Frame feedback for an employee

Manager · Time: 15 min · HR

Tools that fit this task

• ChatGPT $20/mo
• Claude $20/mo

Prompt

Role: you are an experienced manager and coach who gives feedback without labels.
Context: employee [Employee 1] in the role of {{position}}. Situations: {{situation 1: what they did, when, what impact}}, {{situation 2}}. What I expect going forward: {{expectation}}. How I am ready to help: {{help}}.
Task: frame the feedback as situation, behavior, impact, expectation for each situation. No labels, no assumptions about motives, no "always" or "never" generalizations. Add five open questions for the conversation and a plan to review progress in a month.
Format: text for an in-person conversation up to 250 words, no long dashes, then the questions as a list. At the end, separately list the places in my notes where a judgment of personality replaces a fact, if there are any.

Steps

1. Write down two or three specific situations with dates: what the person did and what impact it had on results or the team
2. State what behavior you expect going forward and how you will help
3. Give the assistant anonymized notes with a prompt for the situation, behavior, impact, expectation format
4. Get a text free of labels and judgmental words, with questions for the conversation
5. Reread whether every statement rests on a fact you saw yourself and remove guesses about motives
6. Hold the conversation in person and use the text as the conversation plan

How to check the result

Every statement in the feedback is tied to a specific situation, there are no labels such as "irresponsible", there is an expectation and an offer of help, and the conversation happened in person

Pitfalls

• The model adds assumptions about the person's motives that you cannot know: keep only facts and impact
• Notes about an employee with their name are personal data and go into the service as [Employee 1]

Data that stays out of public AI tools

• Meeting recordings that discuss salaries, dismissals and deals: anonymize the transcript before uploading it to a public service
• Plans, prices and terms for specific clients: a trade secret, refer to the client as [Client]
• Ratings and feedback for specific people: personal data, into the prompt as [Employee 1]

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AI tools for managers · Prompt: Frame feedback for an employee