Managers and leaders templates
Feedback, recognition, team updates, 1:1s, difficult conversations and planning for people leaders. 81 free templates, 14 of them longer notes. Open one to fill in the blanks and copy it.
Feedback
Specific, kind and useful.
- Positive feedback Snippet Praise with detail. [Name], I wanted to call out [What]. The way you [Behaviour] led to [Impact]. Please keep doing that.
- Constructive feedback Snippet SBI format. [Name], can I share some feedback? In [Situation], when you [Behaviour], the impact was [Impact]. How do you…
- Feedback request Snippet Asks for upward feedback. [Name], what is one thing I could do differently to support you better? Honest answers help me most.
- Peer feedback prompt Snippet For 360 reviews. 1. What does [Name] do really well? 2. What should they start doing? 3. What should they stop doing? 4. Any…
- Follow-up on feedback Snippet Checks progress. [Name], a few weeks ago we talked about [Topic]. I have noticed [Change]. Thank you; how is it feeling on…
- Feedback after a presentation Snippet Quick notes. Great job today, [Name]. What landed: [Strength]. One idea for next time: [Suggestion].
Recognition
Say thank you in public and private.
- Team shout-out Snippet Channel recognition. Huge thanks to [Name] this week for [What]. [Impact]. 🙌
- Milestone recognition Snippet Work anniversary. Happy [Years]-year anniversary, [Name]! Since joining, you have [Achievements]. Thank you for everything.
- Thank-you to the team Snippet After a big push. Team, thank you for [What]. I know it meant [Sacrifice]. Because of you, [Result]. [Treat] is on me.
- Note to their manager Snippet Praises someone to their boss. Hi [Manager], I wanted you to know how much [Name] helped with [What]. [Impact]. You have a great one.
- Customer praise forward Snippet Shares a customer compliment. Sharing this from [Customer]: “[Quote]” Great work, [Name]!
Team communication
Updates that keep everyone aligned.
- Weekly team update Snippet Leader's weekly note. Hi team, This week: Wins: Focus next week: Heads-up: Thanks for all you do.
- Priorities for the quarter Snippet Sets direction. Hi team, Our priorities for Q[Quarter]: 1. [Priority 1] 2. [Priority 2] 3. [Priority 3] If work does not…
- Change announcement Snippet Explains a change. Hi team, I want to share a change: [Change]. Why: [Reason]. What it means for you: [Impact]. I will hold an…
- Reorg announcement Snippet Structure change. Hi team, From [today], we are reorganising into [New structure]. Your manager stays the same. Details: [Link]
- Bad news update Snippet Delivers hard news. Hi team, I have some difficult news: [News]. I know this is hard to hear. Here is what we know, what we do…
- New manager intro Snippet Introduces yourself to a team. Hi everyone, I am [Your name], and I am excited to lead this team. A bit about me: [About]. How I like to…
- Meeting-free day Snippet Protects focus. Hi team, From next week, [Day] is meeting-free. Use it for deep work. Please decline any meeting that lands…
- End of year message Snippet Year wrap-up. Hi team, What a year. Together we [Achievements]. Thank you for [Thanks]. Rest well, and see you in [Next…
Difficult conversations
Scripts for hard moments.
- Missed deadline talk Snippet Opens a conversation. [Name], I noticed [Task] missed its date. I am not here to blame; I want to understand what happened and how…
- Declining a raise Snippet No to a pay rise. [Name], I value your work, and I am not able to give a raise right now because [Reason]. Here is what would…
- Declining a promotion Snippet Not ready yet. [Name], I know you wanted [Role]. We are not promoting this round because [Gap]. Here is a plan to get there…
- Conflict between colleagues Snippet Mediation opener. [Name 1] and [Name 2], thank you for sitting down together. My goal is not to decide who is right, but to…
- Letting someone go Snippet Termination script. [Name], I have difficult news. We have decided to end your employment, effective [today]. [Reason]. [HR]…
- Layoff notice Snippet Redundancy announcement. [Name], your role is affected by the restructuring and will end on [today]. This is about the role, not your…
- Burnout check Snippet When someone seems overloaded. [Name], you have seemed stretched lately. How are you really doing? Let us look at your workload together…
Manager notes
Notes to lead well.
- 1:1 running notes Note Ongoing 1:1 doc. [today] How are you? Their topics - My topics - Career Actions - [ ]
- Team health check Note Quarterly team health. | Area | Score (1-5) | Notes | | | | | | Workload | | | | Clarity | | | | Morale | | | | Collaboration | | |
- Career conversation Note Growth discussion. Name: [Name] Where they want to be in 2 years Strengths to build on Skills to grow Next steps - [ ]
- Delegation plan Note What to hand off. | Task | Delegate to | Support | Check-in | | | | | | | | | | |
- Team charter Note How the team works. Mission How we work - Meetings - Decisions Norms -
- Offsite plan Note Plan a team offsite. Date: [today] Location: [Location] Goals 1. Agenda Logistics - [ ]
- Performance review draft Note Write a review. Name: [Name] Period: [Period] Summary Highlights - Growth areas - Rating Exceeds
- Skip-level notes Note Meet your reports' reports. With: [Name] Date: [today] What is working What is not Ideas
Coaching your team
Questions and conversations.
- Coaching question: stuck Snippet Help someone unstick. What have you tried so far, and what would you try if you had to decide in the next ten minutes?
- Coaching question: growth Snippet Career growth. What part of your work would you like to be doing more of a year from now?
- Coaching question: blockers Snippet Remove obstacles. What is one thing I could do or stop doing that would make your week easier?
- Coaching question: priorities Snippet Focus. If you could only finish one thing this week, which would matter most?
- Coaching question: feedback Snippet Invite feedback. What is something I do as your manager that is not helping?
- Stay interview questions Snippet Keep great people. - What keeps you here? - What might make you leave? - What would you change about your role? - When did you…
- New hire 30-60-90 plan Snippet Onboarding goals. First 30 days - By 60 days - By 90 days -
- Promotion case Snippet Make the case. [Name] is ready for [Level] because: 1. Impact: [Impact] 2. Scope: [Scope] 3. Behaviours: [Behaviours]…
Leading through change
Clarity when it is hard.
- Uncertainty message Snippet When you do not know yet. Team, I know there is a lot of uncertainty about [Topic]. Here is what I know, what I do not know yet, and…
- Priorities shifted Snippet Explain a pivot. Hi team, We are changing course on [Area]. We are stopping [Stopped] and focusing on [New focus], because…
- Missed target message Snippet We fell short. Hi team, We missed [Target] this [Period], reaching [Actual]. That is on all of us, me included. Here is…
- Team member leaving Snippet Announce a departure. Hi team, [Name] is leaving on [today] for [Next]. We will miss [Quality]. [Coverage] will cover their work…
- Budget cuts message Snippet Less money. Hi team, Our budget for [Period] has been reduced by [Amount]. Here is how we will adjust: [Plan]. No roles…
- Return to office message Snippet Office policy. Hi team, From [today], we will be in the office [Days]. I know this is a change for some of you; let me know…
- After a crisis Snippet Recognise the effort. Team, the last [Period] has been hard. Thank you for [Effort]. Please take [Time off]; I have cleared [What…
Leadership notes
Think before you act.
- Weekly leadership reflection Note Look back as a leader. Week of [today] Team energy: Wins to recognise: Worries: One thing to do better:
- Hiring priorities Note Who next. | Role | Why now | Impact if unfilled | Target date | | | | | | | | | | |
- Strategy one-pager Note Team strategy. Where we are Where we are going How we will get there What we will not do
- Difficult conversation plan Note Prepare a hard talk. With: [Name] What I want to say Facts Their likely view Outcome I want
- Succession plan Note Who could step up. | Role | Ready now | Ready in 1 year | Development | | | | | | | | | | |
- Board update draft Note Leader's report. Headline Progress against plan People Risks Asks
1:1 questions: Check-in
Check-in questions for one-on-ones.
- How are you doing, really Snippet 1:1 question. How are you doing, really?
- What has been on your mind this week Snippet 1:1 question. What has been on your mind this week?
- What is giving you energy lately, and what is draining it Snippet 1:1 question. What is giving you energy lately, and what is draining it?
- How is your workload feeling on a scale of 1 to 10 Snippet 1:1 question. How is your workload feeling on a scale of 1 to 10?
1:1 questions: Work
Work questions for one-on-ones.
- What are you most proud of since we last spoke Snippet 1:1 question. What are you most proud of since we last spoke?
- What is blocking you right now Snippet 1:1 question. What is blocking you right now?
- Is there a decision you need from me Snippet 1:1 question. Is there a decision you need from me?
- What is one thing you would like to spend more time on Snippet 1:1 question. What is one thing you would like to spend more time on?
- Is anything unclear about priorities Snippet 1:1 question. Is anything unclear about priorities?
1:1 questions: Growth
Growth questions for one-on-ones.
- What skill do you want to build this quarter Snippet 1:1 question. What skill do you want to build this quarter?
- Where do you want to be in two years Snippet 1:1 question. Where do you want to be in two years?
- What is a stretch project you would be excited about Snippet 1:1 question. What is a stretch project you would be excited about?
- Who would you like to learn from Snippet 1:1 question. Who would you like to learn from?
- What feedback have you received recently that stuck with you Snippet 1:1 question. What feedback have you received recently that stuck with you?
1:1 questions: Feedback
Feedback questions for one-on-ones.
- What could I do to support you better Snippet 1:1 question. What could I do to support you better?
- Is there anything I do that gets in your way Snippet 1:1 question. Is there anything I do that gets in your way?
- How do you feel about the feedback you get from me Snippet 1:1 question. How do you feel about the feedback you get from me?
- What should I start, stop and continue as your manager Snippet 1:1 question. What should I start, stop and continue as your manager?
1:1 questions: Team
Team questions for one-on-ones.
- How is collaboration with {{Team}} going Snippet 1:1 question. How is collaboration with [Team] going?
- Is there anyone on the team you would like to work with more Snippet 1:1 question. Is there anyone on the team you would like to work with more?
- What is one thing that would make our team meetings better Snippet 1:1 question. What is one thing that would make our team meetings better?
- Have you noticed anything I should know about Snippet 1:1 question. Have you noticed anything I should know about?
1:1 questions: Wellbeing
Wellbeing questions for one-on-ones.
- Are you taking enough breaks Snippet 1:1 question. Are you taking enough breaks?
- When did you last take proper time off Snippet 1:1 question. When did you last take proper time off?
- Is anything outside work making things harder right now Snippet 1:1 question. Is anything outside work making things harder right now?
- What would make next week feel more manageable Snippet 1:1 question. What would make next week feel more manageable?