Why Clear Expectations Are So Hard to Get Right
A department manager rolls out a new initiative, expecting their team to execute efficiently.
Weeks later, deadlines are missed. Deliverables fall short.
Team members claim they didn’t fully understand what was expected.
Sound familiar?
You’re not alone.
Sitting between senior leadership and team execution, seasoned managers are often the bridge between strategy and results.
And yet, so many still struggle to translate broad directives into day-to-day clarity.
Here’s why:
- You’re handed incomplete directions from above.
- Your team executes based on assumptions instead of standards.
- You’re stuck reacting to the fallout instead of guiding toward alignment.
As Jorge Loebl, founder of Revolving Change, puts it:
“Managers often assume that giving an instruction is the same as setting an expectation. But an instruction is just telling someone what to do, while an expectation clarifies how it should be done, what standards apply, and what success looks like.”
If you’re not confirming and reinforcing expectations, you’re managing in the dark.
It’s time to lead with clarity.
The Mistake That Keeps Teams Misaligned
The most common error experienced managers make is assuming instructions equal expectations.
They don’t.
- Instructions say what needs to be done.
- Expectations define how it’s done, what good looks like, and what success means.
Jorge made the distinction crystal clear:
“Did you secure a commitment from your employees that they understood the expectation? If you don’t, you’re throwing work over the wall and hoping the outcome is what you want. That is not leadership, that is gambling.”
Assuming understanding is leadership roulette.
It’s avoidable—and fixable.
When “I Thought I Was Clear” Goes Off the Rails
A manager assigns a marketing campaign:
“Have a social media rollout ready by end of month.”
Weeks later, they get:
- Off-brand visuals
- Inconsistent messaging
- Major platforms ignored entirely
The cause?
- The manager gave instructions, not expectations.
- No alignment on process, audience, or goals.
- No check-ins to catch drift before it compounded.
As Jorge said:
“If you wait until the final delivery to check if expectations were met, you’ve already lost. Small misunderstandings early in the process snowball into major failures.”
This isn’t a people problem.
It’s a clarity problem.
A Simple System to Align, Confirm, and Reinforce Expectations
To fix this, use our Discover, Design, Deliver (3‑D) process.
It’s a repeatable structure that helps experienced managers clarify what matters, every time.
DISCOVER: Spot the Gaps That Break Down Team Performance
Before you fix anything, find out where things are breaking.
Ask yourself:
- Am I assuming my team understands without confirmation?
- Are expectations specific, measurable, and documented?
- Does my team feel safe asking for clarification?
Red flags to watch for:
Vague definitions of success
Broad directives with no clarity on quality or timing
Late-stage check-ins that come after mistakes have been made
Jorge emphasized:
“You need to ask, ‘Do you have any questions about what I just assigned you?’ If there is silence, that is your biggest red flag. Silence does not mean understanding, it means they are afraid to admit they don’t know.”
Fix It with an Expectation Clarity Check:
- Require team members to repeat back the assignment
- Have them name possible roadblocks before starting
- Put expectations in writing—emails, briefs, docs
DESIGN: Build a Repeatable System That Makes Clarity Easy
Once the blind spots are clear, create a system that reinforces clarity by design.
Core Components of Clear Expectations:
- Outcome: What exactly needs to be delivered?
- Process: Are there specific steps or requirements?
- Timeline: When is it due? Where are the check-in points?
- Resources: What tools, approvals, or support is needed?
- Success Metrics: How will “good” be measured?
Best Practices for Seasoned Managers:
✔ Ask for confirmation, not just agreement
✔ Break big projects into milestone-based check-ins
✔ Encourage open questions and transparency
Jorge nailed the midway mistake many managers make:
“If you check in only at the deadline, you’re setting yourself up for failure. The moment you hear ‘Oh, I didn’t know you meant that,’ you’ve already lost time and resources.”
Fix It with an Expectation Alignment Workshop:
- Practice expectation walkthroughs live
- Train your team to listen actively, ask questions, and clarify before they act
DELIVER: Reinforce Expectations Without Becoming a Micromanager
Setting expectations once is never enough.
The best managers reinforce them throughout execution—without hovering.
Here’s what sustainable expectation leadership looks like:
- Frequent Check-Ins, Not Final Reviews
- Use recurring touchpoints tied to project milestones
- Ask team members to own progress updates
- Create a Culture of Accountability
- Celebrate those who deliver well
- Offer constructive, non-punitive feedback to those who miss the mark
- Measure What You Expect
- Use KPIs that track how closely deliverables match initial expectations
- Debrief regularly to refine the process
Jorge summed it up best:
“If you don’t create a system for expectations, you’ll spend your career fixing avoidable mistakes. Expectation management isn’t micromanagement, it’s leadership.”
Fix It with a Follow-Up Strategy:
- Ask for structured updates mid-project
- Run short debriefs post-delivery to identify misalignment patterns
Great Managers Don’t Guess. They Align.
Managers who don’t clarify expectations suffer more than missed deadlines.
They lose trust, morale, and efficiency.
But those who build expectation-setting into the way they lead?
They get teams that are clear, committed, and consistently on target.
Key Reminders:
✔ Set expectations, not just tasks
✔ Secure real agreement, not just a nod
✔ Follow up before the final step, not after
✔ Make clarity safe, normal, and expected
Where Stronger Team Results Really Begin
Stop Playing Guess-and-Check with Your Team
Seasoned managers thrive when clarity becomes the standard, not the exception.
Join our different Memberships to get tools, coaching, and real-world frameworks that help you lead with confidence—and align your team without burning out.
