The short answer
Choose a timely, private moment when possible. Describe an observable behavior without labeling the person, explain its work impact, ask for their perspective, then discuss a specific next step together.
Describe what happened, not who someone is
‘You are careless’ labels a person and is hard to act on. ‘The handoff did not include the customer’s revised date, so the next team used the old schedule’ identifies an event and effect. Check that your description is fair and based on what you observed.
Invite dialogue
Explain why you are raising it and ask how the other person saw the situation. They may have information you lack. Listen before settling on a next step. Agreement is not guaranteed, and a power difference can make feedback feel risky; choose an appropriate setting and follow established workplace processes.
Make the next step workable
Agree on a concrete change that can be observed, such as including a date field in the handoff or checking a draft before sending. Clarify support and timing. If the issue involves harassment, discrimination, safety, or misconduct, use the relevant formal channel rather than treating this guide as a substitute.
FICTIONAL EXAMPLE
Hear how it can sound
A teammate has sent two handoffs without the agreed owner field.
“Could we talk about the last two handoffs? Both were missing the owner field we use to route follow-up.”
Specific events, not a character judgment.“The next team had to pause and ask who was responsible. How did the handoff look from your side?”
Explains impact and invites context.“Would adding the owner before sending work, or is the template making that hard?”
Tests a practical next step and obstacle.A SHORT DRILL
Practice the opening
- Write one observable behavior without an adjective about the person.
- Add the effect it had on work, customers, or coordination.
- Ask a genuine question about their perspective before suggesting a fix.
Reflect: What information could change how you interpret the event?
SELF-REVIEW
Notice what to improve next
Use these prompts to guide your own review. They are reflection aids, not a validated score or judgment of ability.
- Observation
- Is the example specific and verifiable?
- Impact
- Is the effect described without exaggeration?
- Dialogue
- Is there real room for the other person's perspective?
- Next step
- Is the proposed change concrete and workable?
Sources and further reading
These references inform specific parts of the guidance. They do not establish that Phronis practice produces a particular outcome.
- Center for Creative Leadership: SBI Feedback Model Describes a situation-behavior-impact approach; use it as a conversation aid, not a validated guarantee.
Content note
This lesson is educational guidance and has no published human review date. Examples are fictional. Tell us if you spot an error via zero8.service@gmail.com.