Setting Clear Expectations

Remote work has unlocked incredible flexibility and access to talent. But it’s also amplified a challenge every engineering leader faces: setting clear expectations. In a co-located office, you can often feel if someone is struggling or misaligned. Remotely? Those signals are muted, making proactively defined and consistently reinforced expectations absolutely critical.

I recently worked with a team where a critical feature was delivered, but didn’t meet the intended business outcome. After digging in, we discovered the team had built exactly what was asked for, but the underlying assumptions about why it was needed weren’t clearly communicated. This disconnect led to wasted effort, rework, and a delayed launch. It highlighted, yet again, how crucial clear expectations are – especially when teams are distributed.

I've seen teams thrive and flounder based almost entirely on how effectively expectations were established. It's not about micromanagement; it’s about creating a shared understanding of what needs to be done, why it matters, and how success will be measured. Let's dive into practical strategies, drawing from both successes and hard-learned lessons over two decades leading engineering teams.

The Cost of Ambiguity in a Remote World

Think about a recent project where things didn’t go as planned. Often, the root cause isn’t lack of skill, but a disconnect in understanding. “We thought you meant X,” or “I assumed Y was handled elsewhere” are common refrains. These ambiguities are costly – wasted effort, rework, frustration, and ultimately, delayed delivery.

Remotely, this cost is magnified. Informal hallway conversations, quick check-ins, and reading body language – the “water cooler moments” that clarify intent – are largely gone. You must be intentional about over-communicating and documenting expectations.

A Framework for Remote Expectation Setting

I've found a three-pronged approach works best: Definition, Documentation, and Dialogue.

1. Definition: The "What" and the "Why"

• Outcome-Based Specifications: Focus on what needs to be achieved, not how to achieve it. Instead of "Implement feature X using library Y," try "Deliver feature X, enabling user Z to accomplish goal A, resulting in metric B improving by C%." This fosters ownership and allows engineers to leverage their expertise.
• Prioritization is Paramount: Remote teams can easily get bogged down in context switching. Be crystal clear about priorities. Use a framework like MoSCoW (Must have, Should have, Could have, Won’t have) to guide decision-making. MoSCoW prioritization helps categorize tasks based on their criticality to the overall outcome. Transparency around why certain things are prioritized builds trust and understanding.
• Define "Done": This sounds basic, but it's often overlooked. What constitutes “done” for a task? Is it code committed, tested, documented, and deployed to staging? Spell it out. A clear “Definition of Done” prevents scope creep and ensures everyone is on the same page.

2. Documentation: Making Expectations Tangible

• Centralized Knowledge Base: Tools like Confluence, Notion, or even a well-organized Google Drive are essential. Document everything – project goals, technical specifications, coding standards, on-call procedures, and communication protocols.
• Asynchronous Communication First: Default to written communication whenever possible. This creates a record of decisions and ensures everyone has access to the same information, regardless of time zone.
• Record Key Decisions: After meetings, circulate a brief summary of decisions made and action items assigned. This eliminates ambiguity and ensures accountability. I’ve found a simple bullet-point list often works best – avoid long, narrative summaries.

3. Dialogue: Ensuring Mutual Understanding

• Regular 1:1s: These aren't just about task updates. Dedicate time to discussing expectations, challenges, and career goals. Ask open-ended questions like, "What's blocking you from delivering on this expectation?" or "How can I better support you in achieving this goal?"
• Team Check-Ins: Conduct regular team meetings focused on alignment and problem-solving. Create a safe space for team members to voice concerns and challenge assumptions.
• Active Listening & Clarification: Don't just hear your team members – listen to them. Ask clarifying questions to ensure you understand their perspective. Paraphrase their statements to confirm your understanding.

Avoiding Common Pitfalls

• Assuming Understanding: Never assume your team members understand your expectations. Always ask them to reiterate what they understand.
• Expecting Mind-Reading: Don’t expect your team members to anticipate your needs. Be proactive in communicating your expectations.
• Lack of Follow-Up: Setting expectations is only half the battle. You must follow up regularly to ensure your team is on track.

A Final Thought – Inspired by Hazlitt & Lehtinen

Henry Hazlitt's “Economics in One Lesson” emphasizes understanding the long-term consequences of actions. Similarly, setting clear expectations isn't just about the immediate task; it's about building a foundation of trust, accountability, and shared understanding. As Lehtinen et al. highlight, a disconnect between expectations and outcomes is a common failure point. Their research demonstrates that misalignment between perceived and actual expectations is a major driver of project failure, reinforcing the need for proactive communication. Investing the time and effort to define, document, and dialogue around expectations will pay dividends in the long run – resulting in more satisfied teams, higher-quality work, and improved outcomes.

Remember, remote leadership isn't about replicating the office environment online. It's about intentionally creating a system that fosters clarity, trust, and accountability – and it all starts with setting expectations that actually land.

Take 15 minutes this week to review your team’s current expectations and identify areas for improvement. Or, share this post with your team to start a conversation about how to improve our communication.