Setting OKRs isn’t just about filling in a template at the start of the quarter — it’s about creating a repeatable process that drives alignment, focus, and measurable progress.
This guide walks you through a proven quarterly OKR planning workflow that companies use to keep teams on track and hitting ambitious goals.
Step 1 – Preparation (1–2 Weeks Before the Quarter Starts)
Objective: Gather insights and context so planning is data-driven and grounded in reality.
Before you start writing new OKRs, you need to know where you stand. That means:
- Reviewing last quarter’s OKRs: Which were met, which weren’t, and why?
- Looking at performance metrics: KPIs, financial reports, and customer feedback.
- Collecting input from teams: What worked, what stalled, and what’s changing?
- Revisiting strategic priorities: Are annual goals still relevant?
- Considering external factors: Market trends, competitive moves, and emerging opportunities.
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Step 2 – Draft Company-Level OKRs
Objective: Define 3–5 company-wide priorities for the quarter.
Leadership should come together to:
- Select top focus areas based on strategy and market realities.
- Draft Objectives (qualitative, inspiring, outcome-focused).
- Identify measurable Key Results.
- Check for ambition without overreach.
- Assign provisional owners for each Objective.
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Step 3 – Team Alignment Sessions
Objective: Cascade company OKRs into departmental and team-level OKRs.
Once leadership has drafted company OKRs:
- Share them with all managers.
- Host workshops so departments can set their own aligned OKRs.
- Identify cross-team dependencies early.
- Encourage collaboration between teams to avoid misalignment.
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Step 4 – Review & Refine
Objective: Iterate until every OKR is clear, measurable, and aligned.
- Department heads submit draft OKRs to leadership.
- Leadership reviews for clarity, alignment, and feasibility.
- Hold one-on-one check-ins with key owners to resolve conflicts or overlaps.
- Finalize OKR wording and metrics.
Step 5 – Approve & Publish
Objective: Make OKRs official and accessible.
- Secure leadership approval on all OKRs.
- Publish OKRs in your chosen tracking tool or shared document.
- Announce them company-wide via an all-hands meeting, Slack, or email.
- Confirm that all owners understand accountability expectations.
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Step 6 – Kick Off Execution
Objective: Start the quarter with clear direction and momentum.
- Link each OKR to relevant projects and initiatives.
- Set a cadence for weekly or bi-weekly progress check-ins.
- Define who reports on each Key Result and how.
- Address any questions in early team meetings.
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Step 7 – Optional Mid-Quarter Review
Objective: Catch problems early and adjust course.
- Review current progress against all Key Results.
- Identify blockers and decide on tactical changes.
- Reallocate resources if needed.
- Communicate updates openly to maintain trust.
Pro Tips for Quarterly OKR Planning Success
- Limit yourself to 3–5 Objectives at the company level. More than that and focus starts to slip.
- Avoid vague Key Results. Every KR should be a measurable outcome, not just an activity.
- Overcommunicate during the alignment phase — the cost of misalignment is huge.
- Treat OKRs as a living framework. Mid-quarter tweaks are fine if priorities shift.
The Bottom Line
Quarterly OKR planning works best when it’s structured, collaborative, and tied directly to measurable outcomes. By following this workflow, you’ll not only set stronger goals but also create a shared rhythm that keeps everyone aligned and focused.
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