Script a Difficult Feedback Conversation

This prompt scripts a hard feedback conversation using the SBI model (Situation-Behavior-Impact), which keeps the message anchored to observable facts instead of character judgments. The five-part structure, constructive opening, SBI feedback, a deliberate pause to listen, a collaborative next step, and a relationship-affirming close, mirrors how skilled managers actually run these talks so you walk in with a calm, fair plan. Reach for it before a tough one-on-one when you know what needs saying but not how to say it without it landing as an attack.

What you can expect back

Opening: "I want to talk through something on delivery, and I'm coming at this wanting to support you, not pile on."

SBI feedback: "In the last three sprints (Situation), the work you committed to slipped past the deadline and I heard about it only at sprint review, not before (Behavior). The impact is that the team had to re-plan late and I couldn't give stakeholders an accurate heads-up (Impact)."

Pause: "That's how it's looked from my side, what's it looked like from yours?"

Next steps: "What would help you flag a slip earlier, and how can I make that easier?"

Closing: "I'm raising this because I think you're a strong engineer and I want to set you up to keep being one. We'll figure this out together."

Illustrative example — your results will vary by tool and inputs.

Get sharper results

• 01Give the model the actual observable facts (dates, what was said, what happened) rather than your interpretation, because SBI only works when the Behavior line is something the other person can't dispute.
• 02Ask it to generate two or three likely responses the person might give and how to handle each, so you're not caught flat-footed if they get defensive or emotional.
• 03Have it strip any adverb or label that judges character ('careless', 'unreliable') and replace it with the specific action, since that single change is what makes feedback feel fair.
• 04Request a version you can deliver in under two minutes; long scripts read as a prepared lecture, and brevity leaves room for the actual conversation.
• 05Tell it the relationship context (new report vs. trusted peer) so the opening and closing match the trust level you already have.

Adapt it for your case