Curing the Productivity Problem Through Aligned Expectations

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• January 11, 2024

Curing the Productivity Problem Through Aligned Expectations

When was the last time a team member handed in work late or completed a project differently than you envisioned? As frustrating as these situations are, the responsibility ultimately falls on leadership. Most employees want to do a good job, but as leaders, we don’t always set them up for success. Without adequately defined expectations in place, teams are left guessing what success looks like. 

Lack of Expectations

Despite the importance of setting expectations, 49% of employees state their leadership does not provide clear directions. We’ve all experienced the pain points that arise when expectations aren’t clear: Missed deadlines. Subpar work quality. Micromanaging to get the results you want. Lack of confidence in leadership’s strategy and vision. These symptoms slow progress to a crawl, make leadership’s job more challenging, and don’t make for a great workplace for employees either!

The Benefits of Setting Expectations

On the other hand, Gallup research shows that employees who have clarity around expectations are twice as likely to be engaged, scoring higher on metrics like productivity and retention. Since disengaged employees cost the U.S. $450 billion to $550 billion per year in lost productivity, it’s no wonder that setting expectations is a top priority for successful entrepreneurs and business leaders.  

When done effectively, setting expectations enables both leadership and teams to succeed through:

Increased Accountability
With defined standards, teams can take ownership of delivering quality work on time. Leaders can also hold teams accountable more easily with an established benchmark for performance.

Improved Alignment
Well-outlined expectations get everyone on the same page, minimizing confusion over what success looks like. Goals, vision, metrics, and processes all stay aligned.

Enhanced Autonomy
As expectations act as a North Star, teams require less hands-on guidance to stay on track. This autonomy keeps them engaged as they carry out projects. It also means less work for the leadership team.

How to Set Expectations With Your Team

Start with desired outcomes.
Be clear on goals, success metrics, and must-haves vs nice-to-haves.

Define workflows and processes.
Set guidelines for completing work – tools used, steps followed, stakeholder review. 

Communicate context for “why.”
Help teams understand how their work connects to business objectives and impacts key stakeholders.

Allow teams to ask clarifying questions.
Encourage discussion until responsibilities are fully clear. Document any gaps or changes needed.

Reset expectations as priorities shift.
Check in regularly, one-on-one and as a team, to realign on changes.

With only 46% of U.S. employees satisfied in their roles, keeping teams engaged should be a top priority. Setting clear expectations is key, but leaders must also reinforce clarity through ongoing checkpoints. Scheduling regular one-on-ones and team meetings to communicate context and collect feedback is essential. With complex projects, documenting timelines using project charting tools allows for increased visibility. 

Potential Roadblocks and Solutions

Of course, no process is perfect. Here are some of the more common roadblocks and potential solutions:

Roadblock: Teams lack skills/bandwidth to meet expectations
Solution: Re-assess workloads, adjust timelines, provide training or coaching

Roadblock: Leaders fail to model expected behaviors
Solution: Walk the talk – lead by example in both output and conduct

Roadblock: Uncertainty due to internal/external change
Solution: Frequently review goals and realign as needed

The leadership challenge is real. With strong vision, communication, and empathy, entrepreneurs can set their teams up for ongoing success – even in dynamic environments. By taking the time to clearly outline what success looks like and reinforce it often, the improvement in engagement, productivity, and workplace culture will speak volumes.