Each of these templates includes guidance to help you understand when to use it, why it’s effective, and how to tailor it to your situation.
Category: Feedback
🧠 When to Use: When giving constructive feedback shortly after an incident. Ideal for small to medium issues that don’t require a formal performance plan.
🎯 Why It Works: This template follows the SBI framework (Situation, Behavior, Impact). It avoids judgment and focuses on facts, which keeps the conversation objective and less likely to trigger defensiveness.
🔧 How to Customize: Customize with specific behaviors and clear impact language. Avoid vague phrases like 'you were unprofessional' — describe what was said or done and how it affected others.
Hi [Name],
In [situation], I noticed [behavior]. The impact was [impact on team/project/etc].
Let’s talk about how we can adjust this moving forward.
Thanks,
[Your Name]Category: Recognition
🧠 When to Use: Anytime someone does something worth praising — especially if it aligns with your team values or goals.
🎯 Why It Works: Timely, specific praise reinforces good behaviors and builds psychological safety. Public recognition helps model expectations for the whole team.
🔧 How to Customize: Make it personal and concrete. Don’t say 'thanks for the help' — say what they did and how it helped the project or team.
Hey [Name] — just wanted to say great job on [task/project].
Your [specific behavior] really helped with [impact].
Nice work!Category: 1:1s
🧠 When to Use: During your first 1:1 with a new report. It’s about relationship-building and setting the tone.
🎯 Why It Works: These prompts build trust quickly. They show you care about communication preferences, frustrations, and growth — not just performance.
🔧 How to Customize: Adjust the tone to match your personality. If the relationship is already informal, you can be more conversational. Focus on listening more than talking.
Agenda:
1. Intro — share a bit about each other
2. What’s going well right now?
3. What’s frustrating or unclear?
4. How do you like to receive feedback?
5. Anything I can do better as your manager?Category: Delegation
🧠 When to Use: When assigning ownership of a new task or project to someone capable — especially if it's a stretch opportunity.
🎯 Why It Works: This message clearly sets expectations, explains why they were chosen, and shows your support. That builds trust and autonomy.
🔧 How to Customize: Name the project, clarify the outcome, and connect it to their development. End with a reminder that they’re not alone.
Hi [Name],
I’d like you to take the lead on [task/project]. I think it aligns with your strengths and gives you visibility on [goal/stakeholder].
You own the how — I’m here if you hit blockers.Category: Team Communication
🧠 When to Use: At the start of a week or sprint — especially useful for async or remote teams.
🎯 Why It Works: Lightweight rituals like this create visibility without needing a meeting. It normalizes asking for help and sharing goals.
🔧 How to Customize: Adapt for your platform (Slack, Teams, Notion). Go first every time — it shows vulnerability and encourages others to share.
Good morning team — happy [day]!
Let’s each drop in:
1. What you’re focused on this week
2. Any blockers or things you need help with
I’ll go first 👇Category: Feedback
🧠 When to Use: Use when you're preparing for a difficult conversation, especially around performance, conflict, or behavior.
🎯 Why It Works: Starting with honesty and empathy reduces defensiveness. This opener sets a constructive tone and invites dialogue rather than confrontation.
🔧 How to Customize: Adjust the tone to match the relationship. Stay calm, neutral, and clear — and allow silence so they can respond openly.
Thanks for taking the time to talk.
This might be a little uncomfortable, but it’s important. I want to talk through [behavior/situation], and hear your side too, so we can move forward together.Category: Delegation
🧠 When to Use: Use when transferring ownership of a project or responsibility to someone else.
🎯 Why It Works: This message provides clarity and confidence. It shows you’re not abandoning the work — you’re intentionally trusting someone else with it.
🔧 How to Customize: Add links, documents, or key people they may need. Reassure them it’s okay to ask questions during the transition.
Hi [Name],
You’ll be owning [project] from here. Attached is the background, current status, and upcoming decisions.
I trust your judgment on next steps. Let me know if you want a hand-off call.Category: Recognition
🧠 When to Use: Use in a Friday wrap-up email or Slack post to share team-wide recognition.
🎯 Why It Works: Public acknowledgment reinforces values and makes people feel seen. It creates momentum and boosts morale across the team.
🔧 How to Customize: Make it a weekly ritual. Ask for peer input and rotate who gets the spotlight.
Shoutout time 🎉
This week:
- [Name] nailed [win]
- [Name] went above and beyond on [task]
- [Name] helped unblock [person/task]
Great work all — appreciate the effort this week.Category: Team Communication
🧠 When to Use: Send this on Fridays or at the end of a sprint. It’s useful for async teams or when burnout risk is high.
🎯 Why It Works: Reflection boosts self-awareness, learning, and resilience. Sharing optional responses makes it feel safe and personal.
🔧 How to Customize: Model it by sharing your own thoughts first. Consider inviting people to respond in 1:1s if they prefer.
Team,
As we wrap up the week, take a moment to reflect:
1. What went well?
2. What felt challenging?
3. What would help make next week smoother?
Feel free to share or keep it personal — just making space to reflect is valuable.Category: 1:1s
🧠 When to Use: Use during a monthly or quarterly 1:1 focused on career growth.
🎯 Why It Works: Most managers avoid career conversations — this structure makes it easier and shows you care about long-term development.
🔧 How to Customize: Ask open questions and don’t rush. Follow up later on their goals to show it wasn’t just talk.
Agenda:
1. What skills do you want to develop?
2. What projects or challenges excite you?
3. Are you getting the feedback/support you need?
4. Where do you want to be 6–12 months from now?
Let’s identify one next step together.💡 Have a helpful template of your own? Submit one here.