“Managers need to be very clear about what they expect from employees...alongside inspiring employees to be part of the vision for the organization.” – Lori Heffelfinger

Setting and understanding expectations is arguably the most important responsibility of a leader. It is the cornerstone of fostering clear communication, alignment, and motivation within teams. Leaders who excel in this area clarify what they need from their employees and inspire them to be part of the organization's vision because they take the time to understand their employees' expectations.

Gallup's recent findings on employee engagement underscore the importance of setting clear expectations. According to the report,only 44% of employees strongly agree that they know what is expected of them at work. This gap is arguably contributing to falling enthusiasm among American workers, with employee engagement at a 10-year low. As Jim Harter, chief scientist of workplace management at Gallup, points out, organizations thrive when employees feel clear about their roles, cared for as individuals, and connected to the company’s mission.

But, how can leaders set and communicate expectations effectively in order to drive engagement? Let’s dive into some strategies that will clarify roles and inspire teams to align with organizational goals.
How to Effectively Set Expectations for Employees

According to people management author, Satabdi Mukherjee, there are four key areas that must be established to effectively set expectations for employees: work, communication, time, and culture.

1. Clearly Define Work Responsibilities

A job description typically outlines an employee’s role, but often misses the detailed skills, high standards, and mindset needed to succeed. In order to clearly define work responsibilities, leaders must:

• Present the responsibilities of each role verbally and in writing.

• Connect these responsibilities to broader organizational goals.

• Regularly revisit and adjust expectations as projects and departmental and organizational goals evolve.

Employees are more likely to meet performance standards and approach their work with enthusiasm when they understand the "why" behind their tasks. Trust and alignment are enhanced when responsibilities are clearly defined and adjusted as needed.

2. Establish Effective Communication Norms

When leaders communicate in a predictable and effective manner it is easier to set expectations. Leaders can accomplish this by defining:

• Preferred communication channels for formal and informal interactions.

• The frequency of updates or check-ins.

• Protocols for escalating issues or sharing sensitive information.

Transparent communication gives employees the confidence to navigate workplace expectations because it fosters a feeling of inclusion and respect.

3. Set Time Management Guidelines

Time expectations should go beyond project deadlines to help ensure a smooth workflow and positive work environment. Leaders can set useful time management guidelines by:

• Clarifying expected response times for emails or requests.

• Aligning team schedules, especially for remote or international teams.

• Explaining how many hours per week the job should take and helping employees prioritize tasks to manage the workload effectively.

Creating expectations around time management reduces misunderstandings and creates an environment where everyone’s time is valued and respected.

4. Define and Reinforce Workplace Culture

Workplace culture directly affects employee engagement, productivity, satisfaction, and retention, which affects overall organizational success. In order to define and reinforce a positive workplace culture, leaders must:

• Communicate the organization’s mission, values, and strategy.

• Draw a connection between each employee’s interactions and the overall culture.

• Address any misalignments between employees' past experiences and current expectations.

• Lead by example to ensure desired behaviors are present in daily operations.

A well-defined culture helps employees make solid decisions and sets guidelines for positive interpersonal interactions.

Prep

Be clear on expectations by answering these questions:

• What are your expectations?

• How can employees meet these expectations?

• Why are these expectations important? (Establish the meaning behind the expectations).

Use the SMART (Specific, Measurable, Achievable, Relevant, Time-Bound) framework to ensure that expectations are actionable and attainable.

2. Align Expectations with Strengths

Every employee has unique strengths. When leaders play to these strengths when setting expectations, everyone wins. Leaders can accomplish this by:

• Identifying what motivates each team member.

• Assigning roles and tasks that leverage their capabilities.

• Offering constructive feedback to build on successes.

This approach not only boosts productivity but also enhances job satisfaction and engagement as the employee’s strengths are allowed to shine.

3. Communicate Early and Often

Proactive and frequent communication prevents misunderstandings by ensuring clarity, aligning expectations, and addressing potential issues before they escalate. Leaders can accomplish this type of communication by:

• Clearly articulating expectations during onboarding and project kick-offs.

• Using simple, honest language to avoid ambiguity.

• Regularly checking in to reinforce understanding and provide updates.

Employees value leaders who check in on a regular basis to see if any support is needed and to clarify their thoughts and expectations.

4. Foster Two-Way Feedback

Expectation-setting should be collaborative. Employees are much more open to receiving feedback when given the opportunity to provide their own feedback. In order to make this happen, leaders should:

• Create opportunities for employees to share their perspectives.

• Use one-on-one meetings to discuss challenges, goals, and feedback.

• Stay open to adjusting expectations based on team input.

When managers are open to giving and receiving feedback, it strengthens trust and ensures alignment with both organizational and individual goals.

5. Assess and Adapt

Regular assessment of employee performance and attitudes helps leaders fine-tune expectations. In order to effectively manage and adapt to changing conditions, leaders should:

• Review progress during one-on-one meetings.

• Adjust responsibilities and expectations as needed.

• Celebrate successes and address challenges empathetically.

• Show how their performance affects the organization.

Employees who see a direct connection between their efforts and organizational success feel more engaged and empowered.

6. Provide Resources and Support

With these efforts, employees should now be clear on expectations but they still require the right resources and support to succeed. Leaders can provide what their employees need by:

• Identifying and addressing resource gaps.

• Being flexible with workloads and providing necessary training.

• Removing obstacles that hinder performance.

Employees who feel equipped to succeed are more likely to meet and exceed expectations.

The Impact of Clear Expectations on Business Outcomes

Organizations that prioritize clear expectations see measurable benefits because employees are more likely to deliver high-quality work, approach tasks with enthusiasm and ownership, and stay engaged and committed to the organization’s mission.

Massella Dukuly, head of workplace strategy at Charter, explains that business leaders have not been prioritizing employee engagement the last couple of years, seemingly because they don’t believe employees have anywhere to go. The problem is that employee engagement is not just "nice-to-have." It is a critical driver of productivity and profitability. Setting clear expectations and understanding employee expectations creates environments where employees feel valued, connected, and inspired.

Lead Effectively to Drive Organizational Success

Leaders who master the art of setting and understanding expectations unlock the potential of their teams. This is because clear expectations help to clearly define roles, foster open communication, and align tasks with individual strengths. Employees thrive in these environments, which paves the way for sustained business success.

Heffelfinger Co. has extensive experience coaching leaders to be their most effective through tailored leadership development sessions. Leaders learn how to:

· Evaluate how to set and communicate expectations,

· Engage and retain top talent,

· Lead inclusively, and

· Cultivate more stakeholders who sincerely believe in your brand.

If you’re ready to take your leadership skills to the next level, learn more about Heffelfinger’s provenleadership development programs.

Warmly,

Lori & James

Lori Heffelfinger & James Jackman

Sources:

Satabdi Mukherjee. How Can Managers Set Clear Expectations with Employees. https://www.linkedin.com/in/sa....

Emily Peck. American workers' enthusiasm for their jobs falls to a 10-year low. 1/14/25.https://www.axios.com/2025/01/14/workers-job-satisfaction-gallup. Accessed 1/17/25.