How to Give Negative Feedback at Work: SBI Script for Managers
Negative feedback delivered without structure turns into an argument or a spiral of defensiveness. SBI cuts through that — you describe facts, not character, and the other person can actually hear you.
The SBI Framework: Step by Step
- 1
Situation: Pin the feedback to a specific event with a date and context. 'During Tuesday's client call' beats 'you always do this'.
- 2
Behavior: Describe only what you observed — actions and words, not intent or attitude. Stay factual.
- 3
Impact: Name the real-world consequence on the team, project, or relationship. This is what makes the feedback land.
- 4
Invite: Ask a question rather than issuing a verdict. 'What was going on for you?' preserves the relationship and surfaces root causes.
Word-for-Word Sample Script
"I want to share some feedback about something specific — is now a good time?"
"During [situation], I noticed that you [behavior]. It's important to me to be direct about this."
"The impact I observed was [impact]. That affected [team/client/project] in [specific way]."
"I'm not here to assign blame — I want to understand your perspective. What was going on for you in that moment?"
"Going forward, what I'd like to see is [specific, observable change]. Does that feel doable?"
Adapt these lines to your situation and voice — the structure matters more than the exact words.
Editable scenario variant
Adapt the script to your real situation before using it. Replace the bracketed fields with your specific person, context, desired outcome, and one likely objection.
Get a personalized script for your exact situation
ConvoPrep uses AI to build a custom script based on your specific relationship, context, and goal — not a generic template.
Prep My Conversation Free →Frequently Asked Questions
What if the person gets defensive right away?
Pause and acknowledge: 'I can see this landed hard. My intent isn't to attack you — I want us to fix this together.' Then re-anchor to the specific behavior.
Should I give feedback in private or in writing first?
Always deliver significant feedback in private, in person or video first. A written follow-up summary is helpful only after the live conversation.
How soon after the incident should I give feedback?
Within 24–48 hours while the situation is still concrete. Waiting weeks turns specific feedback into a vague pattern accusation.