Administrator's Guide

OKR Configuration Settings

You can configure various settings for how Workteam provides OKR to the employees in your organization. These settings include options for naming goal periods and defining the goal period cadence as well as determining who is responsible for setting organization goals.

To configure these options, select the OKRs tab in the Organization Settings and press the Change button in the Goal Settings panel. The Goal Settings panel will expand to show a series of sub panels, each one containing a separate setting for the Goal Management module. These are as follows:

Naming goal periods

Workteam lets you use replacement fields to uniquely name each goal period. The idea is that goal periods are named according to the period they cover. By default, the field in the Specify how goal periods will be named panel is set to %%QUARTER%% %%YEAR%%, which will result in consecutive goal period names such as Q1 2018, Q2 2018, Q3 2018 etc.

The following replacement fields may be used in this field:

Replacement field Description
%%QUARTER%% The quarter-year representation of the start of the goal period, e.g. Q1, Q2, Q3, Q4
%%YEAR%% The number representing the year of the start of the goal period.
%%MONTHNUMBER%% The number representing the month number of the start of the goal period, e.g. 01 for January, 02 for February etc
%%MONTH%% The month name of the start of the goal period, e.g. January, February etc
%%MON%% The short month name of the start of the goal period, e.g. Jan, Feb etc

Configuring the goal period

Most organizations run goal periods on a quarterly cadence. Workteam defaults the length of each goal period to 3 months, but you can set the length of goal periods to any number of days.

In the Specify the start and end dates for the current period panel, enter a start and end date, such that the current date is between the start and end dates. Press the Save button at the top of the page to record the changes. The number of days between the start and end date will define the current and future length of each goal period. The current goal period will end on the end date and the next goal period will start the following day.

Specifying who sets top level goals

All Workteam account administrators may define organization goals, but you can specify additional people within the organization who are permitted to add and modify organisation goals. To do this, from the Who sets organization goals? panel, enter the first few letters of the person you want to give access to and select them from the dropdown list. Press the Save button at the top of the page to record the changes.

Specifying how goals are graded

At the end of each goal period, employees are prompted to review their goals. This includes grading themselves for each of their goals. You can specify the descriptions and values for each grade that you define from within the “Specify how goals will be graded” panel. If you leave it blank, Workteam will use a default set of gradings, but if you add one or more grades then Workteam will use the list you define. You can add a new grade by pressing the “Add Grade” button. An Add Grade dialog box will appear, letting you enter a description and numerical grade value. Once done, press OK to add the grade.

Departmental goals

You can configure Workteam to allow OKRs on departments. Do this by selecting “Goals may be set on departments” from the drop down list in the Departmental Goals panel. See Administering departments for how to add and configure departments.

Team goals

You can configure Workteam to allow OKRs on cross-departmental and virtual teams. Do this by selecting “Goals may be set on teams” from the drop down list in the Team Goals panel. See Administering teams for how to add and configure teams.

Alignment options

Goal alignment is critical to ensuring that users are planning goals that help move the organization in the correct direction and Workteam provides a number of options around how goals may be aligned. For smaller organizations, it may be sufficient to have all employees align their goals directly to the organization’s goals, but larger companies may prefer to have employees align with their manager’s, department’s or teams’ goals. The “Specify how goals will be aligned” panel provides a number of different options for you to choose, as follows:

Option Description
No tick boxes checked Employees will only be able to align to top-level organizational goals.
Align to manager goals tick box checked Employees will be able to align their personal goals to their manager’s goals or any of their manager’s ascendants in the org chart hierarchy. Employees will also be able to align to top-level organizational goals.
Align to departmental goals tick box checked Employees will be able to align their personal goals to their department’s goals (by default) or any other department’s goals. Employees will also be able to align to top-level organizational goals.
Align to team goals tick box checked Employees will be able to align their personal goals to the goals of any team that they are members of.

Specifying when organization goals should be set

Ideally organization goals should be defined and published before the goal period starts, enabling everyone in the organization to start creating their own goals and aligning them to the organization objectives. By default, Workteam prompts those people tasked with setting organization goals 14 days before the start of the period. You can adjust this by changing the number in the When should organizational goals be set? panel. If you want to wait until after the goal period starts before organization goals are set, change the dropdown from before to after.

Specifying when employee goals should be approved by

Once the organization goals have been published, employees will be notified by Workteam to start setting their goals. Employees must submit their planned goals to their manager for approval. By default, Workteam required that employees must have set their goals and managers must have approved them by 14 days after the goal period starts. You can change this deadline in the When should employee goals be approved by? panel.

Specifying when employees may start review goals

As the end of the goal period approaches, employees should start reviewing their goals. The review process is where employees evaluate the outcomes of their goals and submit their evaluation to their manager for the managers to complete their evaluation. By default, Workteam lets employees start doing this 2 weeks before the end of the goal period, but you can change this in the When can employees start submitting goals for review? pane.

Specifying when managers should have completed reviewing employee goals

Once an employee has submitted their goals for review, managers are expected to submit their counter evaluation, thereby completing the goal period for that employee. By default, this is expected to be complete by 14 days after the end of the goal period, but you can change this in the When should managers have completed reviewing their employees’ goals? pane.

Publishing Organizational Goals

To add or edit organization goals, select the OKRs tab of the Organization Settings and then choose Set goals from the Actions menu dropdown adjacent to the appropriate goal period.

To add a new goal press the Add new goal button.

The Goal page is shown. Enter a title and an optional description for the goal. Enter one or more key results. Finally press the Close Objective button to hide the Goal page.

You should aim to define 3 or 4 organizational goals for a quarterly period. Once you have defined all the goals, press the PUBLISH button to make them available to the employees in the organization. Once you have published the goals, employees will be prompted to start planning and submitting for approval their own personal goals. It will also be possible for the owners and goal setters of departments and teams to start setting and publishing goals for their respective departments and teams.