What Does 'Done' Actually Look Like?

Stop Playing Guessing Games With Your Team.

You know that sinking feeling when you delegate a project, only to get back something that's technically "done" but completely misses the mark?

Stephen Covey nailed it in The 7 Habits of Highly Effective People when he said "begin with the end in mind." Yet most of us skip this crucial step every single day.

We fire off assignments like: "Write up that report." "Handle the client presentation." "Clean up the data."

Then we wonder why the results fall flat.

The Real Problem? We're Speaking Different Languages

Here's what's actually happening: Your team thinks they crushed it. You're left disappointed. Nobody's wrong, you're just working from completely different definitions of success.

Take something as simple as asking your facilities team to clean the conference room windows. If "done" means they sprayed some cleaner and wiped it down, you'll get streaky, smudged glass that looks worse than before.

But if "done" means crystal-clear, streak-free windows that make clients think "wow, this place is sharp" now you're talking.

The Interview That Goes Nowhere

Picture this: You tell a manager to "interview the candidate."

Manager A focuses on whether they'd be fun to grab coffee with. Manager B grills them on technical skills for an hour. Manager C asks about their commute and availability.

You get three wildly different reports that don't help you make a decision. Sound familiar?

Instead, define the outcome upfront: "Determine if this candidate has the technical skills for the role, the right personality for our team culture, availability that matches our needs, and a reasonable commute that won't cause attendance issues."

Why This Changes Everything

When you skip outcome clarity, your team feels like they're hitting their targets while you feel unsupported. It's a lose-lose spiral that kills morale and productivity.

But when everyone knows exactly what "winning" looks like?

• People can self-assess their work before bringing it to you

• Rework drops dramatically

• Your team feels confident and empowered

• You get results that actually move the needle

The Culture Connection

Here's the thing about building a strong company culture: Connection builds relationships, but clarity drives performance.

You need both.

When your team understands exactly how to succeed, they stop playing defense and start taking ownership. They're not just busy - they're effective.

And that consistency? It builds trust with customers, confidence in leadership, and genuine pride in the work.

This kind of outcome clarity is a game-changer for every aspect of leadership. In fact, it's so important that I dive deep into the mechanics of clear communication in Key #2—including the specific phrases that eliminate confusion and the common mistakes that create it. Check out Key #2 - Clarity.

Start Tomorrow

Next time you delegate anything, pause and ask: "What does success actually look like here?"

Your team will thank you. Your results will speak for themselves.

Talk soon,

Jim

Jim Heinz is the founder and owner of Jim Heinz Consulting. He spent three decades in the medical industry dealing with the same team challenges you're facing right now: employees who don't follow through, unclear expectations, and the constant stress of being responsible for everything. He learned how to build teams that perform without micromanagement and cultures that solve problems instead of creating them. His insights come from experience, not theory.