Although no one likes a micromanager, most employees appreciate knowing they are on the right track. Setting expectations and communicating employee responsibilities to each new hire can have a long-lasting effect on your business. However, a study by Gallup shows that nearly half of all U.S. employees don’t know what’s expected of them at work.
The study’s authors believe that employees are less engaged at work when they do not have a clear understanding of what’s required of them. Previous Gallup research found that only 32% of U.S. employees and 21% of employees worldwide are engaged at work. While there are 12 elements of employee engagement, the study suggested that clear expectations could be the most foundational one. Knowing how to set these expectations can be the key to a productive workplace, and the in-depth guide below can help you learn how.
Sadie Banks, assistant general counsel and human resources consultant at Engage PEO, said that, in addition to standard performance appraisals, there are many workplace factors in setting expectations.
“Industry expectations; internal and external company image; client, customer and vendor relationships; employee knowledge of products or services; company policies and performance; and even social media all play a part in setting expectations for employees,” said Banks.
Belinda Wee, an associate professor at Husson University’s School of Business and Management, said that every employee should expect to maintain the following behaviors in the workplace:
Just as there are expectations for employee behavior, workers should expect certain behaviors and opportunities from their employers. Wee said that the following expectations are not only essential for employees to have for their management, but also required by law:
Additionally, Banks said that it is reasonable for employees to expect the following:
Each company may set additional expectations of their employees and provide more for them in return, but it is a give and take.
“If the employer expects loyalty from their employees but does not reciprocate, this can be seen as unfair and unprofessional,” said Wee. “Dealing with employee expectations means the employees must be assessed objectively, reasonably and fairly.”
Most employees will find themselves working on a team at some point in their careers. Team expectations are similar to individual expectations, except that team expectations are something every team member should be accountable for while also holding others accountable.
Wee said that team expectations are not the same as team goals. Goals are typically tasks that need to be accomplished, whereas team expectations are for the behaviors that occur while the team accomplishes said tasks.
Wee said that established team expectations are necessary for the group to be productive and work cohesively. She listed these 10 team expectations that every team member should be accountable for:
It is important to set clear employee and performance expectations for each new person during the onboarding process. Be specific and clear as to what the expectations are and how you will measure them. Banks said performance expectations should be measured by the company and communicated by management or leadership.
“The overall purpose of having performance expectations is to move toward a specific company goal and create workplace accountability from one employee to another,” she said. “It is a method applied by a company to assess the progression and position expectations as performed by individual employees.”
Each employee also needs to understand the importance of their role and how their responsibilities impact their organization and department.
“Performance expectations go beyond a job description and include a range of expected outcomes – for example, the impact of the work on the organization, expectations on level of service rendered to clients and co-workers, and the organizational values demonstrated by the employee,” said Wee.
Since an employee’s position affects their performance expectations, Wee created this table to illustrate the performance expectations for different job levels:
Position level of employee
Senior-level manager or executive
Focus on departmental performances
Manager or supervisory position
Focus on unity and functional results of the work team
Professional or technical position
Focus on project-related performances
Focus on assigned tasks and contributions to the work team
Major project member or departmental initiator
Focus on the major projects/departmental initiatives specifically
Some experts highly recommend using SMART (specific, measurable, achievable, realistic, time-bound) goals to set employee performance expectations. This will help you tailor your performance expectations to each individual.
Setting clear expectations is important for every level of a company and holds all employees accountable for their job responsibilities.
After you set clear expectations, there are a few steps you can actively take to communicate and manage them. Most importantly, communication of employee expectations should be as clear and specific as possible. For you to manage expectations, everybody needs to be on the same page regarding what is required of them.
When you meet with employees to communicate and manage expectations, Banks recommends that you always be clear on attainable objectives, provide an opportunity to ask questions and discuss the tools necessary to accomplish each task. It also helps to explain the purpose of each task and casually check in with your employees, showing them that you are reachable and attentive.
Wee recommends meeting with employees regularly to discuss ongoing projects and holding one-on-one meetings to display caring and professional leadership. However, since every employee is different, you may have to use different methods of communication to best reach each one. For example, some team members may prefer frequent face-to-face meetings, whereas others might prefer a more hands-off approach.
“To communicate and manage expectations effectively, it is important to know what is expected from the employees and teams and set realistic, reasonable tasks and deadlines,” Wee said. “The success of the organization hinges on having good communication practices, resulting in lower employee turnover.”
After setting employee expectations, it’s important to monitor their performance to see if there are any gaps. If so, you can find out where the issue is and adjust your expectations accordingly.
There are a few ways to keep track of your employees’ productivity. Below are a few methods to help you choose one that best suits your managing style.
Employee monitoring software can help managers directly observe the effects of their expectations on employees. Each program provides tools to extensively monitor employee behavior, including the websites they visit and the files they share.
Although evaluating employee performance is often done at a specific time of year, employee management tools can make it a continuous process. You can get real-time information about your team so that you can address any potential issues before they affect productivity.
Not every employee monitoring software is built with the same features in mind; some will lead to better results in your workplace than others. Visit our employee monitoring software reviews page to find the program that works best for you. Read our full BambooHR review, our top pick for employee management, to get you started on your search.
Many businesses hold periodic performance reviews to offer their employees feedback. Rather than criticizing an employee’s work, these reviews are about highlighting their strengths while working with them to improve on their weaknesses. That’s why the most effective performance reviews are two-way conversations in which the employee has a fair say.
Asking your team to track their productivity can be more effective than many managers assume. If your team is engaged with their work, they’ll likely be just as honest on a self-evaluation as you’d be when writing a performance review. Additionally, your employees might have greater insights than you into reasons for any dips in their performance.
Writing a self-assessment is pretty simple. All you need is a form with relevant job performance questions and a space for employees to provide their responses. You can leave room for multiple-choice answers, short open-ended answers or both. Prompting your employees to think about their performance can start a conversation about improvement.
To improve the chances of employees meeting or exceeding your expectations, follow these steps when you plan and set them.
Before you can have a conversation with your staff members, you need to have a conversation with yourself and write down what your realistic expectations are. For example, you may expect staff members to do the following:
Clear communication from leaders is imperative for success. If staff members don’t fully understand what you expect from them, it’ll be difficult for them to meet your expectations. You can do these things to make them clear:
When employees understand why expectations are important, it can help them see the bigger picture and feel like their role in the company matters.
Offer concrete examples as to why you’ve set certain expectations, and explain to your team how these expectations connect to the big-picture goals of the company.
Formalize the expectations by requiring employees to sign off on them. When employees sign off on your expectations, it makes them feel more serious. In the event they don’t meet your expectations, you will have the documentation to hold them accountable and make a case as to how they have fallen short of the agreement.
Don’t be discouraged if your first set of expectations doesn’t result in a notable improvement in employee performance. Additional employee feedback can help you figure out how to hone your guidelines until everyone is on the same page.
Morale is important to a functioning workplace, and employees knowing what’s expected of them on a daily basis is important for morale. Clearly communicating your expectations as a manager can help employees better understand your company’s goals and work toward them more effectively. Without those expectations outlined from the beginning, you run the risk of miscommunication and low employee engagement. But when everyone is on the same page, your company can run like a well-oiled machine.