Through 20+ years of building successful teams — from Blackbaud to multiple PE-backed companies — I’ve identified one one activity that can have a massive impact on teams: the talent calibration.
Let me share why this has become one of my go-to tools for building an exceptional organization.
So, what is a talent calibration exactly? Think of it as your company's GPS for talent.
It's a structured process where we document and define “what good looks like” for a team or family of jobs, starting with the key criteria — both hard and soft skills — that truly matter. Everything from customer interaction and product knowledge to empathy and the ability to navigate difficult conversations. It’s called the calibration scorecard.
Managers and team leads then use the scorecard to independently rate every team member.
And finally, the leaders compare their ratings and align on their ratings. This is usually done in a live session.
There are 4 reasons why you and your management team should be performing talent calibrations regularly:
In software companies, people typically account for 75% of expenses.
Unlike computers, people aren't predictable — they're complex. That's why you need a structured system to help them succeed. Talent calibration ensures everyone is measured against standard criteria, from job performance to cultural contributions.
Gone are the days of relying on one manager's gut feeling. When managers come together to compare ratings, real insights emerge. Those discussions about why Susie got a “4” in customer interaction from one manager and a “3” from another? That's where true alignment happens.
These conversations eliminate bias and ensure fair, well-rounded evaluations that can shape genuine development opportunities. They also help managers see their people from other leaders’ perspectives.
Even in today's hiring environment, you can create meaningful opportunities for your best people. Through our calibration process, we consistently:
Whether it's leading a new AI initiative, stepping into a mentorship role, or taking on increased responsibilities, talent calibration helps you do more with the talent you already have.
The "beer truck syndrome" is real — what happens if your key people suddenly vanish? In SaaS companies especially, we often see critical knowledge or client relationships concentrated in a single person. Talent calibration helps you identify and address these single points of failure before they become crises.
The beauty of the talent calibration is that it doesn't need to be complex. We do this entire process in a simple spreadsheet (example here) — no fancy software required. And we run it as a 4-step process:
I recommend running talent calibrations at once a year, keeping the sessions focused and efficient. The key is consistency and honest dialogue, not lengthy deliberations.
This isn't just another HR exercise, but a valuable foundation for high-performing teams. And talent reviews drive consistent evaluation, fair advancement opportunities, and strategic resource allocation.
In a world where talent is your biggest competitive advantage, this process helps ensure you're making the most of your most valuable asset: your people.
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