How to conduct performance review calibrations

TL;DR: Conducting a performance review calibration is critical to a great organizational feedback culture. The performance calibration process ensures management evaluates each employee fairly and accurately, leading to higher employee engagement and satisfaction. You can run a calibration review at your company alongside your regular review sessions in six steps.


Performance reviews are essential tools for giving feedback and encouraging continuous improvement,
but many organizations still have room to grow in this regard. According to our research, only one-third of global employees are satisfied with their company’s performance review process, adding that they’re not helpful for development and occur too infrequently.  Moreover, we found that most UK, French, and German professionals have received hurtful rather than constructive feedback in their current roles.*

So, what’s the key to making reviews work?

One crucial element is fairness. Unconscious bias from managers can undermine performance reviews, leading high-potential employees to receive lower scores based on unfair and arbitrary metrics. Eventually, team members on the receiving end of discriminatory processes may disengage rather than stay connected as active participants.

Many companies implement a performance calibration to ensure their employee evaluations are objective and consistent. While it may take time and effort to coordinate, the performance calibration process is vital to eliminating bias in the review process.

In this playbook, we discuss:

  • What performance calibrations are
  • Why they’re necessary for employee-centric organizations
  • Our step-by-step approach to implementing a calibration review within your company
💭 Reduce unconscious bias and conduct fair, consistent reviews

Leapsome’s AI-powered Reviews module allows team leads to turn performance data into constructive, actionable feedback for better employee development.

👉 Learn more

What is a performance calibration?

A performance review calibration is a process that standardizes how managers evaluate their reports. It aims to ensure that management conducts performance appraisals fairly by:

  • Making the assessment process as consistent as possible
  • Agreeing on the metrics managers should use to measure performance
  • Reducing subjectivity
  • Eliminating unconscious bias
  • Supporting managers who may be new to their roles or need leadership development

In other words, an effective performance management calibration would mean that if a group of team leads evaluated a single employee, there wouldn’t be any meaningful differences between their assessments, with the only potential variations arising from diverse projects the team members collaborated on with each manager.

Performance calibration is necessary because no matter how data-driven your evaluation process may be, reviewers are human and prone to subjectivity.

For example, some team leads might grade more leniently than others. One manager may think employees deserve a 5/5 (“excellent”) unless they have a specific problem with their performance. But another may think staff members deserve a 3/5 or “meets expectations” unless their performance is truly exceptional. 

During calibration sessions, managers can compare their assessments, find inconsistencies, and agree on what guidelines everyone should use for their evaluations.

The importance of a performance calibration

Performance calibrations are essential to the success of your review cycle. Employee-centric organizations that take time to calibrate employee reviews for fairness experience cumulative benefits such as:

  • Improved accuracy. An HR calibration can make your reviews more objective and, therefore, more accurate. Additionally, when reports get honest, specific feedback about their performance, they can clearly identify areas for improvement and take action more effectively.
  • A better idea of your organization’s performance. Variations make it more difficult to develop a clear “big picture” of performance across your organization. You might feel uncertain whether departments perform well due to excellent results or lenient assessments. Team calibrations ensure you know exactly how all your company’s departments are doing and how their performance fits into your organization’s overall progress.

  • Increased team member confidence in the performance review process. Employees who feel their evaluations are fair and consistent will become more invested in them. This improved trust also increases team members’ likelihood of feeling motivated to act on their manager’s feedback.
  • Acknowledgment and recognition for high performance. Lenient managers can deter top performers by praising their colleagues for a standard performance. Likewise, failing to acknowledge an employee’s best work can cause resentment among direct reports. Calibration meetings can help HR teams uncover which managers need guidance and ensure they always give credit where it’s due.
A photo of management and HR holding a calibration session in a well-lit office with soft furniture.

Calibration sessions provide value-driven organizations with an excellent touchpoint for ensuring performance reviews still reflect their principles


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Wann Sie dieses Playbook verwenden sollten

When to use this playbook

You can use this playbook to make progress toward your diversity, equity, inclusion, and belonging (DEIB) goals by preventing unconscious bias from taking the lead in employee evaluations. You can also use it while designing or revamping your performance review process — why not integrate a performance review calibration into your system from the start?

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Was Sie für dieses Playbook benötigen

What you’ll need for this playbook

The right analytics tools

To calibrate performance reviews, you’ll need an easy way to compare reviews across different managers and teams. People enablement platforms like Leapsome make this undertaking a lot easier.

For example, the Leapsome Reviews module allows you to see the big picture with visualizations like the heatmap and 9-box. You can also use it to easily calibrate performance review scores, keep track of who calibrated which score, and ensure employees only see the final scores.

Hints & tips

Hinweise & Tipps
  • Calibrating performance reviews can be time-consuming. You may need to hold multiple calibration meetings with managers, HR staff, and/or external partners. Since performance review calibration is crucial for review accuracy, set aside enough time for meaningful discussions. 
  • A performance review calibration can help build trust among employees. Be sure to communicate to employees the steps you’re taking to ensure the review process is fair.
  • It may be frustrating for a manager to have their rating challenged. During the calibration sessions, HR’s job is to serve as moderator and ensure everyone feels their opinion is heard.
  • Don’t worry if you see a lot of variation in ratings the first time you run the calibration process — this should improve over time. The calibration process will help develop shared expectations across each department.
  • During the calibration meeting, watch for outliers in the data. These may be an indicator of manager bias.
Illustration of two people carrying a box over stairs, another two stacking blocks mid-air, and another two working on a board with boxes and scales, transparent background

Frequently asked questions

What are performance calibration sessions?

Performance calibration sessions are meetings where managers and HR personnel discuss how to score their teams. Their aim is to find a fair and consistent way to evaluate all employees that reduces subjectivity. These sessions can also help organizations spot managers who score their reports too harshly or too leniently. That can also inform who might need training to reduce their unconscious bias.

How do you facilitate performance calibration?

You can facilitate performance calibration by taking these steps:

  1. Define your aims and the best strategy to achieve them. For example, do you want a scoring system that rates employees against each other and encourages healthy competition? 
  2. Decide which managers and HR personnel will attend your performance calibration sessions.
  3. Have managers and team leads run performance reviews.
  4. Once the reviews are complete, meet for your calibration session and adjust scores or your evaluation system as necessary.
  5. Share the outcomes with your team.

How often should I calibrate performance reviews?

We recommend you hold performance review calibration meetings after every review cycle. Depending on how your business is structured, these review cycles may be annual, biannual, or more frequent. Employees may be reviewed all at once or at different times. The most important thing is to keep your performance review calibration process consistent.

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