New Manager Tips: Setting Expectations with Employees

As a first-time manager, when it comes to delegating tasks, implementing changes in processes, adjusting project deadlines, or clarifying roles and responsibilities, the cornerstone of effectively communicating is by setting clear expectations. By establishing a shared understanding of objectives, standards, and outcomes, you’ll not only foster accountability and alignment within their teams but also cultivate an environment of trust, transparency, and productivity.

Now, how do you know if the expectations you are setting are clear to your team? In this blog post, we’ll cover the steps to take to ensure expectation are clear and also how to effectively communicate changes in expectations without sacrificing trust and credibility among your team.

How to set expectations with employees:

1. Define Your Expectations: Before you communicate expectations to your team, you (yes, you, the manager!) need to be clear on what you expect from them. Take the time to think about what tasks need to be accomplished, the quality of work you expect, deadlines, communication standards, and any other relevant factors. Have a clear understanding will set you up for success in the following steps.
   

2. Be Specific: Provide specific examples of what meeting expectations looks like. For instance, if you expect reports to be submitted by Friday at 5 PM, communicate that explicitly. Use concrete language to avoid misunderstandings.
   

3. Communicate across multiple channels: Once you've defined your expectations, communicate them clearly to your team. This could be done through team meetings, one-on-one discussions and then follow up via email, or any other written communication channels your team uses like Microsoft Teams or Slack. Make sure everyone understands what is expected of them. If it's an expectation that applies across the entire time, roll it out initially during a team meeting and then spend time in your one-on-one meetings to ensure everyone understands what is expected of them.
   

4. Encourage Questions: Encourage your team members to ask questions if they're unsure about any expectations. This is why I recommend reiterating expectations during the one-on-one meeting, as it gives employees a safe space to ask questions they might otherwise be embarrassed to ask in a group setting like a team meeting.
   

5. Monitor Progress & Provide Feedback: Keep track of your team's progress in meeting expectations. Regular check-ins and progress updates can help ensure that everyone stays on track. During these check-ins provide feedback to your team members on how they're meeting expectations. Positive reinforcement for meeting or exceeding expectations and constructive feedback for improvement are both important.

Change Management Communication Plan

Now, what happens when you’ve established clear expectations among your team and then priorities shift, business objectives change, deadlines get pushed back (or worse, pushed up)? How do you communicate these changes so they are well received and your credibility with your team stays intact?

Start by explaining the reasons behind the changes. Transparency builds trust and helps your team understand the rationale behind the new expectations. Providing context will also help your team understand how the changes fit into the broader goals of the team or organization. Explain how the changes will benefit them and contribute to overall success of the team and company. And remember, change isn’t always bad. Emphasize the positive aspects of the changes. If the changes will lead to improved efficiency, better outcomes, or other benefits, make sure to communicate these to your team.

Be open to hearing your team's concerns and address them honestly. Acknowledge any potential challenges or drawbacks of the changes and discuss how you plan to mitigate them. Encourage your team members to provide feedback and suggestions on how to implement the changes effectively. Involving them in the process can increase buy-in and make them feel valued. As a former individual contributor, you bring invaluable firsthand insight into the challenges and perspectives of your team members, having once walked in their shoes. However, now as a manager, you also have a fresh strategic perspective, informed by your expanded experience and knowledge of the company's direction and the broader industry landscape. With this dual vantage point, you can empathize with your team's viewpoint while also guiding them towards aligning their efforts with the overarching goals and vision of the organization.

Once you’ve had this discussion, you’re going to need to start from just about the first step again. Documentation is especially key here to ensure whether in a formal employee handbook, a project plan, or even just an email summarizing the discussion. This provides a reference point for both you and your team members with these new expectations.

In the dynamic realm of management, the ability to set clear expectations really stands as a fundamental pillar for success in everything you do. As we've explored in this blog post, establishing a shared understanding of objectives, standards, and outcomes not only cultivates accountability and alignment within teams but also nurtures an environment of trust, transparency, and productivity. However, the journey doesn't end with the initial communication of expectations. As priorities shift, business objectives evolve, and deadlines change, the task of effectively communicating changes becomes equally paramount. By embracing transparency, providing context, and actively involving your team in the process, you can navigate these shifts while preserving trust and credibility. As a manager, you possess a unique dual perspective – blending the insights gained from your time as an individual contributor with the strategic expertise acquired in your managerial role. This dual vantage point equips you to empathize with your team's viewpoint while guiding them towards aligning their efforts with the overarching goals and vision of the organization.

Remember, effective communication of expectations and changes isn't a one-time task but an ongoing journey that requires diligence, empathy, and a commitment to fostering a culture of clarity and collaboration.