What this is
A Situation-Behavior-Impact template for giving specific, observable feedback right after the moment happens, instead of saving it for the next review.
When to use it
Use it within 24 hours of the moment you want to address, while the specifics are still fresh enough to describe factually.
Common mistake
Waiting a week to bring it up and then describing the person's attitude instead of the specific behavior you actually observed.
How to use this
- Download the Word doc
- Fill in the Situation-Behavior-Impact sections right after the moment happens
- Deliver it within 24 hours of the event, while the specifics are still fresh
Don't save coaching for the annual review, address it in the moment. Use this template right after a task, presentation, or meeting while details are fresh. The Situation-Behavior-Impact (SBI) structure keeps feedback specific, observable, and non-judgmental, and it ends with a clear agreed next step so the conversation turns into growth.
Conversation Details
Date: [MM / DD / YYYY] · Employee name: [Full name]
The SBI Breakdown
Situation — when and where did this happen?
[e.g., During Tuesday's client standup…]
Behavior — what did you directly observe? (facts only)
[e.g., You interrupted the client twice before they finished…]
Impact — what effect did it have?
[e.g., The client stopped sharing concerns and the meeting ran 15 minutes over…]
Forward-Looking Agreement
Desired behavior — what should happen next time?
[e.g., Let the client finish, then summarize before responding…]
Agreed next step
[One concrete action the employee will take]
Follow-up
Follow-up date: [MM / DD / YYYY] · Manager signature: ____________________
Deliver within 24 hours of the event. Start with the situation, stick to observable behavior, and ask "What's your take?" before sharing the impact.
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