Executive Summary
In the modern workplace, employee expectations play a critical role in the success of organizational change efforts and project management practices. High-performing organizations recognize that setting clear expectations is foundational, not just for operational efficiency, but as a strategic asset that must be driven from the top down. Senior leaders serve as key influencers in establishing these standards, thereby aligning their teams with organizational goals and fostering a culture of accountability and success. By setting clear expectations senior leadership can effectively drive performance and change management outcomes.
Introduction
Organizational change and project management rely on clear communication, strong leadership, and consistent engagement across all levels of the organization. However, it is often at the senior levels that expectations must first be established to set the tone and direction for the organization as a whole. This paper examines how clearly articulated expectations from senior leaders contribute to successful organizational change using the PROSCI ADKAR model and enhance project management as outlined in PMI’s PMBOK guide.
Importance of Setting Expectations from the Top
Senior leaders shape the organizational culture by modeling behaviors, communicating priorities, and setting clear expectations. When expectations are ambiguous or not clearly expressed, teams may struggle to align their efforts with strategic goals. This alignment is especially vital in times of change or complex project execution, as lack of clarity can lead to misunderstandings, reduced morale, and lower productivity.
The Key Benefits of Top-Down Expectation Setting:
Cultural Consistency: Ensures that behaviors and attitudes across the organization reflect core values and goals.
Clear Direction: Employees are better able to prioritize and focus on key objectives.
Enhanced Accountability: Clear expectations create a sense of responsibility and ownership.
Increased Engagement: When expectations are transparent, employees feel supported and more likely to contribute fully.
Organizational Change: The Role of Senior Leadership in PROSCI ADKAR
The PROSCI ADKAR model is a widely adopted change management framework that focuses on the individual’s experience during change. Each component of ADKAR (Awareness, Desire, Knowledge, Ability, Reinforcement) highlights the role of clear expectations:
1. Awareness
Role of Leadership: Senior leaders must communicate the reasons for change and the expected outcomes. Clear expectations set at this stage ensure employees understand the “why” behind the change, creating a shared vision.
2. Desire
Encouraging Buy-In: By setting expectations, leaders help cultivate a desire to support and participate in the change. This is fostered by leaders who model adaptability, reinforce the value of change, and address employees’ concerns.
3. Knowledge
Providing Resources and Training: Expectations around training, resource allocation, and skill development are essential. Leaders must clarify the new competencies required and provide the resources to acquire them, thus fostering a knowledge-rich environment for employees.
4. Ability
Building Capabilities: Expectations must be explicit about performance standards, project goals, and timelines. By doing so, leaders enable employees to practice and refine new skills in a structured manner.
5. Reinforcement
Sustaining Change: Senior leaders must consistently reinforce expectations through feedback, recognition, and accountability measures. This ensures that change efforts are maintained and become embedded within the organization.
Project Management: How Expectations Drive Success with the PMI PMBOK Framework
PMI's PMBOK emphasizes clear communication and stakeholder alignment as essential elements of project success. The role of expectations in this framework underlines the importance of setting standards, roles, and responsibilities that align with project goals. Below are some key areas in which expectations enhance project management:
1. Initiation and Planning
Defining Project Scope and Objectives: Senior leaders help establish the project scope, objectives, and constraints. Expectations set during this phase guide project teams, define priorities, and facilitate strategic alignment.
2. Execution
Coordinating Resources and Teams: In project execution, expectations set by senior leaders around quality standards, timelines, and communication protocols are critical. Leaders who clearly communicate project deliverables enable project teams to manage time, resources, and responsibilities effectively.
3. Monitoring and Controlling
Ensuring Accountability: Through clear expectations, leaders establish accountability measures that help track progress and performance. Effective expectations prevent scope creep, enhance resource utilization, and allow for timely adjustments based on project metrics.
4. Closing
Evaluating Success and Lessons Learned: Expectations set from the beginning influence project closure by providing criteria for success and evaluation. Senior leaders ensure that teams reflect on outcomes and document lessons learned, contributing to continuous improvement in future projects.
Integrating ADKAR and PMBOK: A Synergistic Approach
When used in tandem, the ADKAR model and PMBOK guide emphasize the need for a structured approach to both change management and project execution. Setting expectations across these frameworks enables employees to understand their roles, meet performance standards, and drive project success. Key alignment areas include:
Clarity in Change and Project Objectives: Aligning ADKAR’s Awareness phase with PMBOK’s Initiation stage ensures that employees understand both the rationale and the strategic intent of projects or changes.
Structured Support and Resources: Ensuring that employees have the necessary tools and training aligns ADKAR’s Knowledge and Ability phases with PMBOK’s Planning and Execution stages.
Reinforcement and Continuous Improvement: Expectations around reinforcement in ADKAR align with PMBOK’s Monitoring, Controlling, and Closing phases, ensuring that project success and change adoption are continuously supported.
Conclusion
In conclusion, senior leadership’s role in setting and communicating expectations is fundamental to achieving organizational change and project management success. By following structured frameworks like the ADKAR model and PMBOK guide, leaders can create a culture of accountability, alignment, and engagement that drives organizational performance. Clear expectations foster consistency, support effective resource allocation, and encourage proactive involvement from employees, ultimately resulting in improved outcomes for the organization.
Senior leaders who proactively set, communicate, and reinforce expectations create an environment where employees are empowered to succeed, adapt, and thrive, ensuring the organization’s ability to meet strategic goals.
About the Author: Jamison Smith is a Retired Fire Captain from Los Angeles County Fire
Department, a Project Management Professional (PMP), with 8 years Managing projects and 10 years Program Manager in public safety, software, communications, enterprise implementations, and product development. He has used his PMP tools as well as Lean Six Sigma Black Belt methodologies to not only see projects through completion but reduce waste and increase personnel efficiencies through Lean Six Sigma methodologies. He brings this experience to the world of Change Management with Jamison & Associates Organizational Change Management consulting.
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