ChatGPT can be used to save time in researching how to handle employee feedback, write performance reviews, and draft recommendation letters. While those prompts are mainly geared toward managers, they can be leveraged by anyone to get guidelines or share insights with people they work with.
Here are a few examples.
If you’re new to ChatGPT and would like to learn more about how to use it in the workplace, click here.
Example 1: Communicate performance concerns
Prompt: A team member has not been meeting deadlines, and their performance is affecting the entire team. I need to address this issue with them, but I’m not sure how to approach the conversation without hurting their feelings. Can you suggest some ways to communicate my concerns effectively?
ChatGPT response:
It can be a difficult task to address performance issues without causing offense, but it is crucial for the success of your team. Here are some steps to handle this effectively:
- Plan the meeting: Have the conversation in a private setting to avoid embarrassment. Make sure you have enough time to fully discuss the issue and not rush the conversation.
- Focus on facts, not personality: When discussing the issue, focus on specific incidents where the deadlines were not met. Don’t make it about the person’s character or personality. Use specific examples and discuss the impact these incidents had on the team and project.
- Use “I” statements: Instead of saying “You are always late,” say something like “I have noticed that some tasks have been delayed recently.” This is less accusatory and more about sharing your observations.
- Listen and empathize: Allow them to explain their side. There might be reasons behind their lagging performance like personal issues or lack of resources. Show understanding and empathy.
- Communicate expectations clearly: Be clear about what is expected from them and how their actions impact the team. You could say, “It’s critical that all team members meet their deadlines so we can successfully reach our overall goals.”
- Offer assistance: If possible, offer support or resources that might help them improve their performance. This could be training, mentoring, or even adjustment of their workload if necessary.
- Set clear goals and follow-up: Discuss what improvements you expect to see and set a timeline for them. Schedule a follow-up meeting to review progress. This shows that you are serious about the issue and gives them a clear path to improvement.
Your tone and body language are also important. Be calm and assertive, but not confrontational or overly aggressive. And, importantly, this conversation should be a starting point for improvement, not a one-off incident.
Here’s an example of how you might start this conversation:
“Thanks for meeting with me. I wanted to discuss something that’s been concerning me. I’ve noticed that some recent tasks have been completed past their deadlines. This has made it challenging for the rest of the team to keep up with their tasks, and it’s impacting our overall project timelines. I want to understand if there’s something that’s been making it difficult for you to meet these deadlines, and discuss how we can resolve this. I value your work and contribution to our team and I believe we can find a solution together.”
Example 2: Write a performance review
Prompt: Write a performance review for an employee named Jane. Provide the review in paragraph form and in three separate buckets: Results, Team Contribution, and Areas of Improvement.
Here is some background information about Jane:
- Increased sales revenue by 15% over the past quarter
- Could benefit from additional training to enhance product knowledge and selling techniques
- Exceeded monthly sales targets by an average of 25%
- Needs to improve time management skills to prioritize tasks effectively and meet deadlines
- Collaborated with the marketing team to develop and implement successful promotional campaigns
- Mentored and trained new sales representatives, resulting in a 10% improvement in their sales performance
- Should focus on improving communication skills to better address client needs and concerns
- Built and maintained strong relationships with key clients resulting in a 20% increase in repeat business
- Could improve time management skills to prioritize and focus on high-value activities
- Actively participated in team meetings and provided valuable insights and feedback to improve sales strategies
- Successfully closed 5 new client accounts worth a total of $500,000 in revenue
- Could work on developing stronger relationships with key accounts to increase customer loyalty and repeat business
ChatGPT response:
Performance Review for Jane:
Results:
Jane has displayed exceptional performance in driving sales results. Her impressive accomplishment of increasing sales revenue by 15% over the past quarter truly stands out. She has shown a consistent ability to exceed monthly sales targets, averaging an increase of 25% which is a significant contribution to our overall bottom line. Further, her efforts to close new client accounts have resulted in a substantial increase of $500,000 in revenue. Jane has also successfully leveraged her network to build and maintain strong relationships with key clients, leading to a commendable 20% increase in repeat business. Her focus on mentorship has uplifted the entire team, with new sales representatives showing a 10% improvement in their sales performance under her guidance.
Team Contribution:
Jane’s role within our team extends far beyond just individual sales performance. Her collaboration with the marketing team has resulted in the development and implementation of successful promotional campaigns, demonstrating her ability to work cross-functionally. She has been actively participating in team meetings, providing valuable insights and feedback to improve our sales strategies. Her contribution as a mentor to new sales representatives not only demonstrates leadership potential but also exhibits her commitment to the success of the team.
Areas of Improvement:
While Jane’s performance has been admirable, there are a few areas that she could work on to further enhance her productivity and effectiveness. She could benefit from additional training to enhance her product knowledge and selling techniques, which would not only boost her sales figures but also empower her to handle customer queries more efficiently. Jane’s time management skills require improvement so that she can prioritize tasks effectively and meet deadlines consistently. Another aspect that Jane could focus on is her communication skills. Improving these skills would enable her to better address client needs and concerns, which is crucial for client satisfaction and retention. Lastly, while she has done well in building relationships with key clients, focusing on developing even stronger relationships could further increase customer loyalty and repeat business.
Example 3: Write a letter of recommendation
Prompt: Write a letter of recommendation about the following profile and highlight some points about their effectiveness at a job-leading Project Management Office [insert profile information]
Side note: I used my own profile text by copying/pasting it from my LinkedIn Profile (I didn’t paste it all here because it is quite lengthy)
ChatGPT response:
Subject: Letter of Recommendation for Hassan Osman
Dear Hiring Manager,
I am writing to wholeheartedly recommend Hassan Osman for any leadership role in Project Management Offices (PMO). Having worked with Hassan at Cisco Systems, his dedication, strategic vision, and exceptional leadership have left a lasting impression.
As the PMO Director, Hassan excelled in delivering complex programs and in establishing effective project management governance. His remarkable coordination of ten major American theaters, including a key period leading the US Central Global Enterprise Segment, is a testament to his ability to handle large-scale operations with finesse.
Hassan’s talents extend beyond leadership to a strong focus on team development and process optimization. He has led and trained teams of over 150 project and program managers, set high standards of project management and financial accountability, and brought significant improvements in contract management and customer satisfaction metrics.
During his tenure as a Senior Program Manager, Hassan was instrumental in managing strategic customer engagements, demonstrating his skill in complex project execution and business development. His earlier work at Ernst & Young further showcases his ability to provide transformative solutions for diverse Fortune 500 companies.
In summary, Hassan is a proven leader with a track record of delivering results in complex environments. His strategic thinking, dedication, and focus on efficiency make him an invaluable asset to any organization. I am confident that Hassan will exceed expectations in any PMO leadership role.
For further details, please feel free to contact me.
Best Regards,
[Your Name]
[Your Position]
[Your Contact Information]
Free book: “ChatGPT for Better Business Communication”
If you enjoyed this post, you might be interested in subscribing to my “AI for Leaders” newsletter and getting a free copy of my “ChatGPT for Better Business Communication” book (an Amazon #1 bestseller).
