The Feedback Cycle: More Than Just Comments
Effective feedback isn’t a one-time event—it’s a continuous cycle that drives growth and performance. When we talk about a “feedback loop,” we’re describing the complete journey from input to results:
The most powerful feedback loops are continuous, intentional, and focused on growth.
Feedback Frameworks That Work
The SBI Framework
S - Situation
Describe the specific context
”In yesterday’s client meeting…”
B - Behavior
Describe the observable actions
”When you interrupted the client three times…”
I - Impact
Explain the effect of the behavior
”It created tension and we lost their trust.”
The FAST Method
F - Frequent
Regular, timely feedback
Don’t save it all for review time
A - Actionable
Focus on behaviors that can change
Not personality or fixed traits
S - Specific
Concrete examples, not generalizations
”When you…” not “You always…”
T - Timely
As close to the event as possible
When the details are fresh
Feedback Templates and Timing Tips
Constructive Feedback Template
“I noticed that during [specific situation], you [specific behavior]. The impact was [specific outcome]. Next time, could you try [suggested alternative]? This would help [positive outcome].”
Positive Reinforcement Template
“I wanted to acknowledge how you [specific behavior] during [specific situation]. This was effective because [specific impact]. It demonstrates your strength in [specific quality], which is valuable because [broader significance].”
Timing Tips
Avoid These Times
- In front of others (for constructive feedback)
- When emotions are running high
- At the end of a long day
- During unrelated meetings
- Right before a high-stakes event
Optimal Times
- During scheduled 1:1 meetings
- Shortly after observing the behavior
- When you have privacy
- When both parties are calm
- When there’s time for discussion
Radical Candor vs. Ruinous Empathy
Kim Scott’s Radical Candor framework helps us understand the balance between caring personally and challenging directly:
Radical Candor
High care + High challenge
You care deeply about the person while directly addressing issues that need improvement.
”I value our working relationship, which is why I need to tell you that your presentation yesterday missed the mark in these specific ways…”
Ruinous Empathy
High care + Low challenge
You care about the person but avoid difficult conversations, ultimately limiting their growth.
”That presentation was fine! Don’t worry about those few mistakes…” (When in reality, there were significant issues that need addressing)
The Key Insight:
True caring means having the courage to challenge directly. When we avoid giving necessary feedback out of “kindness,” we’re actually doing a disservice to the person we care about.
Closing the Loop: Ensuring Feedback Leads to Change
For Feedback Givers
Follow up intentionally
Schedule a specific time to check in on progress.
Recognize progress
Acknowledge improvements, even small ones.
Offer ongoing support
Ask “How can I help you implement this feedback?”
For Feedback Receivers
Create an action plan
Document specific steps you’ll take to address the feedback.
Share your commitment
Let the feedback giver know what you plan to change.
Request follow-up feedback
Ask “Have you noticed improvement in this area?”
Example: Closing the Loop
Manager: “I noticed in the last three team meetings, you’ve been interrupting colleagues before they finish their points. This is causing some frustration and means we’re missing valuable input.”
Team member: “I hadn’t realized I was doing that. I get excited about ideas and jump in too quickly.”
Manager: “I understand. Could you try taking notes while others are speaking, and waiting until they finish before sharing your thoughts?”
Team member: “That’s a good suggestion. I’ll try that approach in our next meeting.”
Two weeks later:
Manager: “I’ve noticed you’ve been more mindful about letting others finish in our recent meetings. It’s making a positive difference in our discussions.”
Team member: “Thanks for noticing. Taking notes has really helped me process my thoughts without interrupting. I’ve also noticed people seem more comfortable sharing their ideas now.”
Journaling Prompt: What Feedback Did I Avoid?
Reflection Exercise
Take 15 minutes to reflect on these questions:
- What feedback have I been hesitant to give someone on my team?
- What am I afraid might happen if I share this feedback?
- How might withholding this feedback be limiting their growth?
- What support would help me deliver this feedback effectively?
- What’s one small step I could take toward having this conversation?
In Summary
Feedback is a gift—but only when it’s delivered effectively and acted upon.
The most powerful feedback loops combine clear, specific input with reflection, action, and follow-up. They require courage from the giver and openness from the receiver.
By mastering both sides of the feedback equation—giving and receiving—leaders can accelerate growth, strengthen relationships, and build a culture of continuous improvement.