Expectation‑Setting Framework
A structure for naming expectations, agreements, and success criteria
Leaders often assume expectations are clear because they feel clear in their own minds. But adults don’t act on assumptions; they act on what’s spoken, agreed to, and understood. This framework helps leaders move from vague hopes to shared agreements that reduce rework, prevent conflict, and strengthen trust.
1. Name the Purpose
Adults engage when they understand why something matters. Purpose creates context, and context creates alignment.
Questions to clarify:
Why does this matter right now?
What larger goal does it support?
What problem does it solve or prevent?
How to say it:
“This work matters because it directly supports our goal of improving the client experience.”
2. Define the Desired Outcome
This is the “what” — the result you need, not the steps to get there.
Questions to clarify:
What does success look like?
What will be true when this is done well?
What are the non‑negotiables?
How to say it:
“Success looks like a clear, concise report that highlights the top three insights and a recommended path forward.”
3. Clarify Roles and Ownership
Adults need to know what they own, what you own, and where collaboration lives.
Questions to clarify:
Who is responsible for what?
Where do they have autonomy?
Where do they need alignment or approval?
How to say it:
“You own the analysis and the recommendation. I’ll make the final decision after we review it together.”
4. Set Boundaries and Constraints
Adults make better decisions when they understand the limits they’re working within.
Questions to clarify:
What constraints matter?
What’s off‑limits?
What resources or support are available?
How to say it:
“Stay within the current budget and use the existing data set. If you hit a barrier, let me know.”
5. Establish Success Criteria
This is where expectations become measurable and observable.
Questions to clarify:
How will we know this is on track?
What quality standards matter?
What timeline or milestones are required?
How to say it:
“By Friday, I’d like a draft with your top insights. The final version should be ready next Wednesday.”
6. Confirm Understanding
Adults don’t learn through one‑way communication. They learn through dialogue.
Questions to clarify:
What did you hear?
What feels clear?
What feels ambiguous?
How to say it:
“Can you walk me through what you’re taking away from this so we’re aligned?”
7. Create an Agreement
Expectations become real when both people commit to the same understanding.
Questions to clarify:
What are we agreeing to?
What will each of us do next?
What support do you need?
How to say it:
“Let’s agree that you’ll bring a draft Friday, and I’ll review it by end of day.”
8. Close with Support and Trust
Adults thrive when they feel trusted and supported, not monitored.
Questions to clarify:
What reassurance or encouragement matters here?
What tone will help them succeed?
How to say it:
“I trust your judgment. Reach out if you need anything, otherwise, run with it.”
Why this tool works
It reduces rework and misalignment.
It strengthens psychological safety and trust.
It gives leaders a repeatable structure for clarity.
