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Setting expectations with a new employee: questions and template.
Setting expectations (in Danish, forventningsafstemning) is a conversation where two parties say out loud what they expect of each other and turn it into agreements they can both stand by. With a new employee it makes sense to have it before the first working day and again once everyday work is under way.
Updated 29 October 2026 · Sympact
Why
Why expectations matter
When a new hire goes wrong, it is often about expectations nobody said out loud: how independently tasks should be handled, when it is fine to ask, and what counts as good work.
Setting expectations can give the new employee security and a faster first overview. At the same time the manager gets a picture of what the new employee needs, before it becomes a problem. The conversation is part of onboarding and can be used again whenever the role changes.
When
When to have the conversation
- Before the first working day. The role, the first tasks, who the new employee should get to know, and what the first week looks like.
- In the first week. Procedures, contact people and the unwritten rules that only become visible in everyday work.
- After 30, 60 and 90 days. What works, what needs adjusting, and whether the agreements hold.
The questions
Questions for setting expectations
Let both the new employee and the manager answer the questions separately before you meet. Then you can see where you agree, and where more needs to be said.
Tasks and results
- Which tasks matter most in the first months?
- What does a good result look like after three months?
Responsibility and decisions
- What can the new employee decide alone, and what should be agreed first?
- Who does the new employee ask when the manager is not there?
Collaboration and communication
- How and how often do you talk, for example regular 1:1 meetings?
- Which channels are used for what: meetings, chat or email?
Working hours and flexibility
- What applies to start times, working from home and availability?
- What does the new employee do when the tasks cannot be completed in time?
Learning and feedback
- How does the new employee learn best, and who is in charge of the training?
- How would both parties like to receive feedback?
The template
Template for setting expectations
| Topic | The new employee's expectation | The manager's expectation | Agreement | Follow-up |
|---|---|---|---|---|
| Independence | Would like to try alone first | Ask on client tasks | Alone on internal tasks, ask on client tasks | After 30 days |
| Feedback | Ongoing and direct | At the weekly 1:1 | Short feedback the same day, bigger things at the 1:1 | After 60 days |
The examples are made up and only show the format.
Write the agreements down straight away, and let both of you say yes to them. When you follow up, you talk based on the agreements.
Making it easy
Expectations that become agreements
When the answers and the agreements are in one place, both remember the same thing after the first weeks. ALIGN can bring out the expectations of both the new employee and the manager before the first working day and turn them into concrete agreements that both say yes to. Afterwards you can see whether the agreements held.
Questions and answers
What is setting expectations?
Setting expectations is a conversation where two or more parties clarify what they expect of each other and turn it into shared agreements. At a workplace it is typically about tasks, responsibility, collaboration, working hours and feedback. The aim is that both parties know what applies before misunderstandings arise.
When should you set expectations with a new employee?
The first time before the first working day, so the new employee knows what lies ahead. Again in the first week, when everyday work and the unwritten rules become visible. After that at regular follow-ups, for example after 30, 60 and 90 days, where the agreements are adjusted to what you have learned along the way.
Who should take part in setting expectations?
The new employee and their immediate manager are the most important. If the new employee has a buddy or a regular colleague in the training, it can be good to include that person in part of the conversation. HR can provide the framework, but the conversation works best between the people who will work together.
What is the difference between setting expectations and onboarding?
Onboarding is the whole process in which a new employee settles into the job, the team and the culture, from the signing of the contract until the new employee is well under way. Setting expectations is one conversation in that process that makes the unwritten clear.
What do you do when expectations do not match?
That is exactly what the conversation is for. Talk about why the expectations differ, and find an agreement both can live with, for example a trial period for a way of working. Write the agreement down, and follow up after an agreed time, so you can adjust it.
Should the agreements from setting expectations be written down?
Yes, it makes them easier to follow up on. A short template with the topic, both parties' expectations, the agreement and the time for follow-up is enough. When the agreements are in writing, you talk from the same starting point when you meet again.
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