Step-by-Step Implementation of the SBI Model & Common Mistakes and How to Avoid Them & Advanced SBI Techniques and Variations & Practice Exercises and Skill Development & 5. Schedule a private conversation with the person within the next 48 hours
Successfully implementing the SBI Model requires careful preparation and skillful execution. The following step-by-step process helps ensure that your feedback is clear, constructive, and well-received.
Step 1: Preparation and Timing
Timing is crucial for SBI feedback effectiveness. Provide feedback as close to the event as possible while allowing emotions to settle. Avoid giving feedback when you're angry, frustrated, or rushed. Choose a private setting where the receiver won't feel embarrassed or defensive.
Step 2: Opening the Conversation
Begin with a brief statement that signals your intent to provide feedback and ensures the receiver is ready to engage. Simple openings like "I'd like to share some feedback about yesterday's meeting. Is now a good time?" or "I have some observations about our project discussion that I think would be helpful to discuss" set the stage without creating anxiety.Avoid lengthy preambles or apologies that dilute your message. The goal is to create a focused, professional atmosphere where both parties understand the purpose of the conversation.
Step 3: Delivering the Situation
Present the situation component clearly and concisely. Use specific details that help the receiver immediately recall the event. Include relevant context such as who was present, what the meeting or project was about, and any other details that help recreate the scene.Example: "During yesterday's client presentation meeting with the Johnson account team, when we were discussing the revised timeline..." This level of detail helps ensure both parties are thinking about the same event.
Step 4: Describing the Behavior
Present the behavior component using objective, observable language. Avoid interpretive words like "aggressive," "unprofessional," or "careless." Instead, describe specific actions using neutral verbs: "interrupted," "raised voice," "arrived," "submitted," or "said."Practice describing behaviors as if you were providing testimony in court—stick to facts that multiple observers would report similarly. If you find yourself using adjectives that describe personality traits rather than actions, revise your statement to focus on specific behaviors.
Step 5: Explaining the Impact
Present the impact component by describing specific consequences of the behavior. Include multiple impact levels when relevant: immediate effects, broader implications, and potential future consequences. Use concrete examples rather than general statements.Structure impact statements to show clear cause-and-effect relationships between the behavior and its consequences. This helps the receiver understand why the behavior matters and motivates them to make changes.
Step 6: Inviting Response and Dialogue
After presenting all three SBI components, invite the receiver to respond. Ask open-ended questions like "What are your thoughts on this?" or "How do you see this situation?" This invitation transforms the conversation from a one-way criticism session into a collaborative problem-solving discussion.Listen actively to the receiver's response. They may provide important context you weren't aware of, acknowledge the behavior and commit to change, or offer alternative perspectives on the situation. Be prepared to engage in genuine dialogue rather than simply delivering your message.
Even when people understand the SBI Model conceptually, several common mistakes can undermine its effectiveness. Recognizing and avoiding these pitfalls is essential for successful implementation.
Mistake 1: Mixing Behaviors with Interpretations
The most frequent error involves contaminating the behavior component with interpretations, assumptions, or judgments. Phrases like "you were being defensive," "you seemed unprepared," or "you obviously didn't care" mix observations with interpretations.To avoid this mistake, practice describing behaviors using only action verbs and observable details. If you can't imagine a video camera recording the behavior you're describing, revise your statement to focus on specific actions.
Mistake 2: Using Vague or General Situations
Many people undermine the SBI Model's effectiveness by providing vague situation statements like "in our meetings" or "when we work together." These general references don't help the receiver focus on a specific event, making it difficult to have a productive conversation about change.Always include specific details: date, time, location, project name, or other participants. The more precisely you can identify the situation, the more effective your feedback will be.
Mistake 3: Focusing on Intent Rather Than Impact
Some feedback providers get caught up in trying to determine or address the receiver's motivations rather than focusing on the behavior's actual impact. Statements like "I know you didn't mean to..." or "I'm sure you intended to help, but..." shift attention away from the concrete consequences.Keep impact statements focused on observable results rather than assumed motivations. The receiver's intentions are less important than the actual effects of their behavior on the situation, other people, or the organization.
Mistake 4: Delivering Multiple SBI Examples Simultaneously
When people have been storing up feedback for weeks or months, they often try to address multiple situations in one conversation. This approach overwhelms the receiver and dilutes the effectiveness of each individual example.Focus on one SBI example per conversation. If you have multiple concerns, prioritize them and address the most important or recent one first. After the receiver has had time to process and respond to the first example, you can schedule separate conversations for other issues.
Mistake 5: Failing to Make the Impact Personal
Generic impact statements like "it hurt team morale" or "it wasn't professional" don't help the receiver understand the specific consequences of their behavior. More effective impact statements include personal or concrete effects that the receiver can relate to and measure.Instead of general impacts, describe specific consequences: "When you missed the deadline, I had to work until midnight to complete the client presentation, and we lost the opportunity to review it with the quality assurance team."
Once you've mastered the basic SBI Model, several advanced techniques can enhance its effectiveness in different situations and with various personality types.
The SBI-I Model adds a fourth component: Intent. After delivering the traditional SBI components, you ask about the receiver's intent: "What were you hoping to achieve when you...?" This addition helps address potential misunderstandings and opens dialogue about the gap between intentions and impact.The Intent component is particularly useful when the behavior seems inconsistent with the person's usual patterns or when you suspect there might be underlying factors influencing their actions. However, use this variation carefully, as focusing too much on intent can shift attention away from the behavior and its consequences.
Positive SBI Applications demonstrate that the model isn't only for addressing problems. Using SBI to reinforce positive behaviors can be even more powerful than using it for corrections. "During yesterday's customer service training, when you shared your experience with the difficult client situation, it helped the new employees understand how to handle similar challenges and three people came up to me afterward saying they felt much more confident."Positive SBI feedback helps people understand exactly what they're doing well and encourages them to repeat those behaviors. This application is often overlooked but can significantly impact performance and motivation.
Team SBI Discussions involve using the model to address group behaviors or dynamics. In this variation, the situation might involve the entire team, the behavior describes group patterns, and the impact explains consequences for the team or organization. This approach requires careful facilitation but can be highly effective for addressing systemic issues. Written SBI Communication adapts the model for email, performance reviews, or other written feedback. The structure remains the same, but written SBI requires extra attention to tone and clarity since you lose the benefit of nonverbal communication and immediate dialogue.Developing proficiency with the SBI Model requires deliberate practice and gradual skill building. The following exercises help build competency in each component and overall implementation.
Exercise 1: Behavior Observation Practice
Spend one day focusing exclusively on observing and recording behaviors without making interpretations. During meetings, conversations, or other interactions, practice describing what you see using only action verbs and observable details. Write down your observations and review them to ensure they're free of judgmental language or assumptions.This exercise helps train your brain to separate observations from interpretations, a crucial skill for effective SBI implementation.
Exercise 2: Impact Identification
Practice identifying multiple levels of impact for various behaviors. Choose common workplace situations and brainstorm immediate, intermediate, and long-term consequences. For example, if someone frequently arrives late to meetings, immediate impacts might include starting late and inconveniencing others, intermediate impacts could involve reduced meeting effectiveness, and long-term impacts might include decreased team morale or project delays.Exercise 3: SBI Script Development
Write complete SBI scripts for various scenarios, both positive and corrective. Start with situations from your own experience, then practice with hypothetical scenarios. Focus on making each component specific, factual, and clear.Review your scripts with colleagues or mentors to get feedback on clarity and effectiveness. Pay particular attention to ensuring your behavior descriptions are truly objective.
Exercise 4: Role-Playing Practice
Practice delivering SBI feedback through role-playing exercises with trusted colleagues or friends. Start with low-stakes scenarios and gradually work up to more challenging situations. Focus on your delivery, timing, and ability to engage in dialogue after presenting the SBI components.Pay attention to your nonverbal communication, tone of voice, and ability to remain calm and professional throughout the conversation.
Exercise 5: Receiving SBI Feedback
Practice being on the receiving end of SBI feedback to better understand the experience from the other person's perspective. Ask colleagues to provide feedback using the SBI Model about your own behaviors. This exercise helps you appreciate how it feels to receive well-structured feedback and identifies areas where you might improve your own delivery.Choose one specific situation from the past week where someone's behavior had a clear impact on you, your work, or your team. Using the SBI framework, prepare and deliver feedback following these steps: