Hours Estimate: Once we’ve received your request, our team will break it down into actionable tasks. Each task is assigned an estimate of how many Evolve hours will be required to complete it. This estimate helps you understand how your monthly hours are being utilised.
  • Monthly Scheduling Meeting: Every month, you’ll meet with your Account Manager to discuss the tasks you want to prioritise. By this time, all tasks should have their hours estimated, and we’ll work with you to fit them into the roadmap for the coming month or beyond.

The monthly meeting included in your subscription is a planning call, intended to schedule tasks that have already been scoped and estimated. Discussions about scope and change requests are welcome but new requests may not be estimable ahead of the Evolve month that immediately follows this meeting.


2. Agreeing on the Scope with You:

Once the task breakdown and estimate are ready, we’ll move on to ensuring you’re comfortable with the scope:

  • Scope Review: During your monthly scheduling call, we’ll go over the tasks, estimates, and deadlines with you. This is your opportunity to confirm that everything aligns with your expectations. If it does not, we’ll take the task back to our team for further refinement. This may result in tweaks to both written scope and time estimates.
  • Locking in the Scope: After finalising the task list for the month, the scope is locked in. From this point on, our team will focus on delivering those tasks by the end of the month. If you need to make any changes, we’ll do our best to accommodate them, but please be aware that once work has begun, changes may not be possible without an additional charge or time adjustment.

Transparency is at the heart of our process. We make sure you have full visibility on what’s planned, what’s prioritised, and when it will be delivered.


3. Where to Find the Task Scope:

Once the scope is agreed upon, all information is centralised and easily accessible:

  • Asana: Your main resource for tracking tasks is your dedicated Asana project. Here, you can find task descriptions, hours estimates, progress updates, and deadlines. This portal provides you with a real-time view of your ongoing work, allowing you to stay informed at all times.
  • Monthly Summary: At the end of each month, you’ll receive a summary of how your Evolve hours were spent. This includes a breakdown of completed tasks and their final scope, giving you a clear picture of what was accomplished.

We make it easy for you to track and review the scope of your tasks. Whether it’s through Asana or during your regular calls, you always know what’s being delivered.


4. Managing Changes and Delays:

While we strive to meet every end-of-month deadline, some tasks may require additional input or collaboration from you. For example:

  • Sign-Off Delays: If your task includes multiple phases (such as design and development), we’ll need your feedback and approval on the initial phase before moving forward. Any delays in sign-off can affect the timeline for delivery.
  • Access to Tools: Sometimes, we need access to certain client-managed systems or tools to complete a task. If access isn’t provided in time, this could delay progress.
  • External Purchases: If a task depends on an external purchase (e.g., integrating a third-party tool), delays in procurement can also impact the overall timeline.

If such issues arise, we’ll communicate with you as early as possible to minimise disruptions to your schedule.


At SMILE, we designed Evolve to give you control, flexibility, and transparency over the creative services we provide. By clearly defining task scopes, agreeing on them with you, and ensuring you have full visibility through our systems, we make it easy for you to manage ongoing work and get the most out of your subscription.

Whether you’re scheduling new features, requesting UX consultancy, or planning a website enhancement, you can trust that every task will be scoped, scheduled, and delivered with your needs in mind.

Updated on September 11, 2024

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