Talent Calibration Meeting SOP

Standard operating procedure for preparing, running, documenting, and following up on talent calibration meetings.

Steps

• Confirm the calibration scope and participant list
  The facilitator verifies the calibration scope, business unit, review period, and employee population to be discussed. The facilitator confirms each participant's role, decision authority, and expected contribution. The facilitator removes any attendee who does not have a defined role or need-to-know access.
• Distribute pre-read materials
  The facilitator distributes the pre-read packet to all participants before the meeting. The packet includes performance summaries, prior ratings, calibration criteria, and any relevant talent data. The facilitator sets a deadline for participants to review the materials and submit questions in advance.
• Verify data completeness and rating consistency
  The HR partner verifies that each employee record includes the required performance inputs, manager recommendation, and supporting evidence. The HR partner checks for missing data, rating outliers, and inconsistent use of the rating scale. Any deviation from the calibration criteria is flagged for discussion.
• Open the meeting and restate the calibration rules
  The facilitator opens the meeting, states the purpose, and reviews the calibration rules, including confidentiality, evidence-based discussion, and equal application of standards. The facilitator reminds participants to focus on documented performance and potential indicators rather than personal preference.
• Review each employee against the calibration criteria
  The facilitator presents one employee at a time. Each manager states the proposed rating, supporting evidence, and any known risks or development needs. The group compares the evidence against the calibration criteria and identifies any deviation that requires adjustment or escalation.
• Resolve rating disagreements and escalate unresolved cases
  The facilitator asks whether the group has reached agreement on the rating and development action. If the group agrees, the facilitator records the final decision. If disagreement remains after evidence review, the facilitator escalates the case to the designated HR leader or business leader for final review.
• Document final ratings, rationale, and actions
  The designated note taker records the final rating, key evidence, rationale for any rating change, and agreed development or succession actions. The note taker captures any non-conformance to the calibration criteria and the approved resolution path. The facilitator confirms the record is complete before closing the meeting.
• Assign follow-up owners and due dates
  The facilitator assigns each follow-up action to a named owner with a due date. Actions may include manager feedback conversations, development plan updates, promotion review, or additional data validation. The facilitator confirms each owner understands the expected outcome and deadline.
• Close the meeting and archive documented information
  The facilitator closes the meeting, summarizes the decisions, and confirms next steps. The HR partner stores the final agenda, notes, ratings, and action tracker in the approved document repository in accordance with documented information controls. Access is restricted to authorized personnel only.