Expectation Clarification Template
Expectation Clarification Template
Unclear expectations are the root of most band conflicts. This template helps you clarify expectations upfront, preventing problems before they start.
Why Expectation Clarification Matters
When Expectations Are Clear:
- Everyone knows what's expected
- Fewer conflicts and disappointments
- Accountability is straightforward
- Trust builds quickly
- Success is more likely
When Expectations Are Unclear:
- Constant misunderstandings
- Frequent conflicts
- Resentment builds
- Trust erodes
- Failure is likely
When to Clarify Expectations
Critical Moments
Before Someone Joins:
- During audition process
- Before making offer
- When they accept
When Someone Joins:
- First day/rehearsal
- Onboarding process
- First 30 days
When Things Change:
- New project or direction
- Role changes
- Commitment level shifts
- After conflicts
Regularly:
- Quarterly check-ins
- Annual reviews
- When needed
Expectation Clarification Conversation
Opening the Conversation
Script:
"I want to make sure we're all on the same page about expectations. I'd like to walk through what we expect from you, and also hear what you expect from us. The goal is to make sure this is a great fit for everyone. Does that sound good?"
Tone:
- Collaborative, not dictatorial
- Two-way conversation
- Open and honest
- Supportive
Expectations to Clarify
1. Time Commitment
Questions to Address:
Rehearsals:
- How often do we rehearse?
- What day(s) and time(s)?
- How long are rehearsals?
- How much notice for schedule changes?
- What if you can't make it?
Our Expectations:
Your Expectations:
Agreement:
Shows:
- How many shows per month/year?
- What types of shows?
- How far will we travel?
- How much notice for shows?
- What if you can't make a show?
Our Expectations:
Your Expectations:
Agreement:
Individual Practice:
- How much practice outside rehearsal?
- How prepared should you be?
- What if you're not prepared?
Our Expectations:
Your Expectations:
Agreement:
Other Time:
- Band meetings?
- Promotional activities?
- Recording sessions?
- Social events?
Our Expectations:
Your Expectations:
Agreement:
2. Musical Expectations
Questions to Address:
Skill Level:
- What's the expected skill level?
- Are you there now?
- What development is expected?
Our Expectations:
Your Expectations:
Agreement:
Musical Direction:
- What's our sound/style?
- How much creative input?
- How are musical decisions made?
Our Expectations:
Your Expectations:
Agreement:
Learning Material:
- How quickly should you learn songs?
- What resources are provided?
- What if you're struggling?
Our Expectations:
Your Expectations:
Agreement:
Performance:
- What's expected on stage?
- Energy level?
- Professionalism?
- Stage presence?
Our Expectations:
Your Expectations:
Agreement:
3. Financial Expectations
Questions to Address:
Income:
- How is gig money split?
- When do you get paid?
- What about tips?
Our Expectations:
Your Expectations:
Agreement:
Expenses:
- What costs do you cover?
- What does the band cover?
- How are shared expenses split?
Our Expectations:
Your Expectations:
Agreement:
Investments:
- Any required investments?
- Recording costs?
- Equipment needs?
Our Expectations:
Your Expectations:
Agreement:
4. Communication Expectations
Questions to Address:
Responsiveness:
- How quickly should you respond?
- What channels do we use?
- What if you're unavailable?
Our Expectations:
Your Expectations:
Agreement:
Meetings:
- How often do we meet?
- Are they mandatory?
- What's discussed?
Our Expectations:
Your Expectations:
Agreement:
Feedback:
- How do we give feedback?
- How should you give feedback?
- How do we handle disagreements?
Our Expectations:
Your Expectations:
Agreement:
5. Behavioral Expectations
Questions to Address:
Professionalism:
- What does professionalism mean to us?
- Behavior at shows?
- Interactions with venues/others?
Our Expectations:
Your Expectations:
Agreement:
Reliability:
- What does reliability look like?
- Attendance expectations?
- Follow-through on commitments?
Our Expectations:
Your Expectations:
Agreement:
Attitude:
- What kind of attitude do we value?
- How do we handle challenges?
- What's our vibe?
Our Expectations:
Your Expectations:
Agreement:
Substances:
- Any policies around alcohol/drugs?
- Before/during rehearsals?
- Before/during shows?
Our Expectations:
Your Expectations:
Agreement:
6. Role & Responsibilities
Questions to Address:
Your Role:
- What's your specific role?
- What are you responsible for?
- What's outside your role?
Our Expectations:
Your Expectations:
Agreement:
Decision-Making:
- What decisions can you make?
- What requires group input?
- How are decisions made?
Our Expectations:
Your Expectations:
Agreement:
Leadership:
- Any leadership responsibilities?
- Who do you report to?
- Who can you go to with issues?
Our Expectations:
Your Expectations:
Agreement:
7. Long-Term Expectations
Questions to Address:
Commitment:
- How long are you committing?
- What's your level of commitment?
- What if things change?
Our Expectations:
Your Expectations:
Agreement:
Goals:
- What are our band goals?
- Do they align with yours?
- Where do you see this going?
Our Expectations:
Your Expectations:
Agreement:
Exit:
- How would you leave if needed?
- What notice is expected?
- How do we handle transitions?
Our Expectations:
Your Expectations:
Agreement:
Their Expectations of the Band
Flip the Script
Ask:
"Now I want to hear your expectations of us. What do you need from the band to be successful and happy?"
Listen for:
- Communication needs
- Support needs
- Growth opportunities
- Work environment
- Leadership style
- Flexibility needs
Their Expectations:
Our Response:
- What we can commit to: _______________
- What we can't commit to: _______________
- What we'll work on: _______________
Expectation Clarification Checklist
Before the Conversation
- Review band agreement
- Identify key expectations
- Prepare to listen
- Schedule adequate time
- Create comfortable setting
During the Conversation
- Explain purpose
- Go through each area
- Ask clarifying questions
- Listen to their expectations
- Find alignment
- Document agreements
- Address concerns
After the Conversation
- Document all agreements
- Share written summary
- Add to band agreement if needed
- Check understanding
- Follow up regularly
Red Flags to Watch For
During Expectation Clarification
Warning Signs:
- Resistance to clarity - "We'll figure it out"
- Unrealistic expectations - Wants more than you can offer
- Misalignment on key issues - Different goals/values
- Vague commitments - Won't commit clearly
- Defensive reactions - Gets defensive about expectations
- Dismissive attitude - Doesn't take it seriously
- Can't articulate expectations - Unclear what they want
What to Do:
- Address directly
- Seek clarity
- Assess fit
- Proceed with caution or pass
Common Expectation Gaps
Gap 1: Time Commitment
Band Expects: 2 rehearsals/week + 2 shows/month Member Expects: 1 rehearsal/week + 1 show/month
Solution: Clarify upfront, find alignment or pass
Gap 2: Musical Direction
Band Expects: Stick to established sound Member Expects: Lots of creative freedom
Solution: Discuss creative process and decision-making
Gap 3: Financial
Band Expects: Equal split of expenses Member Expects: Band covers all costs
Solution: Clarify financial arrangements upfront
Gap 4: Professionalism
Band Expects: High professionalism Member Expects: Casual, fun vibe
Solution: Define what professionalism means to you
Gap 5: Commitment Level
Band Expects: This is a priority Member Expects: This is a hobby
Solution: Discuss priorities and commitment level
Ongoing Expectation Management
Regular Check-Ins
Monthly (First 3 Months):
- How's it going?
- Are expectations being met?
- Any surprises?
- Any adjustments needed?
Quarterly (Ongoing):
- Review expectations
- Discuss any changes
- Address any gaps
- Recommit or adjust
When Expectations Aren't Met
Address Quickly:
- Identify the gap
- Discuss directly
- Understand why
- Problem-solve together
- Agree on path forward
- Follow up
Script:
"I want to talk about expectation. We agreed to agreement, but I've noticed observation. Can we talk about what's happening?"
Key Takeaways
- Clarify expectations upfront - Before problems arise
- Be specific - Vague expectations lead to conflict
- Make it two-way - Hear their expectations too
- Document agreements - Write it down
- Check understanding - Confirm alignment
- Review regularly - Expectations evolve
- Address gaps quickly - Don't let them fester
Clear expectations are the foundation of successful band relationships. Take the time to clarify them upfront and review them regularly.
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