Performance Calibration Meeting Guide
Keep ratings consistent across a team.
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Plan a calibration meeting. Number of managers and employees: [SCALE]. Rating scale and definitions: [RATING_SCALE]. Preliminary ratings and evidence summaries: [PRELIMINARY_RATINGS]. Concerns about inconsistent standards: [CONCERNS].
Produce: a pre-read format for each employee (role, level, rating, three evidence points, scope of work); an agenda for each 90-minute session; ground rules (evidence only, no forced distribution unless policy requires it, no discussing personal characteristics, confidentiality); a method to compare cases (anchor cases at each rating, discuss outliers first); questions to challenge ratings ("What evidence shows this exceeded expectations?"); a bias checklist; and a decision record.
Add: a distribution summary table computed from the preliminary ratings (counts and percentages by rating, by team), with a note that differences are a prompt for discussion, not proof of bias; a template for communicating changes to managers; and a post-meeting review of what improved. Note that rating systems feed pay and employment decisions, so follow HR policy and local employment law [VERIFY in [JURISDICTION]].
This is a draft for discussion and must not be taken as legal or HR advice. Ask an HR professional or employment lawyer with knowledge of [JURISDICTION] to verify legal, contractual and policy points before use.
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