How to manage your client’s expectations. The Good, Cheap, Fast Paradox.
Every business owner or freelancer has faced it—the client who wants premium quality, delivered at lightning speed, for next to nothing. It’s the classic Fast, Cheap, Good paradox, a simple truth in project management: you can have two, but never all three. If it’s fast and good, it won’t be cheap. If it’s cheap and good, it won’t be fast. And if it’s fast and cheap… well, expect a mess.
Managing client expectations starts with helping them understand this trade-off. Whether you’re in marketing, design, software development, or any service-based industry, setting boundaries early can save you from endless revisions, burnout, and frustration. In this post, we’ll break down how to communicate these limits effectively and keep projects running smoothly—without pulling your hair out.
Why Do Some Clients Have Unrealistic Expectations?
If you’ve worked in any service-based industry, you’ve encountered that client—the one who wants premium work, done yesterday, for next to nothing. It’s not just frustrating; it’s a pattern. But why do some clients have such unrealistic expectations in the first place?
They Don’t Understand the Work Involved
Most people don’t see the moving parts behind a project. They see the polished result but not the late nights, revisions, and expertise required to get there. If they think something can be done in an hour, they assume it shouldbe done in an hour.They’ve Worked with Cheap, Low-Quality Services Before
If a client has previously paid pennies for a service and somehow got a result, they assume that’s the industry standard. They don’t realise they probably got rushed, templated, or low-quality work—and that the corners cut will show in the long run.They Assume Pricing Is Arbitrary
Some clients believe that pricing is based on what you feel like charging rather than the value of the work. If they’ve seen someone on Fiverr offering a "similar" service for a fraction of the cost, they assume your pricing is inflated.They Think Their Project Is the Only One That Matters
A classic one—clients forget you have other projects, other clients, and a life. They assume immediate responses and quick turnarounds because, in their mind, their work is the priority.
How to Manage Client Expectations
Unrealistic expectations aren’t just an annoyance—they can derail projects, kill profit margins, and lead to burnout. So, how do you keep things under control?
Set Boundaries Early
Before work begins, lay out exactly what’s included, how long it will take, and what revisions are covered. Having this in writing eliminates a lot of back-and-forth later.Educate Clients on the Process
Instead of assuming they understand the effort behind a project, walk them through it. Explain the stages of work, the dependencies, and why quality takes time. A little education goes a long way.Be Clear About Pricing and Trade-Offs
Refer back to the Fast, Cheap, Good paradox—clients can pick two, but never all three. Reinforce that cutting corners on budget or speed will impact quality, and vice versa.Put Everything in Writing
Scope creep is real. A casual “can you just…” request turns into hours of extra work if you’re not careful. Define the scope upfront and make sure clients know additional work means additional cost.Know When to Walk Away
Some clients will never respect your time, pricing, or process. If someone refuses to acknowledge realistic expectations, they’re not the right fit. Sometimes the best move is to let them go.
Managing client expectations isn’t just about avoiding stress, it’s about making projects run smoothly, keeping relationships positive, and ensuring you’re fairly compensated for your work. Set the rules early, communicate clearly, and don’t be afraid to stand your ground.
