Why Do Instructions Become Unclear?

Unclear instructions often stem from a desire to be thorough, which can lead to overexplaining. When leaders try to cover every detail, the core message gets buried, causing confusion rather than clarity. Sometimes, this happens because of uncertainty about the desired outcome or a lack of trust that the team understands the bigger picture. Recognising these traps is the first step to improving your communication.

Focus on Outcomes

Define What Success Looks Like

Instead of detailing every action, start by clearly stating the outcome you expect. For example, rather than saying, "Please organise the files by date, then by client name, and label each folder," say, "I need a filing system where we can quickly find client documents, organised by date and name."

Before: "Make sure to check the stock levels every morning, note down any discrepancies, reorder items if the stock is low, and update the inventory spreadsheet by noon."

After: "Ensure our inventory is accurate and up to date each morning so we can avoid running out of key items."

This approach gives your team the freedom to use their judgment while understanding the goal.

Establish Clear Standards

Standards communicate the quality and expectations behind a task. Clarify what 'done well' looks like, so your team knows when their work meets your requirements.

For example, "Please draft the weekly report" is vague. Instead, specify, "Please prepare the weekly report with sales figures, highlight any significant changes, and send it to me by 3pm on Fridays."

Assign Ownership

Make it clear who is responsible for what. Ambiguity about ownership leads to tasks falling through the cracks or duplicated efforts.

For instance, you might say, "Sarah, you'll handle contacting suppliers this week," rather than a general "Can someone follow up with suppliers?"

Set Deadlines With Purpose

Deadlines create a sense of urgency and help prioritise tasks. Be specific about when you expect tasks completed.

Instead of "Please get this done soon," say, "I need the client presentation draft by Wednesday at noon to review before the meeting."

Real-World Example

Imagine you're a new team leader overseeing a shift handover.

Overexplained instruction: "When your shift ends, make sure you check the equipment logs, update any maintenance issues in the system, call the maintenance team if something is broken, brief the next shift in detail about any problems, and make sure the next team leader signs off on the handover sheet."

Clear instruction: "At shift end, update the equipment logs with any issues and inform the next team. If urgent repairs are needed, contact maintenance immediately. Confirm the handover with your successor."

The second version keeps essential details but is more concise and actionable.

Key Takeaways

  • Start with the desired outcome rather than the process.
  • Clarify standards to set expectations.
  • Assign clear ownership to avoid confusion.
  • Use specific deadlines to prioritise tasks.
  • Trust your team’s capability; avoid unnecessary detail.

Take Action This Week

Try using the Lead With Nadine Clarity Tool to craft your next set of instructions. Focus on the outcome, standards, ownership, and deadlines. Notice how your team responds and adjust accordingly to build confidence and efficiency.

Leading with clarity doesn’t mean oversimplifying; it means communicating purposefully. By refining your instruction-giving skills, you empower your team to perform with confidence and accountability.