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Manager Coaching Toolkit

Strong managers create strong teams. This playbook helps you equip your managers with the tools, prompts, and structure to lead better 1:1s, give real-time feedback, and support employee growth using AI and human-centered workflows.

Overview​

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Goal: Empower managers to lead with clarity, consistency, and empathy.

  • 💡 Key Insight: Teams with highly effective managers report 3x higher engagement and retention.
  • 📊 Metric to Watch: % of managers hosting regular 1:1s and 90-day engagement trends.
🗓️ Step 1: Structure Great 1:1s

  • Use this basic 1:1 agenda format:

    • Wins since last meeting
    • Roadblocks or frustrations
    • Feedback from both sides
    • Career check-in or growth question

  • Tools: Notion, Fellow, Lattice, or shared Google Docs.

  • Add AI to help generate prep notes or questions using this prompt:

You're helping a manager prep for a 1:1 with a team member.

Input:
- Employee role and recent activity
- Topics of concern or recent feedback

Output:
- 3 talking points
- 1 growth-oriented question
- 1 suggestion for celebrating recent work
💬 Step 2: Coach Managers on Feedback Language
  • Provide examples of specific vs. vague feedback.
  • Use prompts to rewrite or clarify manager notes:
Input:
“Needs to be more proactive.”

Prompt:
Rewrite this to include a specific example and a measurable behavior change.
  • AI Tools: ChatGPT, Claude, Grammarly Business
📈 Step 3: Track and Improve Feedback Quality

  • Review manager notes in HRIS, Lattice, or 15Five:

    • Are they specific?
    • Are they balanced (strengths + growth)?

  • Prompt to assess tone and clarity:

You’re reviewing feedback given to a team member.

Input:
- Full feedback note

Output:
- Summary of tone
- Suggestions to improve clarity, impact, or empathy
👥 Step 4: Support Tough Conversations

  • Common use cases:

    • Addressing underperformance
    • Conflict mediation
    • Resetting expectations

  • AI prompt for conversation prep:

You're coaching a manager through a difficult conversation.

Input:
- Topic: [e.g., repeated missed deadlines]
- Relationship context: [e.g., long-time employee, previously high-performing]

Output:
- 3 talking points
- 1 way to express empathy
- 1 actionable next step
📚 Step 5: Build a Manager Resource Hub

  • Store go-to resources:

    • Coaching question list
    • 1:1 templates
    • DEI-focused leadership tips
    • Conflict resolution checklist

  • Use Notion, Google Drive, or internal LMS to organize.

  • Add AI prompts and editable templates for reuse across teams.

AI Prompt​

tip

Use this prompt to prep for a new manager’s first team meeting:

You are a world-class executive coach and organizational psychologist with over 20 years of experience helping new managers build trust and lead with confidence from day one. You specialize in scripting first-team meetings that connect, inspire, and invite open dialogue.

Based on the following inputs:
- Team size and roles: [insert here]
- Any recent org changes or challenges: [insert here]

Generate a Markdown-formatted prep sheet for a new manager’s first team meeting, including:

Opening Lines to Build Trust
Three distinct options for how the manager can start their meeting warmly and confidently. Each should:
- Reflect emotional intelligence
- Acknowledge current team dynamics
- Model authenticity or vulnerability

Culture Questions to Ask
Two simple, open-ended questions the manager can ask to invite team voice and begin shaping a positive, collaborative team culture.

Closing Message to Inspire
A concise, motivational message to close the meeting that communicates leadership presence, vision, and a commitment to team success.

Use a warm, conversational tone that feels spoken rather than written. Use bold text and emojis for emphasis. If any input is missing, use [placeholder] tags for clarity.

Coaching Tracker Template​

Manager: [Name]  
Team: [Department/Group]  
Date of Coaching Check-In: [MM/DD/YYYY]  

Focus Area:
- [ ] 1:1 effectiveness
- [ ] Feedback delivery
- [ ] Tough conversations
- [ ] Growth planning

Next Steps:
- [Action Item 1]
- [Action Item 2]
Support Needed:
- [Mentorship, tool access, resource links]

Wrap-Up​

With consistent support and simple tools, even first-time managers can become impactful leaders. Coaching doesn’t have to mean formal training—it starts with helping managers show up with purpose.

Pro Tip: Rotate through one coaching theme per quarter to avoid overwhelm and build momentum.