# Sales Coaching Cadence Calculator

> A do-it-yourself formula and lookup table for turning team size, tenure mix, and quota attainment into a recommended weekly coaching-hours allocation per rep, so coaching time gets rationed by need rather than habit.

Free calculator/tool for sales leaders. Topic: [Coaching, 1:1s & Feedback](https://www.peerlab.ai/library/topic/coaching-1-1s-feedback/). Published by PeerLab in the [Sales Enablement Resource Library](https://www.peerlab.ai/library/). Source: https://www.peerlab.ai/library/sales-coaching-cadence-calculator/

## How to use it

Re-run this every quarter after attainment numbers refresh, or immediately after a new hire or a rep's tenure crosses a band threshold; use the feasibility check to justify headcount or admin-relief requests with real numbers, not gut feel.

## What's inside

- The 3 inputs you need before you start
- Base weekly coaching-hours table by tenure band
- Quota-attainment modifier table
- Team-size feasibility check (manager coaching capacity ceiling)
- The formula, step by step
- Worked example with real numbers
- Interpretation bands (what your result actually means)
- A ready-to-copy tracking table for your own team

This isn't software: it's the actual formula managers and leaders use to size coaching time correctly, without a tool. Grab a spreadsheet, use the tables below, and run your own team through it in about 10 minutes.

## Step 1: Gather Your 3 Inputs (per rep)

1. **Tenure band**, how long has this rep been in the role?
 - New (0-6 months)
 - Developing (6-18 months)
 - Established (18 months-3 years)
 - Veteran (3+ years)
2. **Trailing-90-day quota attainment %**: actual production against target, last full quarter.
3. **Team size**, total number of reps this manager coaches (needed for the feasibility check in Step 4).

## Step 2: Base Weekly Coaching Hours by Tenure

| Tenure band | Base weekly coaching hours (1:1 + ride-along combined) |
|---|---|
| New (0-6 mo) | 3.0 hrs |
| Developing (6-18 mo) | 2.0 hrs |
| Established (18 mo-3 yrs) | 1.0 hr |
| Veteran (3+ yrs) | 0.5 hr |

Newer reps need more structured coaching time because they're still building foundational competency, not just refining it.

## Step 3: Apply the Quota-Attainment Modifier

| Trailing-90-day attainment | Modifier |
|---|---|
| Below 70% | +1.0 hr (at-risk: needs diagnostic coaching, not just cadence) |
| 70-89% | +0.5 hr |
| 90-110% (on target) | +0 hr (baseline holds) |
| 111-130% | -0.25 hr (still meets minimum cadence below, coaching shifts to stretch/leadership development) |
| Above 130% | -0.5 hr (shift toward peer-mentoring role rather than reducing coaching to zero) |

**Formula:**

`Recommended weekly coaching hours (per rep) = Base hours (Step 2) + Modifier (Step 3)`

Floor: never go below 0.5 hr/week for any rep, regardless of attainment, even top performers need a coaching touchpoint to keep skills sharp and catch complacency early.

## Step 4: Team-Size Feasibility Check

A manager has a finite number of coachable hours per week. Use this ceiling:

`Manager coaching capacity = (Total working hours per week) x (Target coaching-time %, see the companion Manager Time-to-Coach Ratio Calculator, use 20% if you don't have your own number yet)`

Example: 45-hour week x 20% = 9 hours/week of total coaching capacity.

`Feasibility = SUM(recommended hours across all reports) vs. Manager coaching capacity`

If the sum exceeds capacity, you have three honest options, don't pretend the math works if it doesn't:
1. Reduce team size (fewer direct reports)
2. Add a player-coach or team lead to absorb ride-alongs
3. Explicitly deprioritize coaching for your lowest-need tier (veterans, over-quota reps) and document that trade-off

## Worked Example

Manager "Sam" has 6 reports:

| Rep | Tenure | Attainment | Base hrs | Modifier | Recommended hrs/wk |
|---|---|---|---|---|---|
| A | New | 55% | 3.0 | +1.0 | 4.0 |
| B | New | 95% | 3.0 | 0 | 3.0 |
| C | Developing | 80% | 2.0 | +0.5 | 2.5 |
| D | Established | 105% | 1.0 | 0 | 1.0 |
| E | Established | 140% | 1.0 | -0.5 | 0.5 |
| F | Veteran | 92% | 0.5 | 0 | 0.5 |
| **Total** | | | | | **11.5 hrs/wk** |

Sam's coaching capacity at 20% of a 45-hour week is 9 hours. Sam is 2.5 hours short: meaning either Rep A and B (both new) are getting shorted, or Sam needs to reduce admin load, add a lead, or extend the week's coaching allocation to 25%.

## Interpretation Bands

| Sum vs. capacity | What it means |
|---|---|
| Sum ≤ 80% of capacity | Healthy: cadence is sustainable, consider adding stretch coaching for high-potential reps |
| Sum 80-100% of capacity | Tight but workable: protect this time on the calendar aggressively |
| Sum 100-120% of capacity | Over capacity: something will slip; decide deliberately what, don't let it be new reps |
| Sum >120% of capacity | Structural problem: team size or manager admin load needs to change, not just calendar discipline |

## Your Team, Copy This Table

| Rep | Tenure band | Trailing-90d attainment | Base hrs | Modifier | Recommended hrs/wk |
|---|---|---|---|---|---|
| | | | | | |
| | | | | | |
| | | | | | |
| **Total** | | | | | |