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OKR Meeting

The OKR planner board is directly on the meeting in Planio.

For more details on OKR, see Background Info.

Process Details

  • Organizer: OKR Manager
  • Participants: All internal employees. Full-time external employees.
  • Frequency:
    • Quarterly: Quarterly Meeting
    • Monthly: Interim Meeting
  • Trigger:
    • Quarterly: the first Thursday of each quarter
    • Monthly: the first Thursday of months 2, 3, 5, 6, 8, 9, 11, 12

Quarterly Meeting

Preparation

OKR Manager

  1. Collect ideas for OKRs

All Employees

  1. Review OKRs from last quarter.

  2. Write down ideas for OKRs for next quarter

Agenda

  1. Review OKRs from last quarter. Celebrate achievements!

  2. Discuss ideas for OKRs for next quarter

  3. Write down OKRs for next quarter in the board

  4. Schedule meetings to work on OKRs if necessary

Checklist

  • OKRs are written down in the board
  • Each OKR has well-defined Key Results
  • Each OKR has a clear owner (Team is fine)
  • Each OK has a label "Moonshot" if applicable.
  • Meetings are scheduled if necessary

Follow-up

None.

Monthly Meeting

Preparation

All Employees

  1. Review OKRs from current quarter

  2. Write down progress for each OKR where you are involved

Agenda

  1. For each OKR: the owner reports on progress

    1. Make it fun! Show off! Admit if you are not there yet. Share what you are missing to achieve!
    2. Discuss: What can we do to improve progress?

  2. Label each OKR with "On Track", "At Risk", "Off Track"

  3. Adjust OKRs if necessary

  4. Schedule meetings to work on OKRs if necessary

Checklist

  • Progress for each OKR is written down in the ticket
  • Meetings are scheduled if necessary

Follow-up

Meetings, as scheduled.

Background Info

The key components are:

  1. Set Objectives and Key Results on all levels (company, departments, teams, employee)

  2. For each level, set a maximum of 5 Objectives, each having a maximum of 4 Key Results

  3. OKRs are

    • Visible to the entire organization
    • Reviewed on a quarterly basis

  4. Each Objective is

    • Ambitious
    • Qualitative, described in human language
    • Actionable
    • Time Bound
    • Contains an explanation why the objective is important

  5. Each Key Result is

    • Measurable on a 0% to 100% scale (100%: Key Result Achieved)

  6. Meetings

    • Quarterly: OKR meeting to
      • Review and celebrate achievements
      • Set goals for next quarter
      • 4 hours
      • Participants: @everybody
    • Monthly:
      • Review progress
        • 1 hour
        • Participants: @everybody

Best Practices

  1. "Less is more" - define a small set of OKRs

  2. "Outcomes, not output" - Write key results that mostly reflect outcomes (results) rather than output (amount of work delivered),

  3. "OKRs are not everything" - Write OKRs that reflect the most important areas to make measurable progress rather than attempting to reflect everything you do. Distinguish OKRs from tasks and health metrics. Health metrics are monitored and important to track, but, unlike key results, they are not the focus for near-term improvement

Further References