Impact review cycles

When do they take place?

Formal performance reviews take place twice a year, aligning with our promotion and compensation review cycles.

On average, Teammates can expect to have their compensation increased for merit purposes once a year if they are meeting and/or exceeding expectations. Teammates can receive an increase twice a year if they are a top-performer, or if they have fallen below the 75th percentile of their respective compensation band.

• 1st review period: Q1
  • Launches February (corresponding promotion and/or pay increase goes into effect April 1st)
• 2nd review period: Q3
  • Launches August (corresponding promotion and/or pay increase goes into effect October 1st)

Who is eligible?

Teammates who have completed 4-months tenure in the given review period are eligible for the associated Impact Review cycle. See the eligibility guidelines for Merit and Promotions further below.

• 1st review (Q1) eligibility rule
  • Must be hired on or before October 1st of the prior calendar year
• 2nd review (Q3) eligibility rule
  • Must be hired on or before April 1st of the current calendar year

Who provides feedback?

During an Impact Review, you will be asked to give and receive the following reviews.

Reviews a Teammate gives:

• Self-review: you will write a review of yourself, reflecting on your own contributions and how you’ve made an impact.
• Upward review: you will write a review of your Manager, reflecting on how they’ve supported your development and what they can do to support you more effectively.

Reviews a Teammate receives:

• Peer review: you will select and receive reviews from 2 Peers who can speak to your contributions and values alignment.
• Manager review: your Manager will reflect on your contribution to your team, including how you’ve made an impact and embodied our values.

What we do with Impact Review feedback

Results from the semi-annual impact review process support the growth and development of our Teammates in the following ways:

• Helps identify strengths & accomplishments, which guides promotion eligibility and corresponding compensation increases.

  • Growth & promotion philosophy
    • Leveling guide
    • Career development frameworks

• Compensation philosophy

• Helps identify development opportunities & a corresponding coaching/action plan.

How to select reviewers & submit your review

Once the review process begins, Teammates will receive reminders and communication through Lattice via Slack and Email.

Lattice resources:

• How to complete a performance review
• How to select peer reviewers

Questions we ask in the Impact Review

Teammate self review:

• Required questions

  • What were your most impactful accomplishments over the past 6 months?
    • Note: we recommend sharing up to 3 examples
  • To what extent did you meet your commitments or goals in the past 6 months?
  • What are you looking to achieve in your next 6 months at Sourcegraph? (Please describe)

• Optional questions:

  • What elements of your job do you find challenging?
  • Describe how you’ve showcased 1-2 competencies over the past 6 months. (Please share specific examples of how these map to your team’s career framework).
  • Describe how you’ve showcased 1-2 values over the past 6 months. (Please share specific examples).
  • Which 1-2 competencies would you like to focus on in the coming 6 months? (These can be from either your current role or one you aspire to and are actively discussing with your Manager).
  • Please share any additional feedback that may be helpful as a part of your self-review assessment.

Peer review:

• Required questions:

• How have this Teammate’s contributions impacted your ability to deliver on your goals?

  • To what extent does this person follow through on commitments? (Please provide examples).

• Optional questions:

  • Based on your interactions with this person, which role-specific competency or values would you recommend they focus on in order to grow professionally?
  • Please share any additional feedback that may help this Teammate grow in their career.

Manager-to-Direct Report review:

• Required questions:
  • How has this Teammate’s performance mapped to the expectations of their role and level over the past 6 months? (Reference the career development framework if applicable). To what extent did they meet their commitments?
  • What are the areas in which you would like to see this person improve? (Please provide examples from the last 6 months).
  • How does this person’s behavior align with our values? (Provide 2-3 specific examples).
  • How do you see this person’s role evolving over the next 6 months? What are the key competencies that they should focus on?
• Optional questions:
  • Describe how this Teammate’s motivation and effort align with their future potential.
  • Please share any additional feedback that may help this Teammate grow in their career.

Direct Report-to-Manager review (skip-level feedback):

• Required questions:

  • How has your Manager enabled you to do your best work over the past 6 months?
  • Does your Manager foster a healthy, productive, and collaborative team environment? (Please provide specific examples).
  • How did your Manager embody our values in the last 6 months? (Please provide examples for 2-3 values).

• Optional questions:

  • What type of coaching or support do you need from your Manager to continue to grow professionally?
  • I would always want to work for this Manager (Rating Scale).
  • Please share any additional feedback that may help this Teammate grow in their career.

How we evaluate performance using a 9-box

Teammate performance is evaluated through two complementary lenses:

• 1. Your performance in your role (skill).
• 2. Your embodiment of the Sourcegraph Values.

The overall Performance Rating is a combination of Skills and Values-based performance.

Rating definitions

• Exceeding High Bar
  • Skill: your contributions consistently raise the high bar set for individuals at your level; your execution, both individually and cross-functionally, is consistently excellent.
  • Values: exceeds in many, exhibits all, deficient in none.
• Meeting High Bar
  • Skill: your contributions are in line with expectations at your current level and sometimes exceed them; you are an essential part of the team.
  • Values: exceeds in some, exhibits most.
• Not Meeting High Bar
  • Skill: your contributions are below expectations for your current level and must immediately improve.
  • Values: exhibits some, lacks in some, deficient in some.

Your skill-based rating is directly tied to outcomes and indicates how well you execute across the spectrum of core competencies in your role/level, over the review period. Your values-based rating indicates how well you exhibited our company values over the review period. Teammates, regardless of level, are expected to be leaders in our values. Those who demonstrate the most impact at Sourcegraph will not only regularly move the company forward through the work they complete, but will also do so in a way that exemplifies our values.

You will receive a Performance Rating and a Values Rating, as well as a written review document from your Manager summarizing your achievements, strengths, and development areas.

9-box distribution

We do not stack rank Teammates but, rather, calibrate across the organization to achieve anticipated rating distributions. While we do not force distribution, we anticipate the following Teammate distribution, on average:

• 20% of Teammates will fall in the “Top Tier” (high performance) category.
  • Top Tier score: 1:1, 1:2 or 2:1
  • Teammates rated as “Top Tier” are eligible to receive a compensation increase that cycle, meaning someone consistently rated “Top Tier” could receive an increase every 6 months. This allows us to directly reward top performance every period.
• 70% of Teammates will fall in the “Highly Valued” (strong performance) category.
  • Highly-Valued score: 2:2s
  • Teammates rated “Highly Valued” will be eligible to receive a compensation increase annually, and this merit increase will be smaller than the “Top Tier” increase.
• 10% of Teammates will fall in the “Least Effective” (low performance) category.
  • Least Effective score: 3:1, 3:2, 2:3, 1:3 or 3:3
  • Teammates rated “Least Effective” are not eligible for a compensation increase, and will need to improve immediately to continue at Sourcegraph.

What to expect in a calibration session**

We hold a high and consistent bar for Impact Review calibrations to ensure they are fair across Managers, departments, and job levels. The process is meant to limit bias in the performance review process and ensure Managers agree on the criteria against which their direct reports are assessed on. Our People Team has a macro view of these sessions across the organization, so they will be able to provide valuable context and guidance to leaders to ensure an equitable review process.

What to expect:

The People Partners will facilitate three calibration sessions in each review period:

• 1. Performance Calibration: all Managers in the department will meet to calibrate team performance and ratings. In this discussion, they will leverage the Talent Assessment Framework (9-box) to finalize Teammate Performance Reviews and Ratings. In addition, the Executive and Recruiting Director of that department will attend and the People Partner will facilitate the meeting. Everyone will work together to review current Teammate ratings and justify the rating given to each Teammate. After the calibration, Managers will finalize and submit Impact Reviews and Ratings for each team member.
• 2. Promotion Calibration: after the submission of team performance reviews and ratings, the Managers, Department Executive and People Partners will meet to finalize promotion recommendations. The People Partner will facilitate the meeting and is responsible for submitting the promotion docs.
• 3. Compensation Calibration: the Managers, Department Executive and People Partners will meet to finalize merit recommendations. The People Partner will facilitate the meeting and is responsible for submitting the compensation docs.

Delivering the review to Teammates

Each People Partner will coach Managers on how to deliver Teammate reviews.

Nothing should be a surprise: Performance and development topics (and more) should regularly be addressed in weekly 1:1s or other casual check-ins, meaning none of the topics discussed during a Teammate’s review should be a surprise. Teammates should have a good idea of what to expect and know Impact Reviews and calibration conversations improve the fairness of performance scores, so they can approach these conversations calmly and with an open mind.

How we coach Teammates based on performance

Coaching categories help our Managers work with Teammates to create tailored career growth plans. We all have our own unique career goals and interests, and coaching categories help align those career goals and interests to the work we do now. An important part of being a Manager at Sourcegraph is engaging in career growth-focused conversations with Teammates, and working together to create actionable career growth plans. How Managers engage in those conversations depends on Teammate performance, values alignment, and personal goals. Coaching categories are guides to meaningful career-oriented conversations.

We’ll continue to “build muscle” around individual career development plans over the next year or so by incrementally adding tools Managers and Teammates can use to foster meaningful career conversations.

The coaching categories are:

• Motivate: focus on ways in which Teammates who are superior performers can continue to strive to model our values in an exceptional way.
• Empower: create opportunities for our highest performing Teammates to step into, or elevate, their leadership presence at Sourcegraph.
• Guide: foster and engage in meaningful career growth conversations with Teammates, and give growth opportunities in roles that allow for opportunities to stretch skills, and demonstrate superior performance.
• PIP Eligible: Teammates in this category must focus on immediate improvement. They engage in our values in a meaningful way, but may struggle to meet expectations. They work closely with their Manager to improve immediately.
• Immediate PIP: used for Teammates who do not exemplify our values, and who do not meet performance expectations. These Teammates must focus on immediate improvement.

How we approach compensation decisions

Impact Reviews are an important component in our compensation decision making process. Our band entry points are market competitive, and we are committed to rewarding strong performance as part of our compensation program.

More information may be found in our [how we pay at Sourcegraph] Handbook page [COMING SOON].

What is our eligibility process for merit increases?

To be eligible for a merit increase, a Teammate must have worked at least 4 months in that given review period and have received a Skill and Values-based performance rating of at least “2” in both areas.

Teammates can receive increases 2x per year for exceptional performance, but the expectation is that Teammates receive a comp review 1x per year.

How do we determine merit increases?

The recommendation will be calibrated by Leadership and their respective People Partner. The calibration will consider:

• The Teammate’s performance as calibrated in the Impact Review cycle.
• The appropriate pay level within the range for the Teammate, considering their performance and the performance of others in the same range.
• Available pay increase budget.
• Recommendations by Leadership, as approved by Finance and the Executive Team.

What is the approval process for merit increases?

Merit increases require the recommendation of the Teammate’s immediate Manager and the approval of the VP of People & Talent. Teammates will be notified of their merit increase as soon as possible after all Teammate merit increases for the year have been approved.

Teammate performance is to be formally reviewed at least twice a year. The focus of the review is to discuss their performance for the rating period, review standards for the position, communicate the amount of any merit increase, and set goals for the next rating period.

What is the approval process for merit or promotion increases outside of a performance cycle?**

In some cases, it may be necessary to support a merit increase outside of a performance review cycle. These should be rare and be seen as an “exception to the rule.” The Department Leader will need to present a business case for out-of-cycle merit-based salary adjustments, spot, and equity bonuses. All changes require VP People & Talent and CEO approval.

What criteria determine promotions?

The following criteria support promotions:

• A Teammate is already performing at the next level or job scope prior to promotion.
• The business need exists for the role to increase in job scope, or capacity requirements show additional headcount at a higher job scope is required (IC5+ and M4+).
• The promotion decision is occurring at a justified and fair rate.

What is the promotion process & timeline?

We promote in alignment with our Impact Review process, to ensure Teammate growth opportunities are not delayed by extended cadence parameters. There are four core stages to the promotion process: Planning/Calibration, Recommendation-Approvals, Processing & Announcement.

How is the merit/promotion budget determined?

The merit and promotion budget is held at the Department Leader-level and allocated as part of the financial planning period. Department Leadership may have to work with Finance to make a business case based on potential tradeoffs if divisions/departments are over/under budget during the calibration cycle.

Writing effective feedback & self reviews

Self reviews and peer feedback are crucial inputs to our bi-annual 360 Impact Review Cycle. Effective feedback is specific, and actionable. Great examples of accomplishments include a brief outline of the situation, response to the situation, and overall impact of the result.

To create great examples, we recommend using the Situation-Behavior-Impact (SBI) model to write effective reviews. Visit our Handbook page on writing effective reveiws

Your manager is also a great resource if you have any questions about how to write your self review or give feedback to a teammate.

How to write an effective review**

We recommend using the Situation-Behavior-Impact (SBI) model to write effective reviews. Visit our Handbook page on writing effective reveiws

What comes after review writing

COMING SOON

How do I leverage the 9-box

COMING SOON

What to expect in the calibration session

COMING SOON

How to mitigate bias

COMING SOON

RESOURCES FOR PEOPLE TEAM

People Partners: Responsible for assuring Teammates and Managers have the required resources to guide successful review cycles and complete review milestones in a timely manner. Your People Partner will lead calibration sessions with leadership and provide coaching and guidance as needed to all Teammates.

How we prepare for calibration cycles

COMING SOON

How to help Managers mitigate bias

COMING SOON