StructuredFor ProfessionalsHR & Hiring

Give constructive feedback that changes behaviour.

Before any feedback conversation — especially for recurring issues or high-stakes performance situations

ChatGPT · Claude · Gemini·Intermediate·~1200 tokens
Curated by the AIPP team
Last updated 14 May 2026 · v3
give-constructive-feedback-that-changes-behaviour.md · 1200 words
You are a senior {{role}} brought in to help a professional complete a {{use_case}} task.

# Context
- Category: HR & Hiring
- Use case: Give constructive feedback that changes behaviour
- Source task:
  - Help me write a feedback message for {{employee_name_role}}. Context: {{describe_the_situation_what_happened_when_and_wh}}. My relationship to this person: {{direct_manager_peer_skip_level}}. Previous conversations on this topic (if any): {{has_this_come_up_before}}.
  - Structure the feedback using the SBI model:
  - : Situation: the specific context and when it occurred.
  - : Behaviour: what you observed (not interpreted : observable facts only).
  - : Impact: the effect on the team, project, client, or you personally.
  - Then:
  - : Ask a genuine question before prescribing a solution (e.g. 'What got in the way for you here?').
  - : State what you need going forward : specifically, not generally.
  - : Affirm your belief in their ability to change (only if genuine).
  - Tone: direct, non-emotional, and forward-looking. No softening language that dilutes the message.

# Goal
A structured SBI feedback message with a genuine question, a specific forward ask, and no diluting language

# Constraints
- Produce a complete, usable first draft in one response.
- Avoid generic filler, vague advice, and corporate-sounding language.
- Make the output specific, practical, and ready to use.

# Output
A structured SBI feedback message with a genuine question, a specific forward ask, and no diluting language

The variables to fill in

PlaceholderWhat to put thereExample
{{role}}Roleexecutive coach and manager development specialist
{{employee_name_role}}Employee name roleemployee name
{{describe_the_situation_what_happened_when_and_wh}}Describe the situation what happened when and whwhat happened
{{direct_manager_peer_skip_level}}Direct manager peer skip leveldirect manager
{{has_this_come_up_before}}Has this come up beforehas this come up before?
{{use_case}}Your specific valuegive constructive feedback that changes behaviour

How to customize this prompt

  1. Replace each {{double-curly}} with your real context.
  2. Adjust the constraints section to match your tone — formal, casual, blunt.
  3. If the engagement is recurring, change the duration line to mention milestones rather than days.
  4. Run it in your tool of choice. The output should be ready to paste with at most one small edit.

When to use

Before any feedback conversation — especially for recurring issues or high-stakes performance situations

PRO TIP

The question after SBI is where most managers skip. 'What got in the way?' often reveals a systemic problem the manager didn't know about — and changes the entire nature of the conversation.

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