Setting and Managing Expectations at Work: The Key to Empowering Teams
Setting and managing expectations at work is one of the most critical yet often overlooked aspects of leadership. Miscommunication stemming from assumptions, time constraints, or unclear directives can lead to frustration, missed deadlines, and diminished trust. On the other hand, fostering clear and collaborative conversations can empower teams to succeed and build a thriving workplace culture.
Why Expectations Matter
Expectations are the foundation of workplace relationships and performance. When expectations are clear, everyone knows their role, what’s expected of them, and how their contributions align with broader goals. However, when assumptions replace communication, misunderstandings arise, leading to:
Wasted time and effort: Teams may work toward different objectives, duplicating efforts or overlooking critical tasks.
Frustration and burnout: Without clarity, employees may feel overwhelmed or undervalued.
Decreased productivity: Misalignment can cause delays, errors, or poor-quality outcomes.
The good news? Many of these issues can be avoided by taking a proactive approach to setting and managing expectations.
The Role of Time and Assumptions in Miscommunication
Time pressure is a common reason expectations aren’t clearly set. Leaders may assume that everyone understands what’s needed because “it’s obvious” or because a similar task was handled before. Yet, assumptions rarely account for nuances, changes, or individual perspectives.
For example:
A manager assigns a project but doesn’t specify deadlines, leading the team to prioritise it differently.
A team member interprets "soon" as "end of the day," while the manager meant "by next week."
Two colleagues tackle a shared task but duplicate efforts because roles weren’t defined.
These scenarios highlight the need to replace assumptions with clear, direct communication.
Practical Tips for Setting and Managing Expectations
Start with a Collaborative Conversation
Expectations shouldn’t be a one-sided declaration. Invite input from your team to clarify goals, timelines, and responsibilities. This approach ensures alignment and fosters a sense of ownership.
Ask questions like:
What do you understand the goal to be?
What resources or support will you need to succeed?
Are there any potential challenges you foresee?
Be Specific and Action-Oriented
Vague instructions leave too much room for interpretation. Break down tasks into clear, actionable steps and outline desired outcomes.
Instead of saying, “Can you handle this report?”
Say, “Please prepare the Q4 sales report by Friday at 3 PM, including year-on-year comparisons and key growth areas.”
Set Realistic Timelines
Unrealistic deadlines can lead to stress and subpar results. Work with your team to set achievable timeframes and prioritise tasks effectively. If timelines are tight, explain why and provide support to ease the pressure.
Clarify Roles and Responsibilities
In collaborative projects, ensure everyone knows their role. Ambiguity in responsibilities can lead to duplicated efforts or gaps in delivery. Tools like project management software can help track tasks and accountability.
Document Agreements
Written documentation helps prevent future misunderstandings. Summarise expectations in emails, meeting minutes, or shared platforms. This ensures everyone has a reference point.
Check in Regularly
Expectations may need adjustment as circumstances change. Schedule regular check-ins to review progress, address roadblocks, and recalibrate goals if needed.
Encourage Open Communication
Create an environment where employees feel comfortable asking questions or flagging concerns. When feedback flows both ways, it’s easier to identify and address potential issues early.
Lead by Example
As a leader, demonstrate accountability by setting clear expectations for yourself. Show your team how to prioritise, communicate, and follow through on commitments.
The Long-Term Benefits of Clear Expectations
Taking a few extra minutes upfront to clarify expectations can save hours of frustration and rework down the line. It also fosters a positive, collaborative workplace culture where employees feel empowered to perform at their best.
Clear expectations lead to:
Improved productivity: Teams know exactly what to focus on and how to deliver results.
Stronger trust: Transparency and communication build confidence in leadership.
Better morale: Employees feel valued and supported, leading to greater engagement.
Setting and managing expectations is a skill that pays dividends across every level of an organisation. By replacing assumptions with clarity and fostering open conversations, leaders can create an environment where teams are aligned, empowered, and set up for success.
Take the time to ask the right questions, communicate clearly, and check in often. The small effort today can pave the way for smoother operations, stronger relationships, and better outcomes tomorrow. If you feel your leadership team might need support in this area, book a call with us to discuss how we can help.
*This post was written with the assistance of AI