This article is intended for administrators, employees and managers. If you want to understand more about access profiles, click here.
In order to create OKRs no specific profile settings are required. However, the level of access to the OKRs query screen will change, since manager users can see those of their subordinates and teams, and administrators can see those of the entire company.
To do so, go to: settings > profiles > manager or administrator > OKRs tab. Enable the options ‘view and edit’ in OKRs for the entire company to administrators, and for accessible teams and leaders to managers.
Don't forget that if the ‘teams and team members’ option is enabled, the Manager will be able to see the data of all team users (team linked to the registration), as well as access to the information of the direct team members (employees with the user as manager in the registration), even if they are linked to other teams.
The management model by OKRs aims to establish clear directions for achieving the numbers that indicate the growth of a business.
Key results are used as a parameter to determine how close you are to achieving an objective. In other words, they are smaller objectives that directly help in the achievement of the main target.
To make your search easier, we have divided this article into three sections. Click on one of the options below to go straight to what you want to read:
How to create key results?
Step 01
Go to + > Objective.
Step 02
Once you have created the objective (click here to learn more about it), click on + Create key result to access the creation screen.
Step 03
Follow the directions below to create the key result:
Name: Define the key result name.
Import key result: Click on + Import indicator, if you want to use a key result template from the catalog created by your company (this step is optional). To learn more about it, click here.
Description: Add context so that others can understand why the objective was created and how it will help achieve the objective.
Responsible Person: The key result to be created will always have as its responsible person the user who is performing the creation, however, this information can be changed by selecting another collaborator.
Key Result Direction: Indicate the direction, which can be greater better, smaller better or an action plan:
To Reduce: when the key result must be smaller than the current one, use this type;
The starting point cannot be lower than the objective - correct example: starting point 50 and objective 30.
The minimum value must be greater than the maximum value - correct example: if the objective is to reduce to 30, the minimum acceptable reduction is to move from 50 to 35 and the maximum allowed is to reduce to 25.
The maximum value must be greater than the maximum value 2 - correct example: if the maximum allowed is to reduce to 25, the maximum 2 is to reduce to 20.
To Increase: used when there is a need to leverage the objective relative to the current key result.
The starting point cannot be greater than the objective - correct example: starting point 5 and objective 10.
The minimum value cannot be greater than the maximum value - correct example: if the objective is 10, the minimum to be achieved is 9 and the maximum allowed is 12.
The maximum value cannot be greater than the maximum value 2 - correct example: if the maximum is 12, the maximum 2 is 14.
Action Plan: it is used to identify the key results that need initiatives to be measured, in other words, progress is not tracked by numbers. To learn how to create initiatives, click here.
For this option, there is no information, starting point, or objective.
Frequency: In periodicity, choose between:
Weekly or monthly for standard tracking.
Annual, Monthly, Monthly and Partial, Four-monthly, Four-monthly and Monthly, Half-yearly or quarterly for advanced tracking.
NOTE 1 – Don’t forget that the periodicity in the maintenance objective is equivalent to how many times the system will check if the objective has been maintained during the objective's duration period.
NOTE 2 – You can only choose the periodicity if the company has not defined it in the cycle window settings.
Type of information: The information type determines the numerical treatment that will be given to your starting point, objective, minimum and maximum goal: numeric, percentage, monetary, entire, numeric 3 decimal digits, reduced monetary or 4 decimal digits.
Starting Point: The starting point is where you will start numerically.
Target: In the target, you can define where you want to go numerically.
Weight: In weight, it is important to remember that the sum of the targets cannot exceed 10 or 100, according to the company’s rules. If you create two key results, for example, each one can only weigh 5 or 50, within the objective.
If the KRs have different weights, this will allow a better understanding of what is most important in the objective. However, the progress calculation does not take into account the different weights.
Unit of Measure: The unit of measure is the acronym that will be used to represent its numeric type (Numeral: qty, customers or kg, Percentage: %, Monetary: Real, Dollar or Euro, Time: hours)
You can add more key results by clicking on + Create another key result.
In advanced options, you can access other key result settings, as configured by the company:
Minimum: If you can't meet the target value, what is the minimum acceptable value?
Maximum: If you can exceed the target value, what is the maximum acceptable value?
NOTE - It is possible to see the maximum option 02: If you reach the maximum, what is the second highest acceptable value?
Contributors: People who are co-responsible for the target achievement.
Update Form: Only change if your key result was imported from the company's key result base.
Score type: The qualitative type proposes the score on the evaluation scale based on the progress made towards the objective, however, the manager can choose the wanted score on the scale. In the quantitative type, the score in the evaluation rule is automated and cannot be changed by the manager.
Calculation method: Choose the goal calculation method among average, proportional measurement, absolute total, last filled in line, or manual.
Average - sums everything up and divides by 12.
Proportional average - divides by the number of check-ins performed.
Absolute total - sums up rows filled.
Last filled in row (last updates - value of the most recent check-in.
Manual - it considers the value reported as current, applicable only for annual periodicity.
Link to driver: Link the key result to a driver, in other words, a global objective of the company.
NOTE - For the action plan type, in the advanced options, only the following options will appear: contributors, update method, score type, calculation method, and link to driver.
Step 04
Once you have finished creating the objective and key results, click Finish.
Creating a Key Result in the Objective Detail
Step 01
Go to OKRs > OKRs.
Step 02
In the OKRs screen, select the wanted objective and click on its name.
Step 03
On the side screen, click the three top right dots and then click access the objective.
Step 04
On the objective’s detail screen, click on the three dots on the right side of the list of key results and then click on Add key result.
NOTE - The indicators are imported externally to the creation screen, as shown in the image below. To learn more about it, click here.
Step 05
In the creation screen, fill in the information as instructed in step 04 of the previous topic and then click save.
How to edit key results?
Step 01
Go to OKRs > OKRs.
Step 02
In the OKRs screen, filter by ‘KR Only Key Results’ or search by the name of the intended KR.
Step 03
Click on the name of the wanted key result.
Step 04
On the new side screen, click on the general tab.
In this tab, you can edit the following information:
1. Name, starting point, objectives and weights.
2. Description: You can edit the key result's description.
3. Responsible person: You can change the responsible person, as long as they have not yet been evaluated in the cycle related to the key result.
4. Co-responsible person: If you want, add co-responsible persons;
5. Frequency: Change the check-in periodicity.
6. Type of information: Define another numerical treatment.
7. Direction: Change the direction of your key result.
8. Unit of Measurement: Establish another unit of measurement.
9. Tags: If you want, add tags, in other words, hashtags to group your key result with others.
10. Link to driver: Link the key result to a driver hierarchy
11. Update Form: Change the update method to manual or automatic.
12. Score type: Change the score to quantitative or qualitative.
13. Maintenance KR: Specify if it is a maintenance key result, where the target is a value to be maintained. In this direction, the system will produce a horizontal straight graph that will move according to the measurements above or below the target. Example: moving from 10 and staying at 10.
At the time of creating the KR, as we discussed in the previous section, regardless of the type (greater better or lesser better), it is recommended to set the match value equal to the objective and then enable the maintenance KR option.
However, if you have created a greater better key result, for example moving from 5 to 10, and then decide to change it to maintenance KR. After enabling and updating the page, the platform will automatically change the starting value to the same as the objective.
NOTE - You can edit the status of the key result if the company has chosen the manual status. Otherwise, if the company has chosen the automatic status, it will not be possible and the field will be displayed as follows:
To learn more about manual and automatic status, click here.
To learn more about check-ins, click here.
Still on the side screen you can access the Timeline tab, which works as a communication channel for that key result. There you can see the latest measurements made, edits or comments on the progress of the work.
Using the Filter, you can separate measurements from Key Results, comments and logs, in other words, edits made from the KR. See below:
You can also edit the key result by accessing the details screen.
Step 01
Click on access the key result.
Step 02
In the details screen you can edit the following information:
a) Name and description of the key result;
b) Starting point, objective, minimum objective, objective, maximum objective, weight, unit values of the key result and the status if your company adopted okr manual status;
c) On the right you can access the panel for editing the characteristics of the key result: responsible person, co-responsible person, periodicity, tags, maintenance kr, type of information, direction, calculation method, update method, score type and link to a driver.
How to Disable Key Results?
Step 01
In the OKRs screen, click on the key result you want to disable.
Step 02
On the side screen, click on the three top right dots and then on the access key result.
Step 03
On the details screen, click on the arrow to open the side tab.
Step 04
In the side tab, scroll down to the bottom and disable the key result.
Step 05
Confirm your inactivation action and that’s it!
Next, you can search for your disabled KRs on the OKRs screen using the status filter.
And that’s it!!
If you have any questions, please contact us, we'll be glad to help!