How do I clarify what “done” means when a project request is vague?
Quick answer
Before starting, ask what outcome the requester needs, what to include or exclude, how completion will be judged, and who can confirm acceptance. Write the answers as criteria someone can inspect or verify, then send them back for agreement. Mark unresolved details as assumptions or open questions rather than silently guessing, and revisit the criteria if the scope changes.
The question, the details, the next step.
A teammate asked me to “put together a launch plan,” but that could mean almost anything. How do I clarify what done means without making the conversation feel like a challenge?
Frame the questions as a way to make the result useful and avoid rework. For example: “I can do that. To make sure I prepare the right thing, could we agree on what you need to be able to do with the plan?”
Then clarify four points: the outcome the plan should support; what it should include and exclude; what visible criteria would make it ready; and who will review it and confirm it meets the request. Ask only the questions that matter for this task. You do not need a perfect specification—just enough shared understanding to begin responsibly.
What questions would make those points concrete without turning this into a long questionnaire?
Choose a few questions suited to the request. For a launch plan, you might ask:
- “What will you use the plan to decide or coordinate?”
- “Which audience, product, or date range should it cover?”
- “Which sections are essential, such as milestones, owners, or open decisions?”
- “Is there anything you explicitly do not want me to work on?”
- “What would make the draft ready for review, and who gives the final go-ahead?”
If the requester is unsure, offer a proposed set of criteria for them to correct. That gives you a starting point without pretending that unanswered details are settled.
Can you show me observable criteria instead of something vague like “make it comprehensive”?
“Comprehensive” is difficult to evaluate because people may mean different things by it. A more observable criterion describes what a reviewer can find or confirm, such as: “The plan lists the agreed launch milestones, an owner for each, and any unresolved decisions.”
Here is a fill-in example. Replace the bracketed details with what the requester agrees to:
Working definition of done — launch plan
- Outcome: A document the team can use to [coordinate or decide].
- Includes: [Agreed sections], covering [audience, product, or date range].
- Excludes: [Work or analysis not included].
- Ready when: Each agreed milestone has a date or is marked “to confirm”; each has an owner or is marked “unassigned”; open decisions are listed with a next step.
- Acceptance: [Reviewer or decision-maker] reviews it by [date] and confirms whether the criteria are met.
- Assumptions/open questions: [Items not yet confirmed].
Labels such as “to confirm” make uncertainty visible instead of presenting a guess as an agreed fact.
What if the requester says, “Just use your judgment,” or changes the request later? I do not want to turn clarification into a scope dispute.
You can use your judgment while stating how you plan to apply it. For example: “I’ll make a concise plan with the agreed milestones, owners where known, and open decisions. I’ll leave [excluded item] out unless you want it included. Does that work as the target?” If they do not reply and you need to proceed, record the proposal as an assumption, not as approval. For a significant task, seek confirmation before investing heavily; if appropriate, share a small draft early for feedback.
When the request changes, name the change neutrally and ask what should give way if time or effort is limited: “Adding a detailed budget would change the scope. Should I add it and move the review date, or keep the current scope?” Update the written criteria when you agree on a change.
A practical checklist
State the outcome the requester needs, not just the deliverable’s name.
Agree on essential contents and important exclusions.
Write criteria someone can inspect or confirm.
Identify the reviewer and expected review date.
Label assumptions and open questions; update the criteria when scope changes.
A few more useful answers
How many completion criteria should I write?
Use enough to distinguish an acceptable result from an incomplete one, without making the agreement a long specification. Start with essential contents, a clear readiness test, and the reviewer.
What if nobody is clearly responsible for accepting the work?
Ask who has the context or authority to confirm that it meets the need. If that remains unresolved, record it as an open question rather than treating informal feedback as final acceptance.
Should I put the definition of done in writing?
A brief message or shared note helps both people refer to the same criteria. Keep it easy to update when you agree on a change.