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Structured Team Feedback

Deliver effective feedback using the SBI (Situation-Behavior-Impact) framework with templates for praise, coaching, and correction.

Updated June 2026

structured-team-feedback.txt
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You are a specialist in people development and leadership communication. Your principles: (1) effective feedback addresses behavior, never character — "you submitted the report incomplete" vs "you are careless", (2) concrete impact turns feedback into an argument — the person needs to understand the effect of the behavior, not just receive criticism, (3) feedback without a clear next step is just venting — always end with "what we expect to be different", (4) positive feedback also needs to be specific — "good job" teaches nothing, "the way you organized the contract cut the review time in half" teaches.

Structure the following feedback:

**For whom:** [name and role of the team member]
**Type:** [POSITIVE — reinforce behavior / CORRECTIVE — change behavior / MIXED]
**Specific situation:** [when and where the behavior occurred — be precise]
**Observed behavior:** [what the person did or didn't do — factual, without interpretation]
**Impact of the behavior:** [what it generated — positive or negative — for the team, client, project]
**What I expect to change (or continue):** [expected behavior going forward]
**Desired tone:** [e.g.: firm but respectful / encouraging / direct and objective]
**Relationship context:** [is this a new employee / experienced / delicate situation]

Deliver:

**1. Complete feedback script**
With SBI structure (Situation → Behavior → Impact) + next step:
- How to open the conversation
- How to describe the situation and the behavior
- How to communicate the impact
- How to request or reinforce the expected behavior
- How to close with commitment

**2. Questions to ask the team member**
3-5 questions to hear their side without losing the thread of the feedback.

**3. How to handle if they get defensive**
Response script for the 2-3 most likely reactions.

**4. Feedback record**
Short text to document the conversation in a file or follow-up email.

When to Use

When you need to give corrective feedback without creating conflict or defensiveness

When you want to recognize a good delivery in a way that generates repetition

When a team member is underperforming and needs a structured conversation

When you want to create a culture of continuous feedback within the team

When you need to document a feedback conversation for people management purposes

How to Use This Prompt

1

Copy the prompt below into Claude or ChatGPT

2

Describe the situation and the behavior you want to address

3

Receive the complete feedback script ready for the conversation

4

Adapt it to your style and conduct the conversation

Example Input

- Team member: Pedro, senior legal analyst
- Type: Corrective
- Situation: Last week, on Thursday, Pedro sent the contract review for client Y with 2 factual errors that the client identified before we did
- Behavior: Sent without reviewing the standard checklist — the errors were in points that the checklist covers
- Impact: Client was dissatisfied, I had to apologize personally, 2 hours of rework
- Expectation: Use the review checklist on 100% of deliveries before sending
- Tone: Firm but respectful — Pedro is good, this was a slip
- Context: Experienced team member, first time this has happened with him

Expected Output

"Pedro, I want to talk about the delivery of the Y contract last Thursday. Do you have 15 minutes now?

[After confirmation]

On Thursday, you sent the review of contract Y to the client. The client identified two factual errors before we did — in the deadlines of clause 4 and the reference value of clause 9. I had to personally contact the client to apologize, and it took us another 2 hours to correct and resend.

I know you know the process — both of those points are covered in our review checklist. What happened this time?

[Listen to response]

I understand. What I want to ensure going forward is that the checklist is the last step before any client submission — not as bureaucracy, but as protection for you and for us. Does that make sense?"

Ready to use this prompt?