️ Scripts for Feedback Scenarios

It helps to have some ready phrases for common feedback situations. We've covered some under respectful language, but here focusing on how to phrase specific feedback instances:

If someone is late (and it's not habitual or you suspect a reason): "I noticed you arrived at 9:30 am today (Notice). Our start time is 9:00 am because mornings are busy (Standard). Is everything okay? If you're running late, just let me know early — it helps me plan (Guidance). I appreciate how you usually arrive on time, so I figured I'd check in (Encourage)." This way, you've pointed it out but also shown care and offered a simple expectation (communicate if late). Many times, there is a reason, and knowing you're understanding and clear helps them respect the timing even more.

If a needed item wasn't put back (for example cleaning tool left out): "The mop wasn't put back in the closet last night (Notice). We have a rule that all tools are stored after use for safety and neatness (Standard). Can we make that part of our end-of-day routine, to double-check everything is put away? (Guidance) I know the evening can be hectic wrapping up, but you've been doing well keeping things tidy otherwise (Encourage)."

If you observe a hygiene issue (perhaps staff not using gloves or hairnet in the kitchen, or uniform not clean): "I wanted to mention I saw you cutting salad without the gloves today (Notice). We have those hygiene protocols for a reason — to keep food safe (Standard). Please remember to use the gloves; they're right here if it was an oversight (Guidance). You've been excellent in following all our other kitchen practices, so I'm sure this was a one-time slip (Encourage)." Or if it's personal hygiene like body odour, which is delicate: maybe "I wanted to bring up something sensitive: I noticed a strong sweat odour recently (Notice). We work in close quarters, so it's important that everyone maintains fresh hygiene (Standard). If you need extra uniform shirts or a specific deodorant, let me know, and we can arrange that (Guidance/support). I value the great work you do, and I mention this only to ensure we're all comfortable (Encourage)."

If the same mistake repeats multiple times: at that point, your tone might need to firm up a bit more, while still not attacking the person. "This is the third time we've had to remind you about X (Notice + emphasis). I want to check if something is unclear in the process (Guidance prompt). Let's figure out why this keeps happening and fix it. It's important because \[reason\] (Standard reminder). I know you want to get this right, too. What can we do to ensure that next week this doesn't happen? (Encourage by involving them)." -- By the third time, it's okay to show a little impatience in the sense of seriousness, but phrase it as solving together, unless it's wilful neglect, which is another issue.

These scripts demonstrate firmness with fairness. You're not shying away from pointing out the problem, but you're doing so in a way that focuses on resolution. The employee leaves the conversation clear on what needs to change and ideally motivated to change it, not demoralised.