LME 039 - How to Set Clear Expectations for Your Team

Shownotes: https://www.berndgeropp.com/setting-clear-expectations

In today's episode, we're diving into a topic that might seem simple but is often overlooked: setting clear expectations for your employees.

When was the last time you explicitly communicated what you expect from your team? If you're thinking, "Well, they should already know," then this episode is especially for you.

Why Clarity Matters

As leaders, we often assume our team knows what we want. After all, isn't it obvious that deadlines matter? Or that quality is non-negotiable? But here's the thing: what's obvious to you might not be obvious to them.

Imagine this scenario: You're swamped with work, juggling five critical projects. You assign a team member, let's call him Mark, to prepare a client report due by 9 a.m. the next morning. Mark works tirelessly through the night but realizes at 6 a.m. that he won't be able to deliver both a polished and punctual report. He faces a tough choice:

• Option A: Send the report at 9 a.m. as promised, knowing the content is accurate but the formatting and design don't meet your company's usual high standards.
• Option B: Inform the client it'll be late, deliver it at 11 a.m., and ensure the report reflects the quality and professionalism your company is known for.

What should Mark do? If you haven't clearly communicated your priorities—whether timeliness or quality matters more—he's left guessing. And here's the kicker: either choice might disappoint you if it doesn't align with your expectations.

Different Leaders, Different Expectations

Here's what two leaders might say in this scenario:

Leader 1: "Mark, deadlines are sacred. We promised the client 9 a.m., and we deliver what we promise—no matter what. A delay is unacceptable."

Leader 2: "Mark, our brand is built on quality. I'd rather we take a little extra time to ensure every detail reflects our high standards. Let the client know it'll arrive by 11 a.m."

Both perspectives are valid, but they represent very different values. The question is: have you shared your expectations with your team?

Writing Down Your Expectations

Let's try an exercise. Grab a piece of paper and write down what you expect from your team. Things like:

• Punctuality
• Meeting deadlines
• Team collaboration
• Customer satisfaction

Now, rank these in order of importance. Is hitting a sales target more critical than achieving zero defects in production? Does responding to client emails quickly outrank completing internal reports? The reality is, priorities can shift based on context, and your team needs clarity to adapt.

Expectations in Communication

Expectations extend beyond tasks and into communication. Take this real-life example:

A regional manager once told his team, "I expect responses to my emails within one hour during business hours."

Now, let's break it down. What he got right: He clearly articulated his expectation. What he got wrong: The expectation itself was impractical. Constantly monitoring and responding to emails disrupts productivity.

A better approach? Clearly define your expectations for communication. For instance:

• How often should employees update you?
• Should updates be via email, instant message, or during meetings?
• How detailed should status reports be? A quick email summary or a full-blown report?

The point is, don't assume your team knows what you mean. Ask them to repeat back what they understand, and you'll likely uncover gaps in understanding.

Miscommunication: A Common Pitfall

Here's a quick test for you: ask your team to describe your expectations in their own words. Chances are, you'll find discrepancies. This doesn't mean your team isn't listening—it often means you haven't been clear or consistent enough.

Real-Life Example: Status Updates

Let's say you ask Sarah, a project manager, for a status update. You're expecting a concise email with key points, but she delivers a five-page report. Or worse, she sends a single sentence that leaves you with more questions than answers.

This misalignment often happens because we fail to define what a "status update" means. Should it be a couple of bullet points? A detailed breakdown? Clarify this upfront, and you'll save both time and frustration.

The Cost of Assumptions

As the saying goes, "After three years, every leader has the team they deserve." If your employees aren't meeting expectations, it's worth asking yourself:

• Have I clearly communicated what I want?
• Have I revisited and reinforced those expectations regularly?

Practical Tips for Setting Expectations

1. Start with a Conversation Sit down with your team and discuss what you expect from them—not just in tasks but in behavior and communication. For example:
   • "When I ask for a report, I expect a summary of key findings, no more than one page."
   • "When working remotely, please respond to messages within two hours unless you're in a meeting."
2. Put It in Writing Create a document outlining your core expectations. This might include:
   • Deadlines
   • Quality standards
   • Response times for internal and external communication
3. Regularly Revisit Expectations Your priorities might shift over time. Use team meetings to update everyone on what's most important now.
4. Encourage Feedback Ask your team if they feel your expectations are realistic and achievable. For example: "Do you feel you have the tools and time to meet these standards?"

Closing Thoughts

Clear expectations are the foundation of effective leadership. When your team knows exactly what you value, they can make decisions confidently—even in your absence.