Clear is Kind: Expectation Setting in the Workplace

I often find myself pondering whether every missed mark in the workplace boils down to one crucial factor: unclear communication of expectations. There have been countless instances where I’ve thought, “This seems like common sense to me” or “This concept is inherent to me, why not to them?” As a leader, I’ve experienced frustration when my teammates fall short on projects or in meetings. But, I’ve come to realize that the majority of these instances were my own fault. I failed to clearly outline and communicate my expectations.

There are specific areas where I struggle when I don’t communicate expectations effectively:

Assumption – I tend to assume that certain concepts and processes are common knowledge because they are to me. Consequently, I may not clearly convey every detail, especially those that seem trivial to me.

Neglecting to clearly define my own expectations – I often neglect to map out precisely what I expect, hoping that my colleagues will intuitively grasp what I want.

Cultural differences – My work style, shaped by my experiences and education, may differ from that of my peers, leading to communication breakdowns if I’m not mindful of how I convey information.

To effectively define and communicate expectations, I’ve learned that asking and answering “Why?” is paramount. A prime example is planning my wife’s birthday. Alexa’s birthday means a lot to her, so it’s naturally a priority for me too. She makes it easy by clearly stating her desires for the party – the theme, food, decorations, and guest list – along with the reasons behind them. This clarity ensures that her expectations are met and she’s been more than content with her annual party because of this.

This principle applies in the workplace as well. Asking ‘why’ enables you to define your expectations precisely and discern if they are truly priorities or merely preferences. It eliminates assumptions and helps bridge cultural differences by fostering understanding.

Here’s how to implement it:

1. Dedicate 30 minutes to understanding your own expectations by asking ‘why.’

2. Clearly communicate the process and rationale behind each step.

3. Have your staff repeat back your expectations and encourage questions for clarification.

4. Schedule a midway meeting to ensure they’re on track and address any early concerns.

By following these steps, you can foster clearer communication and ensure alignment with your team, minimizing misunderstandings and maximizing productivity.