Setting Clear Expectations: Best Practices for New Managers

Stepping into a new management role is both exciting and daunting. One of the most important aspects of this transition is setting clear expectations for your team. When I became a first-time manager, I quickly learned that to be a high-performing leader, the accountability to set clear expectations was on me. I realized that without clear expectations, my team struggled with direction and productivity. So, I adjusted quickly, implementing strategies to ensure everyone was on the same page and working towards common goals. Here’s what I’ve learned about effectively setting expectations to ensure everyone is aligned and motivated.

Why Setting Clear Expectations Matters

Setting clear expectations is foundational for any team’s success. It helps to:

• Improve Performance: Team members know what is expected of them and can focus on meeting these standards.
• Enhance Accountability: Clear expectations make it easier to hold team members accountable for their work.
• Reduce Confusion: Everyone understands their roles and responsibilities, reducing misunderstandings and inefficiencies.
• Boost Morale: When expectations are clear, team members feel more confident and motivated.

Best Practices for Setting Clear Expectations

1. Communicate Clearly and Directly

One of the first things I learned was the importance of clear and direct communication. Vague instructions can lead to confusion and frustration.

How to Do It:

• Be Specific: Instead of saying, “I need this done quickly,” provide specific deadlines and details about what needs to be done.
• Use Clear Language: Avoid jargon or ambiguous terms. Make sure your instructions are easy to understand.

Example: Rather than saying, “Prepare the report soon,” I now say, “Please prepare the quarterly sales report by Friday, including a detailed analysis of each region’s performance.”

2. Set SMART Goals

SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) provide a clear framework for setting expectations.

How to Do It:

• Specific: Clearly define what needs to be achieved.
• Measurable: Include metrics to track progress.
• Achievable: Ensure the goal is realistic.
• Relevant: Align the goal with team and company objectives.
• Time-bound: Set a deadline.

Example: Instead of saying, “Increase sales,” I set a SMART goal: “Increase sales by 10% in the next quarter by targeting new customer segments.”

3. Document Expectations

Documenting expectations ensures there is a record that team members can refer back to.

How to Do It:

• Written Guidelines: Provide written guidelines and objectives in emails, project management tools, or shared documents.
• Regular Updates: Update these documents regularly as projects evolve.

Example: I create a project brief for each major task, outlining objectives, deadlines, and key deliverables, and share it with the team via our project management software.

4. Regular Check-Ins and Feedback

Regular check-ins help ensure everyone is on track and provide opportunities to address any issues early.

How to Do It:

• Weekly Meetings: Hold weekly team meetings to review progress and discuss any challenges.
• One-on-One Sessions: Schedule regular one-on-one meetings with each team member to provide personalized feedback and support.

Example: During our weekly check-ins, I ask each team member to provide a brief update on their progress and discuss any obstacles they’re facing. This helps us stay aligned and address problems promptly.

5. Lead by Example

As a manager, your actions set the tone for your team. Leading by example reinforces the expectations you set.

How to Do It:

• Demonstrate Commitment: Show your commitment to meeting deadlines and maintaining high standards.
• Exhibit Professionalism: Display the behaviors and attitudes you expect from your team.

Example: If I expect my team to be punctual for meetings, I make sure to always be on time myself and come prepared.

6. Encourage Open Communication

Creating an environment where team members feel comfortable asking questions and providing feedback is essential.

How to Do It:

• Foster Transparency: Encourage team members to voice concerns or ask for clarification without fear of judgment.
• Be Approachable: Make yourself available and approachable so team members feel comfortable coming to you with issues.

Example: I regularly remind my team that they can come to me with any questions or concerns and make a point to listen actively when they do.

7. Recognize and Reward Efforts

Acknowledging when team members meet or exceed expectations can boost morale and reinforce positive behavior.

How to Do It:

• Public Recognition: Recognize achievements in team meetings or company communications.
• Incentives: Offer incentives such as bonuses, extra time off, or professional development opportunities.

Example: When a team member exceeds their sales targets, I publicly acknowledge their hard work in our team meeting and provide a small reward, like a gift card or an extra day off.

The Gist

Setting clear expectations is vital for any new manager. By communicating clearly, setting SMART goals, documenting expectations, holding regular check-ins, leading by example, encouraging open communication, and recognizing efforts, you can ensure your team understands what is expected of them and is motivated to meet those expectations. Remember, clear expectations are the foundation of a high-performing team.

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