The cost of unclear expectations
Picture this: your team just wrapped up a project. You’ve hit the deadline, checked all the boxes, and are already planning your victory lap (or maybe just a well-deserved nap). Then the client drops a bomb: “But where’s that extra feature we discussed six months ago in that one meeting?” Cue the groans, frantic Slack messages, and the soul-crushing realization that your version of “done” wasn’t their version of “done.”
This is the maddening reality for teams without a shared definition of “done.” Everyone’s interpretation is slightly (or wildly) different. The result? Misaligned expectations, wasted effort, and the kind of frustration that makes people question their career choices.
The fix? A deceptively simple yet game-changing concept: agree on what “done” actually means.
Why defining ‘done’ matters
Unclear expectations aren’t just annoying—they’re efficiency killers. When no one agrees on what “done” looks like, teams waste precious time revisiting tasks, clarifying misunderstandings, or—worst of all—redoing work.
Here’s why nailing down “done” is non-negotiable:
- Reduces misunderstandings: Everyone is crystal clear on what success looks like. No guesswork, no surprises.
- Prevents scope creep: A clear boundary means tasks don’t spiral into never-ending “just one more thing” nightmares.
- Improves quality control: Defined criteria ensure your work meets the highest standards—no shortcuts.
What a clear definition of ‘done’ looks like
A clear definition of “done” answers questions like:
- Have all agreed-upon deliverables been completed?
- Does the work meet quality standards?
- Have all stakeholders reviewed and approved the output?
- Has the task been documented or communicated appropriately?
For example, in a software development context, “done” might mean:
- Code has been written, reviewed, and tested.
- The feature is deployed to production and documented.
- Relevant stakeholders have signed off.
In marketing, a campaign might be “done” when:
- Copy, design, and messaging are finalized.
- All assets are scheduled or published.
- Metrics for success are established and tracking is in place.
Steps to define ‘done’ for your team
- Step 1: Align on expectations — Start by involving your team in a discussion about what “done” means for recurring tasks and projects. Consider each stage of your workflow and identify specific criteria for completion.
- Step 2: Standardize definitions — Document these definitions to create a shared reference point. For example, create a checklist for common deliverables that outlines required steps, approvals, and quality checks.
- Step 3: Incorporate into workflows — Embed your definitions of “done” into your team’s tools and processes. Use project management platforms like Asana or Trello to include completion criteria in task descriptions.
- Step 4: Review and refine regularly — As your team evolves, revisit and update your definitions to ensure they remain relevant and effective. Encourage feedback from team members to identify gaps or areas for improvement.
The measurable impact of clarity
Let’s talk numbers. A design studio that embraced clear definitions of “done” saw a 25% drop in project revisions within six months. Team members also reported fewer late-night fire drills and more confidence in their work.
Translation? Clarity isn’t just a buzzword—it’s a productivity booster. When everyone knows the finish line, you stop running in circles and sprint toward success.
T L ; D R — Defining “done” isn’t just about ticking boxes—it’s about creating a culture of clarity, alignment, and accountability. When your team operates with shared standards, you’ll see fewer misunderstandings, fewer reworks, and fewer hair-pulling moments.
The payoff? A smoother workflow, happier teams, and a reputation for delivering exceptional work. Because when “done” means done, everybody wins.
