Collective Review
Complete guide to setting up and managing collective reviewers for calibration sessions.
Overview
Step 5 of the campaign wizard configures collective reviewers - participants who have visibility across all reviewees and participate in calibration sessions to ensure consistent and fair assessments.
┌─────────────────────────────────────────────────────────────────┐
│ COLLECTIVE REVIEW │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Collective Reviewers (5 assigned) │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ 👤 Sarah Chen HR Director [×] │ │
│ │ 👤 Michael Torres CHRO [×] │ │
│ │ 👤 Lisa Wang VP Engineering [×] │ │
│ │ 👤 David Miller VP Sales [×] │ │
│ │ 👤 Jennifer Adams Talent Development [×] │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ [+ Add Collective Reviewer] │
│ │
└─────────────────────────────────────────────────────────────────┘
What is Collective Review?
Purpose
Collective review (calibration) is a group process where designated reviewers:
- Review all individual assessments together
- Discuss placement decisions
- Ensure consistency across reviewers
- Challenge or validate assessments
- Build consensus on talent positioning
Calibration Flow
┌──────────────────────────────────────────────────────────────────┐
│ CALIBRATION PROCESS │
├──────────────────────────────────────────────────────────────────┤
│ │
│ Phase 1: Individual Reviews │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ Managers complete assessments for their direct reports │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ │ │
│ ▼ │
│ Phase 2: Calibration Session │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ Collective reviewers meet to review and calibrate │ │
│ │ • Review matrix placements │ │
│ │ • Discuss borderline cases │ │
│ │ • Ensure rating consistency │ │
│ │ • Finalize talent decisions │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ │ │
│ ▼ │
│ Phase 3: Finalization │
│ ┌─────────────────────────────────────────────────────────────┐ │
│ │ Calibrated results locked and ready for action planning │ │
│ └─────────────────────────────────────────────────────────────┘ │
│ │
└──────────────────────────────────────────────────────────────────┘
Selecting Collective Reviewers
Who Should Be Collective Reviewers?
| Role | Purpose | Typical Selection |
|---|---|---|
| HR Leaders | Process facilitation, policy alignment | HR Director, CHRO |
| Business Leaders | Business context, performance knowledge | VPs, Directors |
| Talent Team | Development perspective, succession planning | Talent Development Lead |
| Calibration Lead | Session facilitation, consensus building | Designated facilitator |
Adding Collective Reviewers
┌─────────────────────────────────────────────────────────────────┐
│ ADD COLLECTIVE REVIEWER │
├─────────────────────────────────────────────────────────────────┤
│ │
│ 🔍 Search users... │
│ │
│ Search Results: │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ ☐ Sarah Chen sarah.c@company.com HR Director │ │
│ │ ☐ Michael Torres michael.t@company.com CHRO │ │
│ │ ☐ Lisa Wang lisa.w@company.com VP Engineering │ │
│ │ ☐ David Miller david.m@company.com VP Sales │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ Selected: 0 users [Cancel] [Add Selected] │
│ │
└─────────────────────────────────────────────────────────────────┘
Collective Reviewer Capabilities
What Collective Reviewers Can Do
| Capability | Description |
|---|---|
| View All Reviewees | See every employee in the campaign |
| View All Assessments | Access manager ratings and comments |
| Matrix Overview | See aggregate placement across the matrix |
| Adjust Placements | Move employees between cells during calibration |
| Add Notes | Document calibration decisions and rationale |
| Export Data | Download calibration results |
Access vs Individual Reviewers
┌─────────────────────────────────────────────────────────────────┐
│ ACCESS COMPARISON │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Individual Reviewer (Manager) │
│ ├── ✓ View own direct reports │
│ ├── ✓ Submit assessments │
│ ├── ✗ View other employees │
│ └── ✗ Calibration participation │
│ │
│ Collective Reviewer │
│ ├── ✓ View all reviewees │
│ ├── ✓ View all assessments │
│ ├── ✓ Matrix overview and manipulation │
│ ├── ✓ Calibration participation │
│ └── ✓ Data export │
│ │
└─────────────────────────────────────────────────────────────────┘
Calibration Session Interface
Matrix View During Calibration
┌─────────────────────────────────────────────────────────────────┐
│ CALIBRATION: Performance vs Potential │
├─────────────────────────────────────────────────────────────────┤
│ │
│ ←────────── POTENTIAL ──────────→ │
│ Low Medium High │
│ ┌──────────┬──────────┬──────────┐ │
│ High │ 3 │ 5 │ 8 │ │
│ ↑ │ ●●● │ ●●●●● │ ●●●●●●●● │ │
│ │ ├──────────┼──────────┼──────────┤ │
│ PERF │ │ 7 │ 12 │ 6 │ │
│ │ │ ●●●●●●● │ ●●●●●●● │ ●●●●●● │ │
│ ↓ ├──────────┼──────────┼──────────┤ │
│ Low │ 2 │ 1 │ 1 │ │
│ │ ●● │ ● │ ● │ │
│ └──────────┴──────────┴──────────┘ │
│ │
│ Click cell to view employees | Drag to move between cells │
│ │
└─────────────────────────────────────────────────────────────────┘
Employee Movement
During calibration, collective reviewers can adjust placements:
┌─────────────────────────────────────────────────────────────────┐
│ MOVE EMPLOYEE │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Employee: Alice Johnson │
│ Current Position: Core Player (Med Perf, Med Potential) │
│ │
│ Manager Assessment: │
│ ├── Performance: Medium (3/5) │
│ ├── Potential: Medium (3/5) │
│ └── Notes: "Solid contributor, consistent results" │
│ │
│ Move to: │
│ ○ Key Player (High Perf, Low Potential) │
│ ● Future Star (Med Perf, High Potential) │
│ ○ Current Star (High Perf, Med Potential) │
│ │
│ Calibration Note: │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ Recent project leadership shows higher potential than │ │
│ │ initial assessment indicated. Team consensus. │ │
│ └─────────────────────────────────────────────────────────┘ │
│ │
│ [Cancel] [Confirm Move] │
│ │
└─────────────────────────────────────────────────────────────────┘
Managing Collective Reviewers
Reviewer Operations
| Action | Description | Availability |
|---|---|---|
| Add | Include new collective reviewer | Draft, Active |
| Remove | Remove from calibration | Draft only |
| View Access | See what they can access | All statuses |
Minimum Requirements
- At least one collective reviewer is required
- Recommended: 3-5 collective reviewers for balanced perspective
- HR representation strongly recommended
Best Practices
Team Composition
Ideal Calibration Team:
Core Team:
- HR Lead: Process ownership, policy alignment
- Business Leader: Performance context, team knowledge
- Talent Lead: Development perspective
Extended Team (for large campaigns):
- Department Heads: Domain expertise
- Skip-Level Leaders: Broader perspective
Session Preparation
Before Calibration:
- All individual reviews completed
- Collective reviewers have access
- Matrix view populated with initial placements
- Discussion guide prepared for borderline cases
During Calibration:
- Focus on borderline cases (cell boundaries)
- Document all movement decisions with rationale
- Ensure diverse perspectives are heard
- Aim for consensus, not unanimous agreement
After Calibration:
- Lock final placements
- Generate calibration report
- Communicate results to stakeholders
- Plan follow-up actions
Calibration Date
The calibration date set in Step 1 determines:
- Target date for calibration session
- Deadline visibility for managers
- Campaign progress tracking
┌─────────────────────────────────────────────────────────────────┐
│ CALIBRATION TIMELINE │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Jan 15 Feb 28 Mar 15 Mar 31 │
│ │ │ │ │ │
│ ●─────────────●──────────────●───────────────● │
│ │ │ │ │ │
│ Start End Date Calibration Archive │
│ Reviews (Manager Session │
│ Deadline) │
│ │
└─────────────────────────────────────────────────────────────────┘
Do's ✓
- Include diverse perspectives: Mix of HR, business, and talent leaders
- Keep team manageable: 3-5 reviewers is optimal
- Prepare in advance: Review data before calibration session
- Document decisions: Record rationale for all changes
- Schedule appropriately: Allow sufficient time for discussion
Don'ts ✗
- Don't skip HR: HR perspective ensures process integrity
- Don't over-include: Too many reviewers slows consensus
- Don't rush: Allow time for meaningful discussion
- Don't ignore data: Use assessment data, don't rely on anecdotes
- Don't forget documentation: Undocumented changes create confusion
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