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HR's Hardest 1:1s
Performance & Calibration Conversations
A practical template for fair, consistent performance conversations.
Performance conversations influence reviews, promotions, PIPs, and exits.
Use this template to prepare before you walk into the room.
What's at stake
Performance conversations should answer three questions:
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What happened?
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What needs to change?
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What support will help?
If any of these are unclear, the conversation isn't finished.
The context
Phase 01
Before you walk into the room
Bring evidence
2–3 recent, observable examples
Previous feedback or commitments
Relevant goals or expectations
Define the outcome
Before the meeting, be able to answer:
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What needs to improve?
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By when?
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How will success be measured?
Check yourself
Ask:
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Am I judging behaviour or personality?
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Would I handle this the same way with another employee?
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Am I prepared to listen as much as I speak?
Phase 02
During the conversation
Open with facts
Open with facts. State why you're meeting, what you've observed, and why it matters. Avoid assumptions. Avoid labels.
Ask
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How do you see the situation?
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What's made this difficult?
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What support would help?
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What should we agree before we leave?
Phase 03
Before you finish
Confirm:
Expectations
Timeline
Support
Follow-up
Phase 04
After the conversation
Document
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Examples discussed
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Expectations agreed
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Employee perspective
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Support offered
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Timeline
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Next steps
If someone reads these notes six months later, they should understand exactly what happened.
What to avoid
Judge behaviour, not personality — and handle this the same way you would with any other employee.
Workspace
Prep checklist
Tick as you go. Add notes you'll want in the room.
Examples ready
Previous feedback reviewed
Success criteria defined
Support identified
Opening planned
Follow-up scheduled
New
Meet Haven
Don't let your notes become another task.
You've prepared for the conversation. Haven takes care of what comes after.
Leave every conversation with:
Conversation summary
A structured summary of what was discussed.
Action items
Clear next steps, owners, and follow-ups.
Confidential record
A secure record you can revisit whenever you need it.
See Haven in action
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