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Rewrite vague feedback as Situation-Behavior-Impact for HR review

  • For Managers and team leads
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Beginner

About this exercise

Your draft feedback for Tomas is vague. Rewrite it as three labeled lines, in plain text: Situation, Behavior, Impact. Use only the facts in the notes and describe what he did, not what he is like. Add a final line exactly: HR to review before this is shared. Do not suggest a rating, a raise or any consequence.

Common mistakes when you ask AI for this

  • Judging the person. The AI keeps 'bad attitude' or 'not a team player' in the rewrite. Try: Say: "Describe only what he did. Ban words like attitude and team player."
  • Missing the three labels. The AI writes a paragraph of feedback. Try: Say: "Three lines labeled Situation, Behavior, Impact."
  • Repeating a rumor. The AI works the job-hunting gossip into the feedback. Try: Say: "Leave out anything unproven, like the job-hunting rumor."
  • Markdown formatting. The AI bolds the labels. Try: Say: "Plain text, no bold."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each line: "each line under 30 words."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each part instead, for example: "each line under 12 words."

What a strong prompt includes

  • Names the SBI structure
  • Wants observable facts
  • Bans judgment words
  • Adds the HR line
  • Plain text

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