DIY Use Case #4: Coaching Plan for an Employee
Let’s be honest—coaching an underperforming team member is hard.
Most of us, when frustrated, want to jump straight to a list of everything that’s gone wrong and demand change. But as any good leader knows, that approach rarely works. Real growth takes empathy, structure, and a plan.
And that’s where AI can help.
In this post, we’ll show you how to use GPT to turn raw feedback into a structured, thoughtful, and values-aligned coaching plan—without sounding like a robot or a jerk.
Step 1: Start with the Issues
Let’s say you’re dealing with a senior project manager who’s been struggling in a few key areas. You can start by telling GPT something like this:
“One of our senior project managers has had the following issues:
- Hostile when disagreeing
- Interrupts people frequently
- Long-winded explanations
- Doesn’t notify when commitments are missed
Please create a constructive coaching document for a 1:1 meeting.”
In seconds, GPT returns a thoughtful coaching plan that includes:
- A purpose statement to open the meeting with clarity and empathy
- Suggested talking points to create a safe, constructive environment
- A framework for discussing key areas for growth, with:
- Observed behaviors
- Their impact on the team
- Improvement suggestions
- Reflective prompts to engage the employee
Already, this is far more effective than dropping a list of complaints.
Step 2: Align with Company Core Values
Want to take it deeper? Bring in your company’s core values.
For example, if one of your values is “Growth,” and that includes learning from failure, asking for feedback, and owning mistakes—GPT can tie the problematic behaviors directly to those expectations.
You can prompt it like this:
“Please align the observed behaviors to the company’s core values and explain where they’re misaligned.”
Now the document includes:
- The core value being violated
- An explanation of why the behavior is out of sync
- A message to the employee that reinforces cultural alignment and sets expectations
This turns a performance conversation into a values-based leadership moment.
Step 3: Tie It to Competencies and Role Expectations
If your company has a competency model or performance rubric (e.g., “communication skills,” “attention to detail,” “taking ownership”), you can add this into the mix.
The AI will now:
- Cross-reference each issue against relevant competency gaps
- Consider role-specific expectations (e.g., senior PMs may need stronger communication than junior devs)
- Build a coaching matrix showing:
- Behavior
- Misaligned core values
- Competency gaps
- Suggestions for improvement
Example:
- Hostility when disagreeing
→ Misaligned with “Teamwork” and “Respect”
→ Gaps in “Communication” and “Conflict Resolution” competencies - Interrupting frequently
→ Hits 3 different competencies - Failure to notify on commitments
→ Hits 5 different expectations
Now you’ve got a data-backed coaching document that isn’t just subjective feedback—it’s aligned with your company’s culture, standards, and expectations.
Step 4: Make It Smarter Next Time
To streamline future coaching conversations:
- Upload your core values and competency models into GPT once
- Then, for each coaching case, just upload the specific issues
The AI will automatically cross-reference everything and return a complete coaching plan—no need to re-feed static documents every time.
Final Thought: Coaching with Compassion and Clarity
Using AI for performance coaching doesn’t make you less human—it makes you more thoughtful.
By structuring feedback through the lens of values and competencies, you’re:
- Reinforcing your culture
- Creating psychological safety
- Helping your team grow without defensiveness
- Saving hours of prep and stress
Because the goal of coaching isn’t punishment—it’s partnership in growth. And AI can help you build that bridge.