What to say when addressing underperformance
Have a clear, direct conversation about performance gaps with your team member. Fill in your details below, copy the prompt, and paste it into ChatGPT, Claude, or Gemini.
Addressing underperformance is one of the most difficult conversations a manager has to have, and one of the most common ones that gets avoided until the situation deteriorates. Avoidance tends to make the eventual conversation harder, not easier, because issues have compounded and the employee often feels blindsided.
The most effective underperformance conversations are clear about the specific gap, not global assessments of character or capability. They name the expected standard, the current reality, and the support available. And they give a specific timeline for reassessment. The goal of the conversation is a shared understanding and a plan, not an emotional confrontation.
Fill in what the performance gap is, who you are speaking with, and what outcome you want. The prompt below will write a manager's script for having this conversation professionally.
Fill in your details
Your prompt
You are helping me address underperformance with a team member. Here are the details: My role: [MY_ROLE] Team member: [TEAM_MEMBER] The performance gap: [PERFORMANCE_GAP] What I have already tried: [PREVIOUS_STEPS] What I need to see: [EXPECTATIONS] Timeline: [TIMELINE] Write a script for a direct, professional performance conversation. Include: how to open without easing in too long, how to describe the gap clearly with examples, how to explain what I need to see and by when, and how to close with a clear next step (whether that is a performance plan or an agreement to check in).
Copy this prompt and paste it into ChatGPT, Claude, Gemini, or any AI tool.
Tips for this conversation
- 1Do not soften the message so much that the person does not understand the seriousness.
- 2Have specific examples ready. Vague performance feedback is easy to dismiss.
- 3Document the conversation in writing after. Send a follow-up email summarizing what was agreed.
Common questions
How do I start the conversation without it feeling like an ambush?+
Set the agenda beforehand. You can say in the 1:1 invite: "I want to discuss some concerns I have about recent performance." This gives them time to prepare and removes the shock of the conversation.
What if the team member denies there is a performance problem?+
Have your specific examples ready. Concrete, documented evidence is much harder to dismiss than general statements. Focus on observable behaviour and measurable impact rather than your interpretation of their effort or attitude.
What if the performance issue is caused by something personal?+
Acknowledge that personal circumstances can affect performance, and ask if there is anything the company can do to support them. Then be clear that performance expectations still apply, and discuss what flexibility or resources are available. Compassion and accountability are not mutually exclusive.
How do I use this prompt?+
Fill in your details using the form above. The placeholders in the prompt update live as you type. When you are ready, click “Copy prompt” and paste it into ChatGPT, Claude, Gemini, or any AI tool. The AI will write a personalised script based on your specific situation.
Which AI tool works best for these conversation scripts?+
Claude and ChatGPT both work well. Claude tends to produce more nuanced, natural-sounding language that is closer to how people actually speak. ChatGPT is strong for structured, direct output. Try both with your details and compare the results.
Should I use the AI output word for word?+
Use it as a strong draft, then edit it to sound like you. The AI gives you the structure and language to work from. Reading it out loud before the actual conversation is one of the best ways to catch anything that does not feel natural for your voice.
Can I adapt the prompt for a written message instead of a conversation?+
Yes. Before copying the prompt, add a line specifying the format you need: “Write this as an email” or “Write this as a short Slack message.” The variants above also cover different tones and formats for many situations.