There are a number of scheduled OKR meetings that you will want to ensure happen as part of any OKR implementation. This is because the discussion around how OKRs are tracking and how projects, sprints and to-dos are doing that are delivering progress are the cornerstone of goal achievement. Or put another way, when you’re not talking about OKRs and what is being done to achieve them there is a much bigger chance of sub-optimal performance.
Such is the importance of these OKR meetings, ZOKRI developed specific meeting features in our OKR tool that ensure these discussions happen and can be seen to be happening without any meeting preparation overhead like creating slide decks.
Having a strategy and having goals in an OKR format by themselves does not deliver results. They are the framework or vehicle for change, but they are not the fuel. The fuel is aligned, focused and energised productivity.
What keeps the fuel topped up are regular well structured conversations. These conversations are where our human superpowers of debate, problem solving, consensus building and agreement can be used.
If you can establish these five meetings in your diaries and commit to attending them there is a very good chance that you will unlock your company and team’s potential. What’s more, you will probably find that you need fewer meetings in the middle of these, saving you lots of time.
If OKRs are how you propose to set your desirable outcomes for the quarter it’s your weekly priorities that are going to achieve those outcomes.
Employees and teams can feel overloaded if work is not visible and priorities are not set. Using agile best practices like agreeing to weekly priorities and using priority labels like P1, P2 and P3 help provide clarity on which to-dos matter most and least.
With ZOKRI teams can share and discuss their weekly priorities in a meeting using the Priorities agenda item. Some teams are good and have them already in ZOKRI before the meeting, others work through and add them in the meeting.
Of course other agenda items like sharing last week’s win and problems can also be added as agenda items and captured in the software using the Wins feature and meeting notes.
OKRs are often briefly discussed weekly and have a deeper discussion monthly. Here you are discussing progress, confidence, what’s holding you back and plans to achieve OKRs. You should also discuss relevant KPIs at the same time as these are likely to support OKR achievement and create a general awareness of metrics that matter in your teams.
Again, ZOKRI makes it easy to run an OKR review via the meeting management features, capturing discussion points, notes, actions and even decisions made.
At the end of a quarter you always want to discuss and capture the reflections and learnings from working towards an OKR.
You also want to retrospectively grade your OKR. 54% progress to some might look like a failure. With a retrospective and ZOKRI you can not only provide the narrative, you can explain why 54% might be a huge success.
Learnings in the format of: Keep, Start and Stop doing are another great point of reflection for OKR that you will probably want to systemise.
ZOKRI has an agenda item for OKR retrospectives that makes the scheduling and running of a Retrospective easy.
If you’ve done your OKR retrospective then some OKR may be rolled over and other new OKRs may be proposed. These OKRs can be reviewed, discussed and committed to in ZOKRI.
How do you prepare for an OKR planning meeting? Questions to consider are:
When it comes to then debating these in and across teams be prepared to discuss each with perspectives on:
Don’t commit to too many OKRs as that will dilute focus and don’t forget you can maintain an OKR backlog. These are OKRs that you decided were important during your planning meeting but were not the top priority. If the priority OKRs get completed you can start backlog OKRs.
If you’re a leader of a company you need to lead by example and not only share your OKRs but share the progress of your OKRs with your teams. Your transparency will inspire others to do the same. Needless to say, ZOKRI OKR software makes the sharing of these easy without the need to make slides.
As you can see, during a typical OKR cycle there are a number of scheduled and prepared for OKR meetings that you should consider making must-attend meetings.
Meeting and discussing OKRs in groups is an essential practice as the more complete information and idea sharing is, the better collaboration and decision making becomes. You want to ensure everyone has a voice, hears and is heard.
This is why OKR meetings are more typically in teams but sometimes OKRs also form part of manager one-one-ones as well.
OKR meeting agendas often have similar elements. The common OKR meeting agenda items we see and support in ZOKRI are:
With ZOKRI everything from the meeting invites to post meeting notes and action sharing is taken care of. There is no need to create Slides or documents. Everything you need to run a great OKR meeting is on screen and designed to work as well on a TV screen as a laptop.
The agenda and cadence of meetings is entirely up to you. What matters the most is you know they are happening in teams and across the company.
We have found that diaries are often full of frequent planned and adhoc ‘catch-up’ and ‘alignment’ meetings. The combination of being able to access OKR check-in updates on-demand in ZOKRI and well planned schedule OKR meetings means that instead of having more meetings, teams have fewer meetings and more execution time. Teams can work in a more aligned and autonomous way with the need to constantly synchronise.
When OKR meeting agendas and meeting information are systemized there you do not waste time copying and pasting information from one document to another, formatting and sharing. It’s all done for you in ZOKRI. This is another reason why these OKR meetings are more likely to happen.
A practical guide for C-Levels to optimize strategy, OKRs, people and company culture to create a step-change in performance.