OKR Tracking / Check-in

1. Regular OKR Tracking Cadence (Frequency):

We recommend a weekly or bi-weekly check-in cadence. The frequency should be enough to spot progress or issues early but not so frequent that it becomes a burden. The rhythm of the OKR Tracking encourages regular reflection on progress, highlights any obstacles encountered, and prompts necessary adjustments. It can well align with team or sprint review meetings.

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2. Data Gathering & Preparation:

Each Key Result owner (e.g. leader or team member responsible) prepares data and measurement for an update on their results. This typically involves:

• Current Status:  Reporting the current value/progress of their Key Result (e.g., "Increased website traffic from 10,000 to 12,000").

• Confidence Level: Assigning a confidence level (e.g., "High," "Medium," "Low," or a numerical scale like 1-10) indicating how likely they are to achieve the Key Result by the end of the period.

• Narrative Update: Providing a brief explanation of their progress, what's working, what's not, and any challenges they're facing.

• Planned Actions: Outlining what they plan to do in the next period to improve progress or address challenges.

• Data Collection Tools:

  • Excel Spreadsheets: Simple but can become unwieldy for larger teams.

  • Dedicated OKR Software: (e.g., Quantive, Tability, Mooncamp, Perdoo). These platforms automate the check-in process, provide visualizations, and integrate with other tools.Project Management Software: Some project management tools have OKR features or integrations.

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3. The OKR Check-in Meeting:

To review progress on Objectives and Key Results.Identify and discuss roadblocks.Share learnings and best practices.Make adjustments to plans as needed.Maintain alignment and focus.

• Brief: Keep the meeting focused and time-bound (e.g., 30-60 minutes).

• Structured: Follow a consistent agenda (e.g., review each Key Results, discuss challenges).

• Result-Oriented: Focus on what needs to change in order to achieve the desired outcome.

• Change the actions not the OKRs: Challenge your teams to come up with better trials and solutions rather changing the short-term targets.

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4. Discussion & Analysis: Focus on Key Results at risk and pay particular attention to Key Results with no progress or low confidence levels.Identify root causes to not just understand the what (the lagging Key Result); but also the why (the underlying reasons for the lack of progress). Enhance Collaborative Problem Solving and brainstorm solutions and support team members facing challenges.

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5. Adjustments & Actions:

Based on the check-in, you may need to adjust your specific actions you are taking to achieve a Key Result.

Focus on the most important Key Results or initiatives.

Update Key Results (rarely): Only update Key Results if the original target is no longer relevant or realistic due to significant changes in the business environment. Avoid changing Key Results just because they're difficult to achieve.

Document Actions: Clearly define who is responsible for what action and when it will be completed.

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6. Tracking & Visualization:

OKR Dashboard: Use a dashboard (in your OKR software or a spreadsheet) to visualize progress on Objectives and Key Results.

Color-Coding: Use color-coding (e.g., green, yellow, red) to quickly identify Key Results that are on track, at risk, or off track.

Trend Charts: Track progress over time to identify trends and patterns.​​​

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Key Principles for Effective OKR Check-ins:

• Transparency: Be open and honest about progress and challenges.

• Focus on Learning: Use check-ins as an opportunity to learn and improve.

• Result-Oriented: Focus on identifying actions that will improve progress.

• Regular and Consistent: Stick to the check-in schedule.

• Data-Driven: Base decisions on data and insights, not just gut feelings.

• Supportive: Create a supportive environment where team members feel comfortable sharing challenges.

 

OKR check-ins are a vital process for maintaining focus, tracking progress, and making necessary adjustments to achieve your objectives. They provide a framework for regular reflection, collaboration, and continuous improvement.