As important as planning and executing your goals, ensuring your team has a way of closing out and reflecting on their OKRs helps to make sure everyone is up-to-date and in sync when it comes to whether they've met their objectives or not.
How to close and score your OKRs
You must close both Objectives and Key Results separately. To close out either, click the three dot menu next to the goal you want to close and click Close out:
From there, you'll bring up the goal scorecard. You'll be able to score your goal based on your ending metric. We use the standard 0.0 to 1.0 rating, where each point represents a percentage that was achieved (if you got to 90% of your goal, you'd rate it a 0.9).
Best practices for closing your OKRs
While just archiving the OKR is a simple way to start over, closing out your OKRs can be a milestone moment, and we believe in making it an event for your team. Having an end of the quarter meeting where each team member reflects on their OKRs, their successes, and the lessons they're learning is a great way of celebrating your team and giving them a chance to come together in the purpose of their work.
One way that we've seen successful customers achieve this is by having every team member go KR by KR, closing and scoring them individually in a team meeting before archiving the objective. Doing this as a group is important to give yourselves time to talk through what went well, what didn't go well, and what can go better next time.
This ceremonial action works as a visual way of working through your teams goals from top to bottom. When the key results have all been discussed and closed, archive the objective or reopen the key results and edit the OKR for the next quarter.
Best practices for scoring Key Results
Koan uses a 0.0 to 1.0 scale for scoring Key Results, with 1.0 meaning that the Key Result was fully completed. This is typically based on the final result for the metric on the KR, so if you were trying to get 100% of customers onboarded to a new feature, but only got 70% of them onboarded, you would score that Key Result a 0.7.
That doesn't necessarily mean that's the only way to score your KRs. You'll see additional text on the scores with a general meaning of how we at Koan see the scores (0.5 meaning significant progress was made, 0.7 meaning results were achieved, 1.0 meaning your team knocked it out of the park). We believe that KRs should be set just further than you think your team can hit, so anything over a 0.7 should be viewed as successful.
That said, as a team you should decide what the scale means for you. Are you measuring the progress you put into the KR, or the metric? Do you have committed goals where you can either hit them or miss them? If so, only use 0.0 and 1.0. Have those conversations as you set your goals to make sure everyone is on the same page with the expectations for the team.
Archiving your OKRs
Closed OKRs will stay visible to your team, but they will have the "Closed" tag and final score visible and members will no longer be prompted to update them in their Reflections. If you'd prefer to completely remove closed OKRs from view, you can archive them. To archive the OKR, click on the three dots menu at the top right:
From that menu, you can archive the objective and all of its downstream key results by selecting Archive Objective.
This removes the OKR from your active goals and lets your team start with a clean slate for the next quarter. Archiving the objectives, as opposed to deleting them, allows your team to revisit them later and to see all of the progress they've made over time. You can view all of your team's archived OKRs from the drop down in the menu bar by selecting Archived Goals.
Note: Although you can restore archived goals, we do suggest that you always pull a CSV of your OKRs for your records before archiving any goals. We suggest this because archiving goals does un-link them from parent goals.