As leaders, we often talk about the importance of clear communication, but one area where it’s often overlooked is in the setting of expectations. I was shocked by some statistics shared during a recent training I took. The biggest surprise from a recent Gallup poll: nearly 50% of employees do not know what’s expected of them at work. Why was I shocked? Setting clear expectations can be done quickly, for relatively little cost, and it has an enormous impact.
Setting clear expectations is one of the simplest and most impactful ways to create an environment where employees feel empowered to do their best work, reduce turnover, and boost employee engagement. Instead of focusing on why you should think this is important, I want to talk about simple ways to remedy this.
How Managers Can Set Clear Expectations:
- Foster Open Dialogue and Communication
I remember setting up an interview for my first “adult” job out of college, and the hiring manager spelled everything out for me—where to park, who would greet me, who the interview was with, and more. It set our relationship up perfectly. I knew that she would provide me with key details that would support me in the workplace and that I had autonomy for things not communicated.
This tone opened the door for me to feel comfortable asking questions, which is crucial. I encourage managers to do the same with their teams: be transparent, set the tone for open communication, and encourage employees to ask questions when needed.
- Start with Clear Job Descriptions
Job descriptions should outline the roles, responsibilities, and key deliverables for each position. This serves as the foundation for setting expectations and ensures everyone understands their role from the start.
- Use One-on-One Meetings
Regular check-ins are essential for reinforcing expectations and ensuring everyone is aligned. During these meetings, managers can provide feedback, set new goals, and answer any questions employees may have about their role. We created a simple meeting agenda at the bottom of this blog to support you in this!
- Set SMART Goals
To make expectations clear, SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) are a great tool. These goals provide employees with a clear direction and concrete metrics for success.
- Be Transparent and Consistent
Expectations shouldn’t change frequently or unpredictably. Transparency and consistency are key to ensuring employees feel secure and confident in their roles. Make sure expectations are communicated in writing and revisited regularly.
- Provide Regular Feedback
Feedback is vital for reinforcing expectations. Managers should regularly offer both positive and constructive feedback so employees know where they stand and can adjust their performance if necessary.
- Use Tools Like OKRs
Objective and Key Results (OKRs) are a powerful tool for setting and tracking clear, measurable goals. By using OKRs, you can ensure alignment across teams and help everyone focus on the same objectives.
Whether you’re a manager or part of an HR team, it’s important to ensure that everyone in your organization is on the same page when it comes to setting clear expectations. Below is a meeting agenda template that can be used for any team meeting, whether you’re setting expectations or having ongoing discussions about performance and goals.
Questions? Reach out to the HR Experts to chat about how we can help.
Agenda Template:
- Welcome and Meeting Objective
- Some employees like to have a more personal rapport with their supervisor while others like to stick to business. Cater the meeting to your employee’s personal style.
- 2. Review Previous Action Items
- Discuss progress on tasks and projects from the last meeting.
- Address any obstacles or challenges faced. How can you as their manager help? Are the projects meeting your expectations?
- 3. Current Work and Priorities
- Employee shares updates on current projects and tasks.
- Discuss any challenges or roadblocks and brainstorm solutions.
- Provide feedback and guidance.
- 4. Goal Setting and Professional Development
- Discuss the employee’s short-term and long-term goals.
- Identify opportunities for growth and development.
- Plan any necessary training or resources needed.
- 5. Feedback and Recognition
- Provide constructive feedback on performance and make it personalized and detailed. Explain why the work was great and what you loved to ensure the behaviors are repeated.
- Encourage the employee to share feedback on management and team dynamics. What can you do to be a better boss? How do they prefer to be managed?
- 6. Future Planning and Next Steps (5 minutes)
- Identify key priorities and tasks for the upcoming period.
- Set action items and deadlines for both the employee and manager.
- Schedule the next 1:1 meeting.
- 7. Open Discussion (5 minutes)
- Allow time for any additional topics or questions the employee or manager may have.
Note: You don’t need to cover each of these points in every meeting. However, it’s crucial to ensure that you touch on these topics periodically to maintain a well-rounded discussion. This helps in building a strong professional relationship and addressing both immediate and long-term goals effectively. Tailor the agenda to fit the needs of each meeting, and be flexible in adjusting the focus areas based on the current priorities and concerns.