Creating OKRs And Submitting Them For Review
To start creating OKRs, select OKRs > My OKRs from the left hand menu pane. To add a new OKR press the Add new goal button.
The OKR page is shown. Enter a title and an optional description for the OKR. Enter one or more key results and then align the goal with another OKR in the organization. Finally press the Close Objective button to hide the OKR page.
You should aim to define 3 or 4 OKRs for a quarterly period. Once you have defined all your OKRs, you may submit them to your manager for approval.
With Workteam you will normally create personal OKRs and align them with another OKRs in the organization. Additionally, Workteam lets you create shared OKRs and also allows you to cascade OKRs to other people within the organization.
A Personal OKR is an OKR where only you have responsibility for achieving the OKR. Personal OKRs may have key results and may be aligned, depending on how Workteam is configured, with a top-level company OKR, a departmental OKR, a team OKR or with one of your manager’s OKRs.
A Shared OKR is an OKR where an ad-hoc group of people have a shared responsibility to achieve the OKR. Although a shared OKR is shared across a team of people, it will have just one owner (the creator of the OKR).
Shared OKRs may also have key results and may be aligned with a company OKR, a team OKR, a departmental OKR or with one of the OKRs of the shared OKR owner’s manager.
The owner of the shared OKR will be responsible for updating the OKR.
To create a shared OKR, simply add members to the OKR by pressing the Shared this goal link and type the first few letters of the team member you wish to add into the Add team member field and choose the relevant person from the dropdown list. The selected person will be notified of their new membership and will see the shared OKR appear in their list of OKRs.
If you have a complex goal, you may want to break it down into smaller goals and optionally assign each sub-goal to other people within the organization. An assigned sub goal will appear in the assignee’s list of OKRs as a Cascaded OKR. The assignee will become the owner of the OKR that is cascaded to them. By default, the sub-goal cascaded to the assignee will become their personal OKR, but they may turn it into a shared OKR by adding team members or they may further break it down into sub goals and cascade those sub goals to other people.
To cascade a goal, first use the Key Results list to add sub goals, that represent the breakdown of the goal. Then assign each sub goal to another person by clicking on the avatar to the left of the sub goal title and type the first few letters of the name of the person you wish to assign the sub goal to in the Select user field. Choose the person from the dropdown list. Once you do this, the person will be notified of the assignment and the sub-goal will appear in their list of goals as a personal OKR.
You may set an OKR as private, which means that only you, your manager, HR/account administrators or members of the OKR will be able to see the OKR in your OKR list. Other people in the organization will neither be able to see the OKR nor align with it.
To set an OKR as private, open the OKR in the OKR page and click on the “Public” drop down just under the OKR title at the top of the page and select Private.
Setting the confidence level for an OKR
Each OKR has an associated confidence level, which lets you convey to your manager and others your confidence of achieving the OKR. Workteam defaults the confidence level to 70%. Each OKR you define should stretch yourself such that you believe from the outset that you have a 70% chance of achieving the OKR. If you are more or less confident when defining the OKR, then change the confidence level accordingly by dragging the confidence bar at the top of the OKR page or entering a confidence level (between 0% ad 100%) into the confidence field.
If an OKR has one or more key results, which each have their own confidence levels, then you will not be able to change the overall confidence level of achieving the OKR using the top confidence bar, Instead this bar will reflect the average of the confidence values associated with each key result. You can instead change the confidence level of each key result.
A key result is a measurable statement, which defines an OKR’s successful outcome. For instance, an OKR entitled “Reduce team expenditure” might have the following key results:
- Travel expenses will be reduced by at least 25%
- Computer related purchases will be reduced by at least 10%
- Overall team expenditure will reduce by at least 5%
To add a new key result, click in the area Add a new key result and enter a description for the key result. Press Enter to add the key result.
You can delete a key result by selecting Delete from the menu that appears when you click the dotted button at the right of the key result.
You can adjust your confidence level of achieving the key result by clicking down the mouse on the confidence bar and dragging until the appropriate confidence level is selected. Alternatively enter the percentage into the confidence level field.
Aligning an OKR
Workteam lets you align an OKR with either one of your manager’s OKRs or with a departmental or team OKR or directly with one of the organization’s OKRs. You may be limited by what OKRs you can align to, depending on the configuration of Workteam for your organization. You can only align an OKR during the planning phase if it is a personal OKR or if it is a shared OKR and you are the owner of the OKR. In the case of an OKR that is cascaded to you, the OKR will already be aligned for you.
To align an OKR, click the Set Alignment button in the Alignment panel of the OKR page. A popup window is shown and, if Workteam is configured to let you align OKRs with your manager, an organization hiearchy is displayed, showing your manager at the bottom level of the hierarchy. You can either choose to align the OKR with one of your manager’s OKRs, simply by clicking on one of the OKRs listed in the Choose a goal to align to section, or you can select your manager’s manager and select one of their OKRs. You can keep navigating up the manager hierarcy until you reach the organization. If you select the organization the list of company OKRs will be displayed and you can select from one of those OKRs in order to align directly with the appropriate company objective.
If Workteam is configured to allow more than one alignment option, for example, the ability to align OKRs with departmental or team OKRs in addition to your manager’s OKRs, then you may choose from the buttons at the top of the alignment dialog to determine which type of OKR to align with.
Collaborating on an OKR
The OKR page contains an activity panel, which logs all the activity around the displayed OKR, for instance whenever you change a confidence level or whenever you change the status of an OKR. You can use the activity panel to start a conversation about the OKR with your manager or with other team members or colleagues. If you post a comment to the activity area, anyone who views the OKR will see the comment. If you mention someone specificially within your comment that person will be notified straight away and they will also be notified when you or anyone else subsequently comments on the OKR.
To mention someone, simple type the ‘@’ character followed by the first few characters of their name. You will see their name appear in the drop down list. Select it and then complete your comment and post it. The mentioned person or people will be notified and emailed straight away and when anyone else posts a comment about the OKR.
Once you have created each of your OKRs then you are ready to submit them to your manager for approval. Click the My OKRs menu item in the left-hand menu pane and then press the SUBMIT GOALS button. Your OKRs will be submitted to your line manager for review. While you are waiting for the OKRs to be reviewed, you may continue to view your OKRs, but you will not be able to make changes to any aspect of the OKR. You will receive an email (and a notification within Workteam) as soon as your manager has approved your OKRs.