Practical Strategies for Managing Expectations at Work

Have you ever poured your heart into a project only to find it fell short of other people’s expectations? Or gone the extra mile only to feel exhausted by the end of the week?

Finding the balance between managing expectations and going the extra mile is crucial to a successful and enjoyable work life.

Understanding Expectations

For years, my fear of “not being good enough”  led to a habit of over-delivering at work. I'd eat lunch at my desk and log back on in the evenings to deliver on the great expectations I had unintentionally created. The result was multiple cycles of burnout and a persistent feeling of “winging it.”

The breakthrough came when I was working in a software development company and was on a project with an excellent project manager. Things never seemed to go as planned, and the project had plenty of challenges. I watched this person keep everyone calm and committed to the goal by managing expectations. I learned that managing expectations leads to a more focused, sustainable, and high-quality output.

Expectations are assumptions about what will happen in the future. Your manager might have expectations about the quality of your presentations. Your clients might expect a certain level of service. Managing expectations means communicating what you will deliver, preventing unrealistic assumptions about your capabilities.

One effective way to align expectations is to ask clarifying questions early on. Find out deadlines, key deliverables, and priorities. Take initiative to clarify your understanding by summarising and confirming agreement. This upfront communication sets the stage for smoother collaboration.

Benefits of Managing Expectations

Managing expectations effectively is more than good workplace manners. It's a core professional skill that will support your career at every stage:

• Achievable Goals: Your goals become more realistic and attainable, protecting your well-being and preserving organisational relationships.
• Reduced Workload Stress: Preventing overwhelming workloads allows you to make better decisions, feel less stressed, and be more productive.
• Better Working Relationships: Consistently meeting or exceeding expectations builds trust and credibility, crucial to career success.

Four Levels of Expectation Management

Expectation management isn’t a one-size solution. It can help to look at expectation management as having four distinct levels:

1. Meeting Expectations: The core of most professional interactions. If your task is to deliver a report, meeting expectations means providing the correct report with the right elements on time.
2. Exceeding Expectations: Going above and beyond in a strategic way. Using the report example, this might be adding supporting visuals or a summary for the report. Be selective and focus on high-impact tasks for this extra effort. And if you're unsure, check with your manager.
3. Unrealistic Expectations: Attempting to surpass expectations without sufficient resources. This might look impressive in the short term, but it inevitably leads to burnout if you don’t have the time, budget, or support to sustain this level of delivery over time.
4. Unmet Expectations: Expectations sometimes remain unfulfilled, despite best efforts. Common reasons include miscommunication, unclear requirements, or shifting priorities. When this happens, it’s essential to communicate proactively, clearly acknowledge the gap, and collaborate on next steps to realign. 

Take a few minutes after reading this article to review the key tasks you are working on and ask yourself, what level of expectation are you setting?

How to Respond When Your Expectations Are Managed

There will be times when you need to manage the expectations of others, but there will also be times when your expectations are managed. It’s important to remember that your colleagues may have different priorities from you, and that your request might not be the top of their to-do list.

How you respond when others manage your expectations is equally crucial:

• Practice Empathy: Understand that managing expectations is about clarity, not criticism. Stay open to feedback and adjustments.
• Active Listening: Listen carefully, ask follow-up questions, and confirm that you understand the next steps.
• Adaptability: Show willingness to adjust your approach and goals based on the feedback you receive.
• Negotiate Constructively: If expectations differ significantly, work together to find common ground. This collaborative approach strengthens relationships and ensures everyone is set up for success.

Effective Expectation Management in Four Steps

Now, let’s break down expectation management into these actionable steps:

1. Understand the Task: Clarify deadlines, deliverables, and resources needed.
2. Assess Your Workload: Evaluate the impacts of new tasks on existing responsibilities.
3. Decide on the Level: Be intentional about whether to meet or exceed expectations.
4. Communicate Regularly: Keep stakeholders informed to manage expectations proactively and seek assistance if needed.

Improving your approach to setting, managing, and responding to expectations can start today. 

Reflect on upcoming tasks and conversations: Are you clear about what others expect from your work? On the other hand,  are your expectations clear? Managing expectations is not just a productivity skill; it helps develop better relationships and a more enjoyable workday, even when times are tough!

If you would like to learn more about how I can help your team manage expectations at work, contact me to arrange a Better Workday Conversation.

Related Resources

• The Better Workday Podcast Episode 45: Managing Expectations
• Guide: The 6 Clarity Questions
• Blog: How to Say No at Work