Have you ever played a game where you weren’t quite sure of the rules? Frustrating, isn’t it? 

Here’s what I’ve discovered after a decade of managing both local and virtual teams: people crave clarity. They want to know what success looks like. They want to understand how their work matters. Most importantly, they want to know how they’re doing along the way. 

One of our clients shared a success story that highlights the power of clear expectations.  

“Hannah is extremely hardworking. She is proactive and precise in her attention to detail. Hannah communicates thoroughly with clients and vendors and is eager to resolve any issue that comes her way. She is always ready to learn, all while staying organized, knowledgeable, and kind!” 

Notice the key elements there — proactive, precise, thorough. These qualities flourish when expectations are clear. 

Would Your Team Speak Up or Just Nod Along? 

Let me share my top five strategies for setting clear expectations: 

1. 1. Start with the Why: Before diving into tasks, explain the bigger picture. People perform better when they understand how their work impacts the company’s goals. For example, we tell our VEs that their quick response time (within 2 minutes) isn’t just about efficiency. It’s about making clients feel valued and heard.

2. Be Specific About What and When: Vague instructions lead to confusion and mistakes. Instead of “update the database,” say, “Review and update all client contact information in the CRM by Friday at 5 p.m., flagging any entries missing phone numbers.” The more specific, the better.

3. Define Success Metrics: What does “good” look like? What makes something “excellent”? Create clear, measurable standards. For instance, with our VEs, we don’t just say “be available.” We specify that they must “respond to all messages within 2 minutes and provide status updates every 2 hours.”

4. Document Everything: Put expectations in writing. This becomes your shared reference point and eliminates the “but I thought you meant…” conversations. At HireSmart, we provide detailed policy and procedure manuals that our clients can customize for their VEs.

5. Create Feedback Loops: Schedule regular check-ins to discuss progress, challenges, and questions. This isn’t micromanaging. It’s providing support and clarity.

But here’s the crucial part many leaders miss: setting expectations is just the beginning. The magic happens in the follow-through. 

Are You in Tune With Your Team? 

“Kim has been with us for just over 4 years, this past year as the lead maintenance coordinator,” one client shared. “In this role, she has been a trainer, mentor, and supervisor for 4 other VE’s. She also handles my many tasks on a daily basis and maintains documents, scheduling and various other tasks. Her get-it-done attitude is amazing, and she is able to manage all that gets tossed her way quickly and easily.” 

That success didn’t happen by accident. It came from consistent follow-through and feedback. 

The follow-through framework 

Each day, managers should review close-of-business reports, address questions promptly, acknowledge good work, and provide quick course corrections when needed. On a weekly basis, they should schedule brief check-ins, review key metrics, discuss challenges and solutions, and set priorities for the following week. Monthly responsibilities include conducting detailed performance reviews, celebrating wins, adjusting expectations, and planning professional development. Quarterly tasks focus on reviewing bigger picture goals, assessing progress trends, updating documentation, and refreshing training as needed. 

“Kaye is incredible,” said one client about their VE. “She welcomes all projects, accepts change, always offers to help in anyway she can. She’s been a wonderful asset to our team. Any project that has been given to Kaye, she asks the important questions and runs with it. She takes initiative and always provides excellent customer service to our clients and also is so helpful to our staff.” 

That level of performance comes from clear expectations combined with consistent support and feedback. 

47 Tasks a Virtual Employee Can Do for Your Business 

Expectations aren’t a “set it and forget it” thing. They’re the foundation of an ongoing dialogue about success. Your team wants to excel. They want to contribute meaningfully. Clear expectations and consistent follow-through give them the roadmap to do just that.

At HireSmart Virtual Employees, we build this clarity into our process: 

• Rigorous pre-screening ensures alignment with our core values
• 40 hours of intensive training sets clear performance standards
• Regular check-ins maintain communication flow
• Performance metrics provide objective feedback
• Ongoing support helps VEs meet and exceed expectations

“Yvonne exemplifies what a team member should be,” shared another satisfied client. “She works hard and goes above and beyond. She thinks outside of the box. She does not wait for things to happen she makes them happen. She asks questions so as to educate herself if there is something she does not fully understand. She requires no supervision and does her job each day.” 

That’s what happens when expectations are clear and support is consistent — people thrive. 

Want to build a team that performs at this level? Click here to schedule a free consultation. Let’s discuss finding a virtual employee who will love your clear expectations and deliver exceptional results.