Why Setting Clear Expectations is Critical in Achieving KPIs.

“Effective leaders need to set clear expectations. Then, they need to follow up and follow through with their people by using a coach approach.”

Atip Muangsuwan
CEO Coach and Coach Supervisor

A frustrated CEO recently shared with me:

“I keep investing in my people development, but they still miss the mark. Are they just not listening?”

The answer? They’re listening—they just don’t know what “the mark” looks like.

This isn’t a motivation problem. It’s a clarity epidemic.

Here’s why this gap persists—and how to close it for good.

The Silent Saboteur: Assumed Alignment

A study by Gallup reveals 50% of employees don’t know what’s expected of them at work. Worse? Most leaders think they’ve communicated clearly.

Real-World Example:

A sales director told her team: “Improve client retention.”

Her team heard:

• “Call clients more often” (even if unnecessary)
• “Discount prices to keep them” (eroding margins)
• “Ignore new leads to focus on existing accounts”

Result? Chaos. Missed targets or KPIs. Mutual blame.

Client’s Key Insight after Coaching:

“Unclear expectations aren’t just confusing—they’re expensive. They create six problems for every one you solve.”

The 3-Step Framework for Success

🔵 1. Set Clear Expectations: From Fuzzy to Focused

Bad example of expectation: “Be more proactive.”

Good example of clear expectation:

“Identify 2 process bottlenecks by Friday. Present solutions to me by next Tuesday at 10 AM.”

The R.A.M. Rule:

• Roles: “You own X, I own Y”
• Actions: “Do these 3 tasks weekly”
• Metrics: “Success = 15% faster turnaround by Q4”

🔵 2. Follow Up: Regular Check-in

A client’s breakthrough: Implementing “Progress Pulse Checks”

• 7-minute weekly check-in
• Only 2 questions:
  1. “What’s on track?”
  2. “What’s confusing?”

Result: 68% fewer “I didn’t know” moments in 3 months.

🔵 3. Follow Through: Until the Finish Line

When expectations aren’t met:

• Weak response: “Try harder next time.”
• Better response:
  “Let’s dissect what happened. Was the expectation unclear? Do you need different tools? Or is this a priority mismatch?”

Key: Separate capability issues from clarity issues.

The Data-Driven Case for Consistency

Organizations with regular coaching follow-ups see:

• 41% higher employee retention (Gartner)
• 3x faster skill application (Human Capital Institute)
• 23% fewer misalignment fires to extinguish (Forrester)

Yet most leaders abandon structured follow-ups because:
“It feels micromanage-y.”

The Counterargument:

“Clarity isn’t control. It’s compassion. You’re saving people from the anxiety of guessing.”

Your Anti-Confusion Toolkit

For Leaders:

• Use “Expectation Blueprints”:

As a [role], I need you to [action] by [time] 

so that [impact]. 

Success looks like [metric/behavior].

• Implement the “3×3 Rule”: Revisit key expectations at 3 days, 3 weeks, and 3 months

For Teams:

• Create “Clarity Dashboards”: Shared docs tracking who owns what, by when
• Start meetings with “Expectation Resets”: “Before we dive in—does anyone need role/output/timeline clarity?”

The Accountability Litmus Test

Ask your team anonymously:

“On a scale of 1-10, how clear are your current priorities?”

If the average is below 8, you’re operating in The Fog.

Final Word: Clarity Is the Currency of Trust

Client’s another Key Insight after coaching:

“Every unclear expectation is a debt. Eventually, your team will collect—with interest.”

Your Next Move:

Pick one recurring problem. Apply the R.A.M. Rule today. Schedule three follow-ups. Observe the difference.

Because in leadership, what gets defined gets done—and what gets followed up on gets mastered.

If you need a support on setting clear expectations, follow up and follow through with your people by using a coach approach, then let’s talk soon.

About Atip Muangsuwan: Atip Muangsuwan is the Founder & CEO of The Best Coach International Co., Ltd. He is a CEO & UHNWI Coach, Certified Mentor & Supervisor for global executive coaches, Holistic Life Transformation Expert, Business & Life Strategist, and Corporate Facilitator/Trainer. With a proven track record of helping clients achieve their career goals and job promotions, Atip is dedicated to supporting individuals in their personal and professional growth.