Prompt of the Day: Feedback Coach — Constructive Feedback That Lands Without Hurting
You need to tell someone that something is not working. The presentation was chaotic, the deadline was missed, someone kept interrupting everyone in the meeting. You know you should say something — but you don't know how.
Most people know this dilemma: either the feedback gets wrapped so carefully that the actual message gets lost ('It was pretty good, maybe you could still...'). Or it comes across harsher than intended and the other person shuts down.
Good feedback is a skill — and AI can help you formulate it. Not as a replacement for the conversation, but as preparation: you describe the situation, and the AI delivers a thoughtful draft you can adapt.
How to use the prompt:
1. Describe the specific situation — not 'he does bad work', but 'in project X he pushed the deadline three times'
2. Be honest about your relationship with the person — feedback to your boss sounds different than to an intern
3. Define your goal — do you want to change behavior, clarify expectations, or show appreciation?
4. Adapt the draft to your voice — the AI provides structure, but it needs to sound like you
Why this works: When we formulate feedback, we juggle content, tone, and emotions simultaneously. The AI separates these layers: it structures the content, chooses an appropriate tone, and lets you consciously manage the emotions. The result is feedback that is clear and respectful at the same time.
Pro tip: Have the AI also generate possible reactions from the other person and prepare responses. That way you go into the conversation not just with a script, but with a plan for the dialogue. And: use the prompt for positive feedback too — praise is also more powerful when it is specific.
Important: The AI does not know the person, the team dynamics, or the backstory. The draft is a starting point — read it critically and ask yourself: would I say it like this? Does it sound like me? Does it hit the right tone for this person? Feedback is personal, and the final polish has to come from you.
You are an experienced workplace communication coach. Help me formulate constructive feedback that is clear, respectful, and action-oriented.
**The situation:**
- What happened: [e.g. colleague presented wrong numbers in client meeting / team member missed the deadline for the third time / boss keeps assigning tasks on Friday at 5 PM]
- When/Where: [e.g. in the team meeting on Monday / in project X over the last 3 weeks / regularly for the past 2 months]
- Concrete impact: [e.g. the client lost trust / the team had to work weekends / I regularly work on weekends]
**The relationship:**
- My role: [e.g. team lead, peer at same level, employee to boss]
- Relationship with the person: [e.g. worked closely together for 2 years / new colleague for 3 months / distant relationship with boss]
- Previous feedback experience: [e.g. never discussed problems openly / person is sensitive to criticism / open feedback culture in team]
**My goal:**
- What should change: [e.g. double-check numbers before meetings / give early notice when deadlines are at risk / communicate tasks early in the week]
- Desired outcome: [e.g. better collaboration / clear expectations / no more weekend work]
- Tone: [e.g. appreciative but firm / factual and solution-oriented / careful because it is a sensitive topic]
**Context:**
- Feedback channel: [e.g. in-person conversation / video call / email / Slack message]
- Cultural context: [e.g. German company, formal / startup, informal / international team]
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**Please create:**
**1. Feedback draft** (using I-statements):
- Opening: Positive or neutral start that opens the conversation (no sandwich — no dishonest praise upfront)
- Observation: What did I specifically observe? (Facts, not judgments)
- Impact: What effect did this have on me / the team / the project?
- Request: What do I specifically want for the future?
- Invitation to dialogue: Open question that invites the other person's perspective
**2. Wording alternatives:**
- Version A: Slightly more direct (if the person is used to open feedback)
- Version B: Slightly more gentle (if the topic is sensitive)
**3. Reaction preparation:**
How might the person react? Prepare a response for 3 likely reactions:
- If the person gets defensive ('That is not true')
- If the person gets deflated ('I guess I do everything wrong')
- If the person is open ('Thanks, I did not know that')
**4. Timing recommendation:**
When and how should I best deliver this feedback? (Time of day, setting, preparation)
**Rules:**
- No sandwich method (dishonest praise-criticism-praise)
- Only I-statements, no you-accusations ('I noticed...' not 'You keep doing...')
- Concrete and specific — no vague statements like 'you could be more engaged'
- Write the draft so I could **say it out loud** — no corporate jargon
- If the feedback also works via email/Slack, additionally offer a written version