Calibration Facilitator�s Guide

							                              Calibration Facilitator’s Guide

   Date, Time &      TBD
   Meeting Called
   By
   Attendees:        Leadership Team and HR

   Prework for       Managers prepare to discuss the performance placement of each of their employees
   Managers

   Prework for HR:   Prepare supporting tools and resources



TIME                 TOPIC                                                                                TOOLS
15 MIN.              INTRODUCTION

                     Set Up: Meeting outcomes, today’s agenda, and your role

                     Meeting Outcomes:
                      Understand overall performance distribution
                      Performance Differentiation
                      Align on individual performance placement

                     Review Agenda
                      Context
                      Standard Performance Distribution
                      Discuss Individual Performance
                      Understand Overall Performance Distribution
                      Next Steps/Action Items

                     Review Roles:
                      Leader: Kick-off and set the tone
                      Managers: Discuss direct reports and participate in group discussion
                      HR: Facilitate discussion
Note: Ask the room
to add additional
                     Establish Guiding Principles:
Guiding Principles
                      Manager has final say
                      Goal is to achieve 80% agreement in the room & 100% alignment outside of the
                         room
                      Begin offering feedback with “I agree or disagree” with the performance call
                      Offer feedback that is meaningful, specific and from throughout the current year
                      Comments are shared with good intention
                      This is not an opportunity to debate goals
                      Wait to offer comments until each manager is finished presenting
                      Assign a note-taking “buddy”
                      Other…
TIME               TOPIC                                                                              TOOLS
15 MIN.            CONTEXT
                    Performance is foundational at BBY
                    The End-to-End Performance Management Process supports this
                       organizational belief
Note: Ask the      Calibration is critical part of the process because it:
room why they       Drives consistency of performance ratings across the organization
believe             Encourages more objective assessments
calibration is      Builds managers confidence in communicating scores and providing honest
important -            feedback
Listen for the      Creates employee confidence in appraisal scores and feedback
answers listed      Helps inform more meaningful development plans
                    Encourages managers to use discretion to match Rewards and performance
                       contributions.
15 MIN.            STANDARD PERFORMANCE DISTRIBUTION                                                  Standard
                                                                                                      Performance
                   Discuss why differentiation is important Differentiation can drive substantial     Distribution
                   improvements in productivity and intent to stay by helping employees feel valued   (pg. 7
                   fairly and reinforcing their efforts.                                              Calibration
                                                                                                      Presentation)
                   Facilitator NOTE: Ask why differentiation is important from an employee,
                   manager, and organizational perspective. Capture responses.

                   Organizational Benefits:
                      Reduces inflation or undervaluing performance by manager and/or business
                      Helps organization estimate compensation budgets.
                      Drive substantial improvements in productivity and intent to stay by helping
                       employees feel valued fairly and reinforcing their efforts.

                   Manager Benefits:
                      Managers make difficult distinctions on performance.
                      Provides justification for employee decisions (e.g. raises, promotions,
                       bonuses, layoffs)

                   Employee Benefits:
                      Ensures fair distribution of rewards
                      Allows for differentiated development
Note: The             Encourages recognition of high performance
recommended
is intended only   Review “Best Practice” Distribution
as a guideline –    It is NOT a forced ranking.
DO NOT force        A best practice 20/70/10 – 20% exceeding expectations , 10% being below,
fit your              and 70% meets
distribution to     Distribution may look different depending on your business results
match if it does    It is only accurate as the goals that you set
not make sense      Helps avoids overinflating or under-valuing employee performance
                    You can have top or bottom individual performers in both high and low
                      performing business
  TIME               TOPIC                                                                             TOOLS
  Time TBD           INDIVIDUAL PERFORMANCE PLACEMENT                                                  Post-its with
                                                                                                       each
                     Prior:                                                                            employee’s
                     Review the company definition of Individual Performance                           name

                     Identify a person and/or behaviors that best describe the following:              Calibration
                      Exceeding                                                                       Workbook
                      Meets
                      Below

                     Calibrate on individuals in the following order:
                      Exceeds
                      Below
                      Meeting (“On the Edge of Exceeding or Below)
                      Any employee in meets where there is disagreement

                     During:
                     Managers should present the following:
                      1 or 2 things to rationalize performance (the what) and values (the how)
                      1 or 2 performance opportunities
                      Ask the room for additional suggestions.
                      Do we agree on placement

                     Facilitator NOTES:
                      Encourage managers to be brief (no more than 3 minutes per employee).
                      Continue to anchor back to the guiding principles.
                      Managers should capture development feedback for EEs

                     Post Individual Placement:
                      Are we in 100% alignment in how we have positioned each individual?
                      Are we confident the distribution is a good representation of both individual
                        and business performance?
                      Is it what you expected given our current business results?
                      Do you believe there is adequate differentiation?
  10 MIN.            NEXT STEPS/ACTION ITEMS                                                           Effective
                                                                                                       Career
                     Review commitments and next steps                                                 Conversations
  HR should           Generalist will send a summary of the meeting, including any agreed upon        eLearning
  provide the           adjusted performance and values ratings
  tools and           Managers prepare for year-end conversations by providing thoughtful             Merit
  resources listed      consideration on performance and development opportunities                     Guidelines
  prior to            Mangers use discretion to ensure Rewards match performance contributions.
  departure to        Rewards should be differentiated for those who are exceeding, meeting and       FY’12 PDG
  aid managers          below expectations.
  with next steps     Managers, have the conversation with your employees                             Tips for
                                                                                                       Preparing for
                                                                                                       the Discussion

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