Strong leaders understand that building high-performing teams doesn’t happen by chance. It requires intention, consistency, and clarity. One of the most foundational elements in this process is the ability to set and communicate clear expectations.

When expectations are thoughtfully established and transparently shared, they create a framework that guides behavior, aligns efforts, and fosters accountability. This clarity not only reduces confusion and misalignment, but also helps team members feel more connected to the organization’s mission and vision. In turn, this sense of purpose and direction contributes to a more engaged, motivated, and resilient workforce.

Why setting and communicating expectations is so important:

1. Improves performance: Knowing what to do and how to do it increases productivity and supports the delivery of high-quality outcomes.
2. Boosts employee engagement and motivation: Employees who have a clear understanding of their roles are more engaged, confident, and motivated. 
3. Reduces frustration and conflict: Ambiguity can lead to misunderstandings, frustration, and conflict. Clarity sets the stage for harmony.
4. Aligns individual work with company goals: Clear expectations help employees understand the connection between their daily tasks and the big picture — giving them purpose and highlighting their contributions.
5. Builds trust and accountability: When leaders set and uphold expectations, it fosters trust and accountability. 
6. Increases retention: Employees are more likely to stay with an organization, or team, where they feel supported, respected, and have clear direction. 

Elements of successful expectation setting, communication:

Setting and communicating expectations isn't an exact science but there are best practices that can help you develop habits and tendencies that will hone your leadership style and strengthen relationships along the way. 

Prioritize: Embrace the value of effectively setting and communicating clear expectations. Fully realizing the day to day, as well as the long-term benefits of consistently doing so, will aid in establishing it as a regular practice.

Start early: Ensure job postings provide an accurate and up-to-date reflection of the roles and the day-to-day tasks and responsibilities. Be mindful that the onboarding period is a time of intense vulnerability, both for the new employee and for the organization. This process needs to be as smooth and thorough as possible. This means that the experiences and actions must align and build on the expectations that were set during the hiring process. 

Set the expectation that expectations may change: The work environment is ever-evolving and that means teams and roles must evolve accordingly. Set the expectation that what is currently working is unlikely to work forever. 

Be specific: Define what success looks like, including performance standards, timelines, and deliverables. Use clarifying and reinforcing communication strategies to ensure that the information was received as intended. 

Communicate openly and consistently: Have open discussions and encourage dialogue to ensure mutual understanding and agreement. Structure consistent opportunities to connect with your team members. Even the clearest expectations will need to be reinforced and refreshed. Good news — setting and communicating expectations is an ongoing process.

Provide context: Expectations without explanation are likely to fall flat. Explain the "why" behind expectations, especially for difficult or unpopular decisions. Providing background not only increases buy-in from the team member but demonstrates respect.   

Lead by example: It is important to remember that expectations are not only related to tasks. Strong leaders set expectations around values and behaviors as well. Hold yourself to the same standards you set for your team to build trust and demonstrate accountability.  

Like many essential leadership skills, setting and clearly communicating expectations requires upfront effort. However, this investment can lead to more motivated and engaged team members who are better equipped to deliver high-quality work — traits that often result in greater job satisfaction and longer employee retention.

René Johnston owns Employee Engagement Solutions LLC, a Spokane-based consulting and employee-engagement training company.