8 Effective Feedback Examples for Manager Conversations in 2025

Delivering clear and actionable feedback is a core management skill. Many managers struggle with finding the right words to address performance, recognize contributions, or guide development. Vague comments lead to confusion. Poorly delivered criticism creates defensiveness. The difference between a team that grows and one that stagnates often comes down to the quality of its manager's feedback.

This guide provides specific, script-like feedback examples for manager conversations. You will learn to apply proven frameworks to make your feedback objective, fair, and effective. We will move beyond generic advice and give you the exact phrasing needed for difficult or sensitive situations. The goal is to equip you with the tools to handle any feedback scenario with confidence and precision.

You will find ready-to-use examples for:

• Corrective feedback using the Situation-Behavior-Impact (SBI) model.
• Positive reinforcement that specifies what to continue doing.
• Developmental coaching that focuses on future growth.
• Performance improvement discussions with clear, actionable steps.

Each section includes a strategic analysis, practical tips, and clear takeaways to help you adapt these models to your own leadership style and specific situations. These structured examples will help you prepare for conversations, reduce your own anxiety, and drive better outcomes for your team. You will leave with a practical toolkit for turning feedback from a dreaded task into a tool for team improvement and motivation.

1. SBI Model (Situation-Behavior-Impact) Feedback

The SBI model from the Center for Creative Leadership is a framework for delivering clear, fact-based feedback. It structures your conversation to reduce defensiveness and help your direct report understand the direct consequences of their actions. This model is one of the most effective feedback examples for managers because it removes judgment and focuses on observable events.

The framework is simple. You start by defining the Situation. Then, describe the specific Behavior you observed. Finally, explain the Impact it had. This sequence moves from objective context to concrete consequence, making the feedback easier to accept and act upon.

Corrective SBI Feedback Example

• Situation: "In yesterday's client update call with the finance team…"
• Behavior: "…you presented last quarter's data without mentioning the known reporting bug."
• Impact: "…which caused the client to question our data's integrity and has now delayed their budget approval for the project."

This feedback is direct, specific, and ties the action to a clear business outcome. It avoids accusatory language like "you were dishonest." It focuses instead on the observable action of omitting information.

Positive SBI Feedback Example

• Situation: "During the team-wide project planning meeting this morning…"
• Behavior: "…you created a shared document to capture everyone's ideas in real-time."
• Impact: "…which helped the team stay organized and ensured we left the meeting with clear, documented action items. It saved us significant follow-up time."

Why This Model Works

The SBI method separates behavior from intent. It prevents the feedback from feeling like a personal attack. By focusing on a specific moment and its tangible result, you give your team member a clear data point to learn from. This approach is foundational for building trust and creating a culture of continuous improvement. For a more detailed guide on structuring these conversations, you can learn more about providing constructive feedback.

2. Strengths-Based Feedback (Start Positive Approach)

Strengths-based feedback is an approach that prioritizes an employee's positive contributions before addressing areas for development. Popularized by researchers like Marcus Buckingham, this method frames growth opportunities as extensions of existing strengths, not as weaknesses to be fixed. It is one of the most useful feedback examples for managers because it builds confidence and shows a direct path for improvement.

The model works by first genuinely acknowledging what a team member does well. Then, you connect that strength to a related development area. This frames the feedback as a way to build on their natural talents, which increases receptiveness and motivation.

Corrective Strengths-Based Feedback Example

• Acknowledge Strength: "Your analytical skills are a genuine asset to the team. Your work is always thorough and detail-oriented."
• Identify Opportunity: "An opportunity I see is using that strength to communicate your findings more concisely."
• Propose Action: "Let's work together on distilling complex analyses into two or three key takeaways for leadership updates."

This example validates the employee's core skill first. It then frames the development need not as a failure, but as an opportunity to apply that strength in a new way.

Positive Strengths-Based Feedback Example

• Acknowledge Strength: "I have appreciated your incredible responsiveness with customers. You consistently follow up within hours and listen to their concerns."
• Identify Opportunity: "I would love to see you apply that same proactive empathy to your internal partnerships, especially with the engineering team."
• Propose Action: "Next time you have a project kickoff, try scheduling a brief one-on-one with the lead engineer beforehand to understand their perspective. It could build the same great rapport you have with clients."

Why This Model Works

This approach works because it taps into intrinsic motivation. People are more energized to work on things they are already good at. By connecting development goals to existing strengths, you affirm an individual's value while providing a clear and encouraging path for growth. This method avoids the pitfalls of the outdated "feedback sandwich" by ensuring the positive feedback is specific, genuine, and directly linked to the area of improvement.

3. SMART Goals Feedback (Forward-Looking Development)

This feedback method uses the SMART framework to transform observations into actionable development plans. Instead of only discussing past performance, this approach helps you and your direct report co-create a clear, forward-looking goal. Using this framework is one of the most constructive feedback examples for managers because it shifts the conversation from evaluation to collaborative problem-solving.

The SMART acronym stands for Specific, Measurable, Achievable, Relevant, and Time-bound. You use feedback on a development area to define a goal that meets these five criteria. This process turns a vague suggestion like "get better at presentations" into a concrete plan for improvement.

Corrective SMART Goals Feedback Example

• Observation: "Your meeting facilitation could be stronger."
• SMART Goal: "By the end of Q2, you will lead at least four team meetings where you use a written agenda, ensure speaking time is rotated equally among all participants, and gather feedback via a brief survey after each one. Success will be measured by completing all four meetings with positive facilitation ratings from attendees."

This example moves beyond the initial feedback. It defines a specific action, sets a clear target of four meetings, and establishes how success will be measured through positive ratings.

Positive SMART Goals Feedback Example

• Observation: "You have shown a talent for mentoring the new hires."
• SMART Goal: "To build on this strength, let's make it official. By the end of this month, you will formally mentor two junior team members, which includes holding one 30-minute check-in with each per week. We will measure success by creating a simple mentoring plan for each mentee and getting their positive feedback at the end of the quarter."

Why This Model Works

The SMART Goals model works because it provides clarity and creates accountability for both you and the employee. It answers the question, "What does better look like?". By defining specific, measurable outcomes, you remove ambiguity and give your team member a clear path to follow. This method is excellent for performance reviews and development conversations because it focuses on future growth, not just past mistakes.

4. Feedforward Approach ('Future-Focused Suggestion')

The Feedforward approach, popularized by executive coach Marshall Goldsmith, shifts the focus from past mistakes to future potential. Instead of analyzing what went wrong, this technique centers on what the employee can do differently next time. This forward-looking method is one of the most constructive feedback examples for managers because it reduces defensiveness and frames development as a collaborative, positive process.

This method helps you coach for improvement without dwelling on events the employee cannot change. You provide a concrete suggestion tied to a future scenario, making the advice feel like a helpful tip instead of criticism. It is especially useful for developing high-potential employees and fostering a growth mindset.

Corrective Feedforward Example

• Trigger: You noticed an employee struggled to manage conflicting requests from stakeholders on a recent project.
• Suggestion: "Next time you receive conflicting feedback from multiple stakeholders, I suggest pausing to map out each perspective and identify the common ground before responding. You could also schedule a short alignment meeting with them."
• Engagement: "What are your thoughts on trying that approach for the next cross-functional initiative?"

This example reframes a past problem as a learning opportunity. It provides a clear, actionable strategy for the employee to use in a specific future situation.

Positive Feedforward Example

• Trigger: An employee successfully launched a new feature but the initial communication was slightly confusing for non-technical teams.
• Suggestion: "That product launch was a success. For the next one, I suggest you partner with a sales engineer to create a one-page summary of the business benefits. That would make it easier for the commercial teams to get up to speed."
• Engagement: "Does that sound like a good addition to your launch plan?"

Why This Model Works

Feedforward is effective because it is solution-oriented and psychologically safe. People are often more open to new ideas for the future than to critiques about their past. It positions you as a coach invested in their success, not a judge evaluating their history. This approach is excellent for linking development conversations to future performance goals. You can find templates for setting employee goals that incorporate this forward-looking mindset.

5. Behavioral Observation Feedback (What I Noticed)

This method focuses on describing objective behaviors without adding interpretation or judgment. You state precisely what you saw or heard, then create space for the employee to provide context. It is one of the most effective feedback examples for managers because it shifts the conversation from accusation to a collaborative inquiry. It is ideal for situations where intent is unclear.

This approach is rooted in frameworks like Nonviolent Communication and is designed to disarm defensiveness. You state your observation as a neutral data point and use open-ended questions like "Walk me through..." or "Help me understand..." to invite dialogue. This positions you as a curious partner rather than an accuser.

Corrective Observation Feedback Example

• Observation: "I noticed in the last three team meetings you have not contributed to the discussion, and you left early from Thursday's standup."
• Invitation: "I am curious what is going on. Walk me through what is happening on your end."
• Analysis: This script presents two specific, observable behaviors. The open-ended question that follows is non-judgmental and encourages the employee to share their perspective, which might reveal issues like workload stress, personal challenges, or a feeling of being unheard.

Positive Observation Feedback Example

• Observation: "I saw that you stayed late on Tuesday to help the new hire troubleshoot their code, and you also created a starter document for them."
• Invitation: "That was a great example of initiative. Help me understand what prompted you to do that so we can encourage more of it."
• Analysis: This example highlights positive actions without making assumptions about the employee's motives. The invitation asks them to articulate their thinking, reinforcing proactive behavior and giving you insight into what drives team-oriented actions.

Why This Model Works

Behavioral Observation Feedback builds psychological safety by separating what happened from what it means. By withholding judgment, you empower your team member to self-reflect and provide crucial context you may be missing. This method is exceptionally useful for addressing patterns of behavior that could have multiple underlying causes. It turns a potentially difficult conversation into a moment of connection and problem-solving, strengthening your relationship and getting to the root of the issue.

6. Recognition & Reinforcement Feedback (What to Keep Doing)

Recognition and reinforcement feedback deliberately focuses on positive performance and desired behaviors. Instead of waiting for annual reviews, this approach creates a continuous loop that encourages high performance by answering the question, "What specifically should you keep doing because it is working?". This type of feedback is one of the most effective feedback examples for managers because it directly strengthens company culture and employee engagement.

The model is straightforward. You identify a positive behavior, acknowledge it promptly, and explain its beneficial impact. This process reinforces the actions you want to see repeated, making excellence a habit rather than an accident. It is a proactive tool for shaping a high-performing team.

Corrective Recognition & Reinforcement Feedback Example

This type is less about "corrective" action and more about redirecting praise to a more impactful behavior.

• Situation: "In our last project retrospective, I noticed your team members credited you with solving the final deployment issue."
• Behavior: "Instead of taking the credit, you immediately highlighted how two junior developers identified the root cause and implemented the fix."
• Impact: "That public acknowledgment has noticeably increased their confidence and ownership. It reinforces the collaborative culture we want to build. Please continue to elevate your teammates' contributions like that."

This example reinforces the "soft skill" of leadership and deflects praise from the individual to a desired team behavior. It shows that how results are achieved matters.

Positive Recognition & Reinforcement Feedback Example

• Situation: "I want to recognize how you handled the client escalation yesterday."
• Behavior: "You stayed calm, asked clarifying questions before responding, and kept the client's business needs front-and-center."
• Impact: "That approach de-escalated a tense situation and preserved our relationship with a key account. It is exactly the customer-first mindset we value. Keep leading with that composure."

Why This Model Works

This feedback model is effective because it uses positive reinforcement, a strong motivator for human behavior. By specifically highlighting what an employee did right and explaining why it mattered, you connect their actions to meaningful business outcomes. This validation builds confidence and makes employees more likely to repeat those successful behaviors, creating a positive performance cycle and increasing job satisfaction.

7. Gap Analysis Feedback (Current vs. Expected Performance)

Gap Analysis is a performance management technique that creates objective, measurable feedback. It works by clearly comparing an employee's current performance against a defined standard or expectation. This model is one of the most direct feedback examples for managers to use for performance improvement because it frames the conversation around data, not opinion.

The framework identifies the specific gap between where someone is and where they need to be. You start by stating the Expected Standard. Then, you present the Current Performance with objective data. Finally, you explain the Business Impact of that gap. This method documents expectations clearly and provides an evidence-based rationale for a development plan.

Corrective Gap Analysis Feedback Example

• Expected Standard: "The expectation for your role is to maintain 95% project deadline compliance."
• Current Performance: "Over the last quarter, your project tracker shows a 78% on-time delivery rate."
• Impact & Gap: "That 17-point gap means client commitments are not being consistently met, which blocks other teams and damages our reputation for reliability."

This feedback is factual and avoids subjective judgments like "you are unreliable." It uses metrics to define the problem and ties it directly to its consequences for the business and other stakeholders.

Positive Gap Analysis Feedback Example

• Expected Standard: "The team's goal is to resolve 90% of high-priority tickets within the 8-hour service level agreement (SLA)."
• Current Performance: "This month, you successfully resolved 98% of your assigned high-priority tickets within the SLA."
• Impact & Gap: "You have exceeded the standard by 8 points. That has significantly improved our team's overall compliance and has directly increased our client satisfaction scores for the quarter. Great work."

Why This Model Works

Gap Analysis feedback is effective because it makes performance discussions concrete and non-confrontational. By using objective metrics like percentages, timelines, and output numbers, you remove personal feelings from the conversation. You are not critiquing the person. You are analyzing a quantifiable difference between two data points. This approach empowers the employee to understand exactly what needs to change and provides a clear benchmark for measuring future progress.

8. Developmental Conversation Framework (Coaching Approach)

The developmental conversation framework shifts feedback from a directive to a coaching model. Instead of telling an employee what to do, this approach uses questions to help them uncover their own insights and solutions. This is one of the most empowering feedback examples for managers because it builds long-term problem-solving skills and employee ownership.

This framework is less about providing answers and more about guiding reflection. You facilitate a conversation where the employee analyzes a situation, identifies root causes, and creates their own action plan. This method respects their autonomy and is effective for developing high-potential team members.

Corrective Developmental Conversation Example

• Manager: "I noticed the project deadline slipped last week. Can you walk me through what happened from your perspective?"
• Manager: (After listening) "What do you think were the main factors that contributed to that timeline shift?"
• Manager: "Knowing that, what could you do differently on the next project to prevent a similar outcome? What specific support from me would be most helpful?"

This conversation guides the employee to diagnose the problem and own the solution, turning a performance issue into a learning opportunity.

Positive Developmental Conversation Example

• Manager: "That client presentation went exceptionally well. What parts of your preparation do you think made the biggest difference?"
• Manager: (After listening) "That is a great insight. How can you apply that same preparation strategy to your upcoming Q4 report?"
• Manager: "What resources would help you replicate that success consistently across all your major projects?"

Why This Model Works

This coaching approach fosters critical thinking and self-reliance. By resisting the urge to provide immediate solutions, you empower your direct reports to build their own problem-solving capabilities. It communicates trust in their ability to learn and grow. This method is foundational for creating a culture of accountability and continuous personal development. For managers aiming to elevate their coaching skills and implement a robust developmental conversation framework, you might want to delve into executive coaching methodologies. You can also learn more about developing coaching skills to better support your team.

Comparing 8 Manager Feedback Approaches

Making Your Feedback Consistent and Effective

You now have a comprehensive toolkit of feedback examples for manager scenarios, covering everything from corrective actions to developmental coaching. The core lesson is that effective feedback is not a one-time event. It is a continuous, intentional process that builds trust and drives performance. The frameworks we explored, like the SBI model and SMART goals, provide the structure. Your consistent application of these tools is what creates a predictable and fair environment for your team.

Moving from theory to practice requires commitment. The first step is to internalize these models so they become a natural part of your management style. Before any feedback conversation, prepare by gathering specific, observable examples. This preparation ensures your discussion focuses on behavior and impact, not on personal traits or assumptions. Remember, the goal of feedback is to foster growth and improvement, not to criticize or assign blame. By making these structured conversations a regular part of your routine, you transform feedback from a source of anxiety into a tool for development.

Key Takeaways for Immediate Application

To translate these concepts into action, focus on these critical points. They are the foundation of a strong feedback culture.

• Specificity Over Generality: Vague comments like "good job" or "be more proactive" are useless. Use the SBI (Situation, Behavior, Impact) model to ground your feedback in concrete reality. Describe exactly what you observed and what the result was. This clarity leaves no room for misinterpretation.
• Balance is Crucial: A constant stream of corrective feedback demotivates people. Integrate strengths-based recognition and reinforcement into your weekly interactions. Acknowledging what an employee does well encourages them to repeat those positive behaviors and builds their confidence.
• Focus on the Future: While analyzing past events is necessary for corrective feedback, do not stop there. Use the Feedforward approach and developmental frameworks to shift the conversation toward future actions. Ask questions like, "What support do you need to handle this differently next time?" to empower your team members.
• Consistency Builds Trust: When your team knows what to expect from feedback conversations, they are more likely to be receptive. Using consistent frameworks helps eliminate surprises and shows that your evaluations are fair and methodical. This predictability is essential for building psychological safety.

To further cultivate an environment where honest input thrives, consider all available channels. For some teams, creating a space for candid input is a top priority. Exploring an anonymous feedback form guide for teams can provide valuable insights for establishing consistent and safe feedback channels alongside direct conversations.

Your Next Steps to Mastering Feedback

The best feedback examples for manager are the ones you adapt and make your own. Start small. Choose one framework, like the SBI model, and commit to using it for all feedback conversations for the next month. Observe how your team responds. Notice how your own confidence grows as you become more skilled in delivering clear, actionable messages.

Document your conversations. A brief note about what was discussed, the employee's reaction, and the agreed-upon next steps creates a record of progress. This documentation is invaluable for performance reviews and for tracking an individual's development over time.

Finally, seek feedback on your feedback. Ask a trusted peer or your own manager to review your approach. You can also ask your direct reports, "Was the feedback I shared last week clear and helpful?". This act of vulnerability demonstrates your commitment to improvement and strengthens your relationship with your team. Mastering feedback is a journey, and consistent practice is the only way to become an exceptional leader who develops their people.

Ready to turn these examples into a consistent practice? PeakPerf helps you structure, document, and track your feedback conversations using proven frameworks. Stop guessing and start leading with clear, impactful feedback that drives real results. Try PeakPerf today to build a high-performing, engaged team.