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How To Run An Okr Review Meeting

An OKR review meeting should be run by setting clear objectives, analyzing key results, discussing challenges and successes, coming up with action plans for improvement, and ensuring alignment among team members.

An OKR (Objectives and Key Results) review meeting is a strategic gathering where team members or employees discuss and assess the progress towards achieving their set objectives and key results. This meeting serves as an avenue for reflection on performance, identification of challenges, and developmental opportunities. OKR review meetings are critical for maintaining alignment, driving engagement, ensuring accountability, and keeping everyone focused on common goals. Additionally, they facilitate the definition of strategies for future action to enhance productivity and performance.

What is the purpose of a Okr Review Meeting?

The purpose of running an OKR review meeting as a leader is to assess progress, provide feedback, and ensure alignment towards shared goals. It serves as a platform to discuss achievements, challenges, and identify areas for improvement. This meeting helps foster accountability, transparency, and collaboration among team members, ultimately driving performance and success.

How To Run An Okr Review Meeting: Step-By-Step


Step 1: Setting the Agenda,

Map out the meeting agenda which includes discussing progress towards set targets, identifying challenges encountered, and thinking of potential improvements. Ensure this agenda is disseminated to all attendees in advance to enable adequate preparation prior to the meeting.

Our app, ZipDo, revolutionizes meeting preparation by importing calendar appointments into a collaborative platform. This platform supports the development of a shared agenda, accessible for contributions by all team members. Such collaboration results in well-prepared meetings, improving efficiency and simplifying the overall meeting process.

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Step 2: Preparation,

It’s crucial for all participants to adequately prepare for the OKR review meeting. This involves closely examining the OKRs under discussion, reflecting on the progress made, formulating own viewpoints, and compiling requisite data or reports. Such thorough preparation is fundamental to ensure an effective and result-oriented meeting.

Our application, ZipDo, simplifies the process of preparing for team meetings. Meeting leads can quickly retrieve all relevant information from past sessions, including agendas and notes, stored in one place. This facilitates a smoother preparation process and guarantees no key points are missed.

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Step 3: Progress Review,

During this critical segment of our meeting, we will rigorously evaluate the advancement made towards each predetermined key result and objective. This involves a data-driven approach, emphasizing tangible facts and verifiable metrics, rather than subjective opinions or unbacked intuitions.


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Step 4: Challenges Discussion,

In this critical phase, team members discuss constructively any hitches or hurdles experienced during the execution of objectives. This requires an honest, non-judgemental exchange, concentrating predominantly on brainstorming usable strategies for overcoming these issues, rather than aimlessly blaming others. The ultimate goal is progressive problem-solving, not finger-pointing.

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Step 5: Feedback,

Participants are actively urged to give feedback about the established OKRs as well as the strategies implemented to achieve them. This input is crucial as it provides valuable insights for identifying gaps, refining goals, and optimizing processes, thereby significantly enhancing the planning for the subsequent period.

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Step 6: Plan Forward,

During the meetings, insights are gathered, forming the basis for team collaboration in planning the way forward. This could entail setting new Objectives and Key Results (OKRs), fine-tuning existing ones or completely overhauling the methodology of attaining them. The goal is a tailored, realistic and effective strategy to reach defined targets.

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Step 7: Summary and Next Steps,

Summarizing critical discussion points, decisions, and subsequent actions post-meeting guarantees thorough understanding among all participants. It underscores agreed terms and establishes clearly delineated tasks moving forward. This is an indispensable element of effective meeting management, fostering accountability and efficiency in action.

ZipDo, developed by our team, offers an efficient solution for managing meeting minutes. The app imports meetings directly from your calendar, assigning them to a designated channel. This channel allows for easy team member invitation and access. Sharing minutes in the workspace ensures all channel members are promptly updated.

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Step 8: Documentation,

Ensure comprehensive documentation of the meeting, encapsulating progress, challenges, feedback, action plans, a cohesive summary, and future steps. This record is invaluable for reference in future meetings. It fosters accountability and transparency around the Objectives and Key Results (OKRs), driving trust and encouraging fruitful discussions. It also nurtures a systematic approach to achieving your OKRs, for future reference and continuity.

Questions to ask as the leader of the meeting

1. Are we on track to achieve the key objectives? – This question helps assess the progress towards the objectives and identifies whether any adjustments or interventions are needed to stay on track.

2. What obstacles or challenges are hindering our progress? – This question allows leaders to identify and address any barriers that may be impeding the achievement of objectives and take action to remove them.

3. What actions have been taken towards achieving the key results? – This question helps leaders understand the level of commitment and effort put forth towards achieving the desired outcomes.

4. Are the key results still relevant and aligned with the overall objectives? – This question ensures that the key results remain valuable and directly support the intended goals, providing an opportunity to modify or realign them if necessary.

5. What lessons have been learned so far, and how can we apply them going forward? – This question encourages reflection, learning, and improvement based on experiences and results achieved, enabling better decision-making and progress in the future.

6. Are the resources allocated sufficient to achieve the key results? – This question evaluates whether the resources allocated (such as budget, personnel, technology) are adequate to support the achievement of key results, allowing leaders to make necessary adjustments if necessary.

7. How can we further motivate and engage the team to enhance performance? – This question focuses on employee motivation and engagement, exploring strategies to enhance team performance and ensure alignment with the OKRs.

8. What additional support or help is required from leadership or other stakeholders? – This question recognizes the need for support from leadership or stakeholders and encourages collaboration and assistance to overcome any challenges or bottlenecks.

9. What is the overall progress and impact of the OKRs on the organization’s strategic goals? – This question assesses the broader impact of the OKRs and their alignment with the organization’s strategic goals, helping leaders evaluate whether they are effectively driving the desired outcomes.

As a leader, preparing an OKR review meeting agenda requires careful consideration. Start by outlining the objectives and key results. Next, identify the progress made towards each objective and key result, highlighting successes and challenges. Allocate time for discussing updates, analyzing data, and identifying necessary actions. Finally, allow time for open discussion and feedback from team members to foster collaboration and alignment.

How To Prepare For A Okr Review Meeting
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During an OKR review meeting, it is essential to discuss progress towards the set objectives, key results achieved, and any challenges encountered. The team should also focus on identifying potential solutions to the challenges and recalibrating the OKRs if necessary. Additionally, the meeting can serve as a platform to celebrate successes, share best practices, and align strategies for the upcoming cycle.

See Our Okr Review Meeting Template
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Software tools to facilitate a Okr Review Meeting

Software for OKR review meetings helps leaders efficiently track progress, identify obstacles, and make data-driven decisions. With real-time updates, automatic reminders, and interactive dashboards, leaders can easily monitor key metrics, analyze trends, and foster collaboration among team members. This software streamlines the review process, ensuring meetings are productive, objectives are aligned, and strategic goals are achieved.

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Successfully executing an OKR review meeting signifies a crucial element in offering clear direction and establishing alignment within a team. Ensuring your meeting is run effectively and efficiently, with everyone participating actively, can greatly improve your team’s understanding of business goals and enhance overall performance. This blog post has elucidated methods to prepare, conduct, and follow up on an OKR review meeting. By implementing these strategies, you create an environment in which objectives and key results are transparent, measurable, and focused on driving progress. Remember, OKR review meetings are not about pointing fingers at underperformance but rather about identifying opportunities for improvement and celebrating success. With regular practice and refinement, your team will master the art of successfully running OKR review meetings, fostering a culture of continuous learning and improvement.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is an OKR Review Meeting?

An OKR (Objectives and Key Results) Review Meeting is a regular session where team members, managers, or entire organizations discuss progress towards their objectives. Key results are evaluated to determine if the objectives set are being met and what needs to be changed or improved.

How often should OKR review meetings be held?

The frequency of OKR review meetings typically depends on the organization’s culture, but it’s common to hold them on a quarterly basis. However, some teams may choose to review OKRs more frequently, such as monthly or even weekly, particularly if they are working on short-term projects.

Who should attend an OKR review meeting?

Typically, the people directly involved in achieving the objectives should attend an OKR review meeting. This could include the project team, project or team leader, managers, and even C-level executives depending on the scale and impact of the objectives.

What should be discussed during an OKR review meeting?

During an OKR review meeting, discussions will likely revolve around the progress towards key results, any challenges experienced, learnings and insights gained, and necessary adjustments to strategy or targets. You may also discuss setting new OKRs for the next period.

How can one prepare for a successful OKR review meeting?

Preparing for a successful OKR review meeting involves gathering all relevant data on key results progress, considering potential strategies for improvement, and being ready to discuss challenges and possible solutions. It can be helpful to distribute this information to participants ahead of time so they can come prepared with thoughts and ideas.

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