How the Feedback Loop model helps leaders move from reaction to reflection

For most leaders, receiving feedback can feel uncomfortable. Our instinct is to defend, explain, or justify. Yet feedback, when approached with openness, can be one of the most powerful tools for self-awareness and growth. The Ears of a Leader practice challenges us to listen beyond the words, applying the Receiving Feedback Loop to turn feedback into meaningful action rather than emotional reaction.

The first step in the Feedback Loop is being in the right frame of mind to receive feedback. When we’re defensive, distracted, or emotionally reactive, we simply can’t process input constructively. Great leaders pause before feedback conversations to center themselves, taking a breath, quieting inner dialogue, and setting an intention to listen with curiosity rather than judgment.

Step two is Honoring the Giver. Feedback is an act of courage; it takes vulnerability to tell someone the truth. Leaders can honor that courage by saying, “Thank you for the feedback.” This simple phrase transforms the dynamic from one of tension to one of respect. It acknowledges the giver’s effort and reinforces that honest communication is valued within the team.

Next comes Clarify and Confirm. Too often, we interpret feedback through emotion or assumption. Clarifying means asking thoughtful questions such as, “Can you share an example?” or “What impact did that have?” Confirming ensures understanding and helps remove defensiveness. It’s a practice grounded in humility, choosing to understand before being understood.

Step four is Build an Action Plan. Feedback is only powerful when it leads to action. This step moves leaders from awareness to accountability. The action plan doesn’t need to be big or immediate, it can start with small, intentional shifts in behavior. The goal is to show responsiveness, turning insight into improvement. Acknowledgment is only the first step; transformation happens through action.

The fifth and final step is Get Perspective and Reflect. Feedback is rarely one-dimensional. Taking time to reflect allows leaders to consider what resonates, what needs deeper exploration, and how the insight connects to long-term goals. Using our Empathy Mapping tool, a reflection process that explores thoughts, emotions, and next steps, leaders can process feedback holistically and with intention.

The Receiving Feedback Loop is shaped like an infinity symbol for a reason: growth never stops. Feedback, reflection, and action are continuous. Each time we receive and apply feedback, we strengthen our ability to learn, adapt, and lead with greater self-awareness. This ongoing cycle creates not just better leaders, but better listeners, communicators, and teammates.

If you’re ready to deepen your ability to receive feedback with confidence and transform it into meaningful action, the Deep Dive program offers experiential tools like the Feedback Loop and Empathy Mapping model to help you turn every conversation into a moment of growth and connection.

~Michelle Cummings, CEO of Personify Leadership