9-Box Calibration Facilitator Guide

Structured EPMS template for HRBPs to facilitate a 9-box calibration session using axis definitions, an extremes-first discussion sequence, and time-boxed review of each quadrant.

Session Setup and Calibration Rules

• Session Date
• Facilitator Name
• Calibration Scope
  Describe the population, function, level, or business unit included in this session.
• Performance Axis Definition
  Define what high and low performance mean for this session using observable outcomes and business impact.
• Potential Axis Definition
  Define what high and low potential mean for this session using readiness, learning agility, and scope expansion indicators.
• Evidence Rules and Bias Checks
  List the evidence required for placement decisions and the bias checks the facilitator will enforce.

Facilitator Script and Meeting Flow

• Opening Script
  Script used to open the session and reinforce the purpose, rules, and expected outcomes.
• Extremes-First Discussion Sequence
  Describe the order in which the highest and lowest placements will be reviewed before the middle quadrants.
• Time-Box Guidance
  Specify the time allocation for each quadrant and how the facilitator will redirect off-topic discussion.
• Redirection Language
  Provide phrases the facilitator can use to bring the room back to evidence and the current placement decision.

9-Box Quadrant Review

• Quadrant Review
  Review each 9-box quadrant and record employee placements, evidence, and calibration outcomes.
• Placement Rationale
  Summarize the evidence used to confirm or change placements across the 9-box grid.
• Movement Decisions
  Capture any changes in placement made during calibration and the reason for each change.
• Outlier Discussion Notes
  Document any placements that required additional challenge, evidence review, or escalation.

Calibration Outcomes and Follow-Up

• Final Calibration Summary
  Summarize the final agreed placements and the key themes from the session.
• Development Actions by Placement
  Capture 70-20-10 development actions for employees based on their placement and readiness.
• Next-Cycle Actions
  List follow-up actions, owners, and due dates for the next review cycle.
• Manager Commitments
  Capture commitments made by managers to support development, documentation, or follow-up.

Approvals and Session Close

• HRBP Summary
  Final summary from the facilitator confirming the session outcome and any unresolved items.
• Manager Acknowledgement
• HRBP Acknowledgement