A Guide to Help You Achieve More with Weekly OKR Check-ins

weekly OKR

Many teams feel lost with weekly OKR tracking. They have concerns like: “How often should we meet?” “What do we discuss?” and, more importantly, “How do we use these check-ins to truly improve performance?”

The key lies in focused and regular check-ins combined with open and honest conversations about performance. With this approach, you can unlock the true potential of your team.

In this blog, you’ll discover proven strategies and steps to conduct effective weekly OKR check-ins, an agenda for these meetings, and a case study of how Adobe reduced employee turnover.

weekly OKR

What is weekly OKR check-in?

Weekly OKR check-in is the regular review of OKRs to understand progress, identify challenges, and adjust strategies toward achieving business goals.

It involves brief, focused check-ins with the team to stay on track, promote accountability, and celebrate successes. It’s like checking in on your fitness tracker every week – it keeps you accountable and helps you adapt your approach for better results.

How do you put this into practice?

Schedule regular, short check-ins with your team (ideally 30-45 minutes) to review your OKRs. Is a Key Result lagging? Adjust your tactics and delegate tasks to get back on track.

This constant communication and course correction ensures your team is always moving in the right direction, week by week.

Why should we spend time on weekly OKR check-ins?

By regularly checking in on progress each week, you can quickly identify any areas that may need attention or adjustments, allowing you to stay focused and make timely decisions. See the benefits of having weekly OKR meetings in detail.

1. A structured way to track progress

Weekly OKR check-ins are like taking a quick peek at your roadmap. You see where you are, how far you’ve come, and if you need to adjust your course. This keeps you moving in the right direction and prevents last-minute surprises.

2. Facilitates effective communication

Check-ins provide a platform for open communication, ensuring everyone is aligned with the goals and understands their role in achieving them.

3. Timely guidance and assistance to the team

Hitting a roadblock? Check-ins allow you to identify challenges early on before they snowball into bigger issues. You can then get timely guidance and assistance from your team or manager, keeping you on track and preventing delays.

4. Safe space to discuss challenges

Sometimes, things don’t go as planned. Check-ins create a safe space to discuss roadblocks without fear of judgment. This open communication fosters collaboration and problem-solving, ultimately leading to better results.

5. Accountability matters

Let’s face it, we all work better when we know we’re accountable. Check-ins hold everyone responsible for their progress, keeping them motivated and focused on achieving their goals.

6. Business goals in focus 

Remember that big-picture? Check-ins help you reconnect with those goals, ensuring your team’s efforts are aligned and contributing to the overall success of the business.

7. Celebrate victories

Reaching milestones deserves recognition! Weekly OKR check-ins provide the perfect platform to acknowledge individual and team achievements, boosting morale and motivation.

What should be an ideal agenda for a weekly OKR check-in?

By following these pointers and tailoring them to your specific context, you can create weekly OKR check-ins that become valuable tools for driving progress and achieving your goals as a team!

1. Who

  • Participants: Ideally, the entire team working towards the OKRs should attend. This includes individual contributors, managers, and anyone directly involved in achieving the goals.
  • Facilitator: It’s helpful to designate a facilitator to keep the meeting focused, track time, and encourage participation. This role can rotate among team members or be assigned to a manager.

2. When

  • Frequency: Weekly OKR meetings allow for regular progress monitoring without feeling overwhelming. You can adjust based on your needs, but avoid longer intervals as challenges might snowball.
  • Time: Choose a consistent time that works for everyone on the team. Early afternoon usually works well, avoiding mornings when people are ramping up and late afternoons when energy levels dip.

3. How Long

Duration: Aim for 30-45 minutes. This allows for focused discussion without dragging on. If your team is larger or has complex goals, consider extending it to an hour.

4. How

  • Format: Keep it dynamic and engaging. Avoid a lecture-style meeting and encourage active participation through open discussions, brainstorming, and quick updates.
  • Tools: Utilize tools like OKR software, shared dashboards, online collaboration platforms, or even simple sticky notes to track progress and facilitate discussion visually.

5. Remember

  • Be flexible: Adapt the format and duration based on your team’s needs and the complexity of your OKRs.
  • Focus on action: Don’t just discuss progress. Identify and assign clear action items for the next week.
  • Celebrate wins: Recognizing achievements, big or small, keeps everyone motivated and engaged.

How do we track OKRs with weekly check-ins? (Steps)

We have considered the marketing team of a B2B SaaS company to describe an ideal weekly OKR check-in process.

This check-in is divided into three main stages with respective steps for easy understanding and to follow the OKR best practices.

Pre-meeting preparation (15 minutes)

Step 1: Update your progress on OKRs

Spend a few minutes reviewing your work, updating OKRs, and encouraging your team to do the same. This ensures everyone arrives with a fresh understanding of goals and progress, like having a clear map.

Step 2: Gather your team

Take 5 minutes to gather your team beforehand. This promotes a sense of shared responsibility and reminds everyone they’re on the same journey, like warming up before a game.

Step 3: Urge teams to have their agenda ready

Encourage your team to prepare their agenda (another 5 minutes). This avoids wasted time figuring out what to discuss and keeps everyone focused on actionable points, like streamlining your travel itinerary.

Step 4: Prepare the stage

Choose a platform (video call, shared screen, or OKR software) and set a realistic time limit (30-45 minutes) beforehand. This creates a structured environment and prevents unnecessary delays, like setting ground rules for a smooth trip.

Bonus tip: Emphasize the benefits of pre-meeting prep. Share how it saves time, enables smooth collaboration, and ensures everyone is on the same page.

During the check-in (30-45 minutes)

Step 1: Welcome & set expectations (5 minutes)

Start by welcoming everyone and reminding ourselves of our goals – like checking the map and itinerary before hitting the road.

Step 2: Individual updates (15-20 minutes)

Imagine each team member sharing their progress. How much progress has been made towards this Key Result? Use data and metrics.

Identify any roadblocks or obstacles encountered – all to learn and adjust as needed.

Step 3: Further discussions (10-15 minutes)

Dive into OKR reporting and specific KRs needing more attention. Discuss the low confidence levels. Discuss roadblocks and brainstorm solutions.

Step 4: Celebrations & Recognition (5 minutes)

Recognize individual and team achievements, no matter how small. It’s about boosting morale and keeping everyone motivated!

Step 5: Create action items and notes (5 minutes)

Assign clear action items with owners and deadlines, and summarize key points to ensure everyone’s on the same page.

Step 6: Next steps & adjustments (5 minutes)

Based on the discussion, revise action items, update deadlines, or adjust OKRs if needed. Ensure everyone understands their role and next steps. Transparency and clear next steps are key!

Bonus tip: Always encourage open discussion and share honest, constructive feedback.

Post-meeting follow-up (10-15 minutes)

Step 1: Celebrate & reflect (2-3 minutes)

Take a moment to acknowledge your progress and discuss learnings from the check-in.

Step 2: Support & resources (2-3 minutes)

Discuss any support needed from teammates, managers, or other stakeholders.

Step 3: Decision points (2-3 minutes)

Identify any decisions required to move forward and assign responsibility for making them.

Step 4: Feedback on the check-in (2-3 minutes)

Ask for suggestions on improving future check-ins and the overall OKR methodology.

Overall bonus tip: OKR software usually has a weekly check-in feature. The team can visualize progress reports, record check-in notes, assign action items, give feedback, and more.

Can you give us some tips to conduct fruitful weekly OKR check-ins?

These practices will help you have focused weekly OKR meetings and allow your team to speak freely about their challenges.

1. Communicate the value of check-ins

Don’t just tell your team. Show them how these check-ins benefit them. Highlight how they’ll clarify goals, track progress, and promote collaboration toward successful business outcomes. 

Think of it like a weekly roadmap update, ensuring everyone’s on the right track and motivated to reach the destination.

2. Motivate and engage the team

True engagement comes when you engage the team in goal-setting and allow them to define their goals. This makes them feel a sense of ownership of their work and understand that their goals directly contribute toward the business.

3. Don’t overwhelm team members

Focus on key metrics and progress indicators. Imagine it like a quick dashboard check, highlighting the essential information without getting bogged down in details.

4. Make improvements with time

Encourage feedback after each check-in and adapt the format to your team’s needs. Think of it as tweaking your travel itinerary based on feedback, ensuring the journey is smooth and enjoyable.

5. Avoid micromanagement

Trust your team and focus on providing support, not hovering over them. Imagine it like giving them the autonomy to navigate their route while being there to offer guidance when needed.

6. Create a safe space to discuss challenges

Create an environment where everyone feels comfortable discussing challenges and roadblocks without fear of judgment. This allows for open communication and collaborative problem-solving, ultimately leading to better solutions.

7. Offer support to each other

Encourage team members to support each other. Share best practices, offer help when needed, and celebrate successes together.

Think of it like traveling in a group, where everyone contributes their expertise and enjoys the journey together.

8. Monitor organizational alignment

Regularly monitor how your OKRs align with organizational goals. This ensures everyone’s efforts contribute to the overall success of the company.

Remember: It’s about creating a structured, engaging, and supportive environment where everyone feels valued and empowered to contribute towards your shared goals. Consider these as your guiding principles for fruitful weekly OKR check-ins!

Case study – Using weekly OKR check-ins to reduce attrition

This case study is about Adobe adopting regular OKR check-ins. It is a good success story to share with your team if you are adopting OKRs for the first time. We took this story from whatmatters.com

In 2012, Adobe, a well-known software company, made a big change to how they manage performance. They introduced a new system called “Check-in,” which replaced the old way of doing annual reviews. 

They started having regular feedback sessions focused on setting goals and helping employees advance in their careers. This transformation was led by executive Donna Morris and was done to make sure Adobe’s values were being followed and to get employees more involved.

Challenges and goals of Adobe

Six years ago, Adobe faced challenges with outdated yearly performance evaluations, which led to decreased morale and a high employee turnover rate.

To ensure their HR practices reflected their four core values:  genuine, exceptional, innovative, and involved, the company implemented a continuous performance management system known as “Check-in.”

How did Adobe work to improve its performance management?

The check-in process includes three key areas: quarterly OKRs, feedback sessions, and career development. Managers led the process when it started, while employees were urged to engage in performance discussions.

The initiative began with web training sessions lasting 30 to 60 minutes. It was first introduced to senior leaders, then to managers, and finally to employees. (An impressive 90 percent of employees took part.)

The leaders demonstrated the Check-in process by being open to receiving feedback and welcoming questions about their vision. In the new system, team members receive detailed performance feedback every six weeks, but the ongoing feedback process occurs weekly.

The feedback in the Check-in process is typically given from manager to employee, but it can also be reversed from employee to manager.

The check-in process has three main requirements. The first is having support from executives.

The second is understanding company objectives and how they relate to individual priorities, outlined using OKRs.

The third requirement is training to help managers and leaders become more effective.

Since the 2012 Check-in was introduced, Adobe has seen a significant decrease in voluntary attrition. By introducing continuous performance management with CFRs and weekly OKR check-ins, Adobe has revitalized its entire business.

Conclusion

Weekly OKR tracking or check-ins are not just about monitoring progress but about promoting a culture of continuous improvement. You empower your team to achieve their full potential by openly discussing challenges and adapting strategies.

These check-ins are valuable for boosting accountability and keeping everyone motivated. Seeing progress firsthand and receiving timely support goes a long way in keeping everyone engaged and on the path to success.

Now, if you want to start with your OKR tracking or take it to the next level, you might want to consider the help of an OKR consultant. And for more tips on OKR implementation, explore more articles here.

Frequently asked questions

1. How often should we really be checking in on our OKRs?

Weekly check-ins are ideal for maintaining alignment and progress tracking.

2. Can OKRs be tracked monthly?

While monthly tracking is an option, weekly check-ins offer timely feedback and flexibility for course corrections, ensuring better alignment and progress toward goals.

3. What is the role of OKR champions in the weekly check-ins?

OKR champions facilitate weekly check-ins by ensuring alignment, resolving obstacles, and keeping teams focused on achieving their objectives and key results.

4. Is the “OKR Meeting” different from the OKR Check-ins?

Yes, the OKR meeting is a broader term and can involve strategic planning and setting OKRs, while OKR check-ins focus mainly on reviewing progress and addressing any issues on a regular basis.

5. What if I’m behind on a Key Result? Will I get in trouble?

Falling behind on a Key Result is an opportunity for discussion and problem-solving to help realign efforts and achieve the desired outcome rather than focusing on blame or punishment.

6. Do I need to prepare a lot for each OKR check-in?

While some preparation is beneficial, the focus should be on sharing updates, identifying challenges, and collaborating on solutions during the check-in rather than extensive preparation.

7. How do we keep these check-ins engaging and avoid them becoming boring?

Encourage active participation, incorporate visual aids or progress trackers, and keep discussions focused on problem-solving and progress to maintain engagement during check-ins.

8. What if I disagree with an Objective or Key Result?

Express your concerns constructively, offer alternative suggestions, and collaborate with the team to ensure alignment and effectiveness of the Objective or Key Result.

9. How do we ensure everyone participates actively in the check-ins?

Encourage open dialogue, set clear expectations for participation, and recognize contributions to nurture active engagement during check-ins.

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Gaurav Sabharwal

CEO of JOP

Gaurav is the CEO of JOP (Joy of Performing), an OKR and high-performance enabling platform. With almost two decades of experience in building businesses, he knows what it takes to enable high performance within a team and engage them in the business. He supports organizations globally by becoming their growth partner and helping them build high-performing teams by tackling issues like lack of focus, unclear goals, unaligned teams, lack of funding, no continuous improvement framework, etc. He is a Certified OKR Coach and loves to share helpful resources and address common organizational challenges to help drive team performance. Read More

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