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Confusion isn’t a work problem— it’s a leadership problem.

When people don’t know what’s expected, work gets confusing fast.

Tasks get missed, trust starts to break and people feel frustrated.

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The best leaders make expectations clear— then trust their teams to do the work.

Because when people know exactly what to do— they can focus on doing it well.

Today we are going to help leaders master this by using:

‘Clear Expectations - How to Get What You Need Every Day'. 

Let’s dive in!

Real-Life Ways to Set Clear Expectations at Work

1. When “I Got It” Doesn’t Mean What You Think

Scenario: You give a task to someone and they nod—but later, it’s totally off or not done at all.

• Ask for the First Step, Not Just Agreement:

  • Instead of saying “You got it?” try, “What’s your first move on this?”

  • This gives you insight into what they heard and where they might be headed.

• Use a Quick Summary Rule:

  • Say, “Can you repeat back what you’re taking from this, just to make sure we’re on the same page?”

  • Make this feel normal, not like a test.

• So many missed expectations start with a silent misunderstanding.

  • Repeating things back might feel awkward at first, but it avoids rework and awkward follow-ups later.

2. When Deadlines Are “Soft” and That’s a Problem

Scenario: Someone misses a deadline and says, “Oh, I didn’t know it was that urgent.”

• Set a Meaningful Due Date:

  • Don’t just say, “Get this to me soon.”

  • Instead, say, “Can we lock in Wednesday so we’re ready before Friday’s meeting?”

• Add Context, Not Pressure:

  • Explain why the date matters.

  • Say, “I need a day to review it before presenting it to the team.”

  • That shifts it from “because I said so” to “this connects to a bigger goal.”

• Clear timing with real reasons creates respect, not resistance.

  • Deadlines feel different when they make sense.

3. When Everyone’s Involved but No One Owns It

Scenario: There’s a shared task, and everyone’s helping—but nothing is moving.

• Assign a Single Owner:

  • Say, “This can be a group effort, but let’s pick one person who makes sure it moves forward.”

  • Being the point person doesn’t mean doing everything—it means guiding the ship.

• Write It Down in the Recap:

  • Send a short message or note that says, “You’re leading this one—loop in anyone you need.”

  • That confirms it publicly and avoids confusion.

• People avoid stepping on toes, which leads to no one stepping up.

  • Naming a clear lead gives direction without drama.

4. When Someone Delivers Work That Misses the Mark

Scenario: Someone completes a project, but it’s totally off from what you imagined.

• Set the Target Up Front:

  • Before they begin, say, “Can I show you an example of what I have in mind?”

  • This could be a screenshot, a rough outline, or even a past version that worked.

• Use a “Good vs. Great” Frame:

  • Say, “This would be a good version, but here’s what would make it great.”

  • That opens the door for better quality without making them feel like they failed.

• People aren’t mind-readers.

  • Showing something—even simple—removes the guesswork and saves time on revisions.

5. When Priorities Are a Guessing Game

Scenario: The team is busy, but they don’t know which tasks really matter this week.

• Rank the Work Together:

  • Say, “Let’s list everything on your plate, then pick the top 2 things we need to get right first.”

  • This helps them zoom in instead of trying to do it all.

• Use a Weekly Reset:

  • Every Monday (or start of your sprint), ask: “What’s the one thing we’ll feel proud of finishing this week?”

  • Write it down. Revisit it Friday.

• People waste time when they’re unsure where to start.

  • Clear priority gives clarity and energy.

Daily Challenge

1. Pick one lesson from today’s list that you want to work on most.
   (Example: Setting clearer priorities, checking understanding, assigning ownership, or making deadlines specific.)

2. Name the situation where it usually goes wrong.
   (Example: “I usually assume they know what I mean,” or “We agree in meetings but no one follows through.”)

3. Write one sentence you’ll actually say today.
   This should help make your message or ask more clear.
   Examples:

   • “Can you repeat what your first step will be?”

   • “Let’s make sure one person owns this.”

   • “If you get stuck, message me before 3pm so we don’t miss the deadline.”

4. Use it once today.
   When the moment shows up—say it. Don’t overthink it. Just try one real sentence that helps people know what you really mean.

5. At the end of the day, ask yourself:

   • “Where did I make expectations more clear today?”

   • “What didn’t land the way I thought it would?”
     Write just one sentence for each.

6. AI Prompt: “Act like my communication coach. I want to work on being more clear when I explain things today. Here’s the kind of moment that trips me up: [insert situation, like ‘handing off work’ or ‘setting deadlines’].
   Give me one simple thing I can say today to make that moment easier and clearer. Then ask me a reflection question to think about tonight.”

Clarity is how trust begins.

Most frustration at work comes from things left unsaid.

People can't meet expectations they never fully understood.

Clarity is not about being perfect—it's about being honest.

Every clear message gives people a chance to do their best.

When people know what matters, they can finally show up right.

You get what you ask for—when you actually ask for it.

Until next time and with lots of love,

Justin

Watch the 60-Second Breakdown of Today’s Topic

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💡 Book to Read

“Crucial Conversations: Tools for Talking When Stakes are High” by Kerry Patterson, Joseph Grenny, Ron McMillan, and Al Switzler (see it here)

🧠 TED Talk to Watch

“Why Communication Goes Wrong...and How to Fix It” by Tim Pollard (see it here)

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