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HR & people1:1 & people

Performance calibration meeting

90 minutes 7 blocks Free template

Managers explain the evidence behind each rating and adjust ratings to one standard, timeboxed to limit bias and fatigue.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingRatings reflect consistent standards and every change is recorded with its reason.

90 min · 7 blocks, drawn to scale Fits exactly
  1. Criteria, rubric and ground rules, 10 minutes 10
  2. Proposed ratings by team or department, 15 minutesInfo 15
  3. Discrepancies: each manager gives evidence, 35 minutesDiscuss 35
  4. Short break, 5 minutes 5
  5. Adjust ratings and record the reasons, 12 minutes 12
  6. Process fairness pulse, 5 minutes 5
  7. Document decisions for audit, 8 minutes 8
023456890 min
  1. +0′Criteria, rubric and ground rulesTip: Name the common biases up front: confirmation, centrality, affiliation, groupthink.10 minInfo
  2. +10′Proposed ratings by team or department15 minInfo
  3. +25′Discrepancies: each manager gives evidenceTip: Timebox each employee so later discussions get the same attention as early ones.35 minDiscuss
  4. +60′Short breakTip: Review fatigue sets in late in the session; pause before final adjustments.5 minBreak
  5. +65′Adjust ratings and record the reasons12 minDecide
  6. +77′Process fairness pulseHow fair did this calibration process feel?5 minVote
  7. +82′Document decisions for audit8 minWrap-up

Why it works

Built so the performance calibration meeting ends on time, with everyone in it.

  • Updates stay short

    25 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Discussion with a clock

    35 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • A break that ends

    Cameras pause and the timer keeps running, so the break finishes on time and everyone comes back together.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

  • A vote the whole room sees

    One tap each on a phone, live bars on the screen. A tick shows who has voted, never what they chose.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Share the rating criteria and rubric before the session and restate the ground rules at the start.
  2. 2Timebox each discussion to counter time pressure and fatigue later in the session.
  3. 3Ask each manager for evidence behind ratings that look inconsistent.
  4. 4Use a neutral observer, such as HR, and rotate panel members across cycles.
  5. 5Record every rating change and its reason so the decisions can be audited.

Questions about the performance calibration meeting

What happens in a calibration meeting?
Managers explain the reasoning behind each rating, discuss discrepancies, and adjust ratings so they reflect consistent standards.
How do you reduce bias in calibration?
SHRM names confirmation, centrality and affiliation bias, groupthink and review fatigue, and recommends timeboxed agendas, rubrics, neutral observers and rotating panel members.
Who attends a calibration meeting?
The managers whose teams are being rated, typically with HR. In SHRM's survey, 61% of organizations that calibrate have HR present and participating.

Built from

The structure, timings and tips on this page come from these sources.

  • shrm.org
  • shrm.org

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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