Key takeaways
- Anticipate and Script the “Pivot”: Don’t let excuses or silence derail the conversation. They might get defensive by blaming the system or minimizing the issue. This allows you to acknowledge their feelings without lowering the bar for performance.
- Ground Feedback in Objective Facts: Stop using vague labels like “you aren’t reliable,” which only trigger defensiveness. Use the FIAC framework (Fact, Impact, Action, Check-in) to point to specific data, explain the business cost, and move immediately into a collaborative solution.
- Demand One “Must-Change” Behavior: End every tough conversation with a single, measurable shift rather than a generic promise. Instead of asking for “better communication,” mandate a specific outcome, like “delivering a status report every Friday by 3 p.m.,” so success is impossible to misinterpret.
Table of Contents
👉 Try my ChatGPT for feedback conversations
Stop wasting time on conversations that don’t land. Your time as a manager is limited, so you need a system that helps you prepare for the tough moments so you can deliver clear, actionable feedback without the drama.
That’s why I built a specific tool: ChatGPT for Feedback Conversations. It’s not about making feedback nice, it’s about making it effective and direct. Think of it as extra prep support for a difficult one-on-one. It helps cut through the noise to structure the discussion, anticipate defensiveness, and pivot immediately to a measurable solution.
This custom ChatGPT for feedback conversations is part of my Manager Tools collection for busy managers.
The manager’s dread: anticipating the employee reaction
Some managers avoid the conversation to avoid the reaction. I get it, some chats feel awkward but it’s still your job to deliver feedback. As a manager you need to anticipate the employee’s reaction so you can plan your response and keep the conversation focused on the desired outcome.
The three most common defensive reactions you’ll face are:
- Deflection / external blame: “It’s not my fault; the client changed the scope at the last minute.”
- Rationalization / minimizing: “It was only one time, and it was a minor delay: not a big deal.”
- Silence / emotional withdrawal: The employee shuts down, nods, and offers zero commitment to change.
ChatGPT for Feedback Conversations helps you prepare for these tough reactions so you know how to respond when the moment comes.
What makes a feedback conversation effective
To ensure the “tough” conversation is still effective, you need the right tone and you must balance three things:
- Facts: Be specific. Don’t say, “You’re not reliable.” Say, “You’ve missed three deadlines this month.”
- Empathy: Recognize emotion without losing focus. “I know this has been stressful, and that’s why I want to help you fix it.”
- Action: End with a concrete next step. “What will you do differently next time?”
If one of these is missing, the conversation may collapse. The ChatGPT for Feedback Conversations tool guides you through that structure automatically.
The ChatGPT for Feedback Conversations tool is also aligned with the FIAC Feedback model: Facts, Impact, Action, and Check-in. This framework helps you move beyond emotion and opinion by grounding every discussion in observable facts, clarifying the impact of behavior, defining the concrete action to take, and closing with a follow-up plan. Using ChatGPT with the FIAC sequence keeps your feedback structured, balanced, and ready for real-world performance improvement.
Monday morning action plan: script your success
Spend five minutes using the tool to prepare your facts, your impact statement, and your response to the inevitable deflection.
Here is your Monday Morning Action Plan for preparing a tough conversation using ChatGPT for Feedback Conversations:
Step 1: Generate the script and anticipate. Go to the GPT and describe your situation.
Step 2: Define the “must change” behavior. Identify the one thing the employee must do differently next week. This is your desired result. (E.g., “Must deliver a status report every Friday,” not “Must improve communication.”)
Step 3: Practice your pivot. Mentally or verbally rehearse your second and third statements. If the employee blames the system or a colleague, your prepared response should be:
“I understand. However, your accountability is X. Given the constraints, what specifically will you do differently next time to prevent the negative impact of Y?”
Access my ChatGPT for feedback conversations
👉 Access my ChatGPT for feedback conversations here
Additional ChatGPTs for managers
👉 ChatGPT for job descriptions
👉 ChatGPT for one on one meetings
👉 ChatGPT for competencies
👉 ChatGPT for KPIs, OKRs, and IDPs
If you’re a new manager looking for new manager training, you can explore my practical program designed to help you succeed.
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