Notion OKRs System: How to Set OKRs in Notion + Template
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“Not used for bonuses, used for collective commitment”
OKRs stand for “objectives and key results.” Invented by Andrew Grove in the 70s, OKRs was originally known as “management by objectives”. John Doerr later introduced the OKRs framework in Google (late 90s) and popularized it especially through his book Measure What Matters (Doerr, 2017). John Doerr was a recent guest on the Tim Ferris Show, where he delved into the science and practice of OKRs in depth. This essay explores the OKRs framework, its practical application, and data structure. In addition, you will find an OKRs Notion system (template) developed based on the key principles shared by Doerr in the podcast episode linked above. Finally, the OKRs Notion template also draws from my personal experience working as a Notion consultant and building OKRs systems for organizational use. The Notion template I offer at the end of this post can be used for organizations or individuals.
Setting OKRs is what Khe Hy would probably define as a “10K” activity. There is high leverage and high skill involved. High leverage because managing OKRs effectively can make a difference between success and failure. High skill because identifying the correct and most essential OKRs is not an easy task. It demands focus, knowing what matters, and discarding palatable but non-essential aspirations. Try to achieve too much, and you will fail due to excessive noise. Be too conservative with your objectives, and you will risk failing to unleash your potential. OKRs setting is a leadership activity. You can manage your team through KPIs (key performance indicators). KPIs are dictated by your objectives and key results.
There are clear temperamental differences between leaders and managers. Leaders set the standards. Managers ensure that the boat stirs in the right direction through conscientious and orderly action. Both functions are pivotal in an effective organization. Being able to be a leader and a manager at the same time is also very beneficial in your personal life. Sometimes, you need to employ your creative capabilities to improve your and society’s conditions. Other times, you need to manage, ensuring you are implementing the correct steps that will lead to the achievement of the higher vision. Thoughtful and committed OKR development is a long-term strategy that can have compound effects in the future.
There are five key levels to an effective OKRs system (depicted in the image)
The Organization and Departments
The first OKR level of resolution is the organization as a whole. As John Doerr suggests in his original Google presentation, corporate objectives are set annually. These are the north stars of OKRs. Organizational objectives and aspirational and vision-oriented. In your personal life, these are your vision for life. You can consciously define your life vision as a whole, in written form, to then break it down into the next steps.
Departments’ OKRs are set quarterly. The objectives of each department are more specific and practical than the organizational vision. Each department's objective is broken down into key results. Objectives have a timeframe indicated in quarters. Key results are sub-items that lead to the achievement of those objectives.
In your personal life, “departments” correspond to your most essential “buckets” (areas—e.g., family, health and fitness, career development, community, spirituality, etc.). Your objectives have the ultimate aim of achieving your life vision (set above), and they relate to each bucket. Your key results are the smaller, more immediate milestones needed to achieve each objective. Every objective relates to multiple key results. Key results can be achieved, one step at a time, by acting on keystone habits and tasks.
Objectives
“Objectives are the WHAT I want to accomplish”
Objectives are “Significant, Concrete, Action-Oriented, inspirational” (Doerr, 1999). Each department/area has at least one objective each quarter. There is value in being specific when writing down objectives, although it requires more cognitive effort and prioritization. When you are specific in setting your pursuits, you also need to deal with your fear of becoming conscious of failure. If you are specific in your aims, you also define what failure would look like. The mere anticipation of that can fuel fear and negative sensations. The avoidance of specificity may be worse than the fear of becoming conscious of your own shortcomings. You can pick your poison—so to speak. There is a middle-ground, I would argue: you can be specific but completely let go of the fear of becoming conscious of failure. Why not? You can set your own standards if you want to. There is immense value in the Buddhist concept of “Wu-Wei”.
There are 3 types of Objectives, as John Doerr’s pitch deck outlines:
Committed → “Committed goals are the OKRs that we agree need to be achieved.”
Aspirational → “Aspirational goals are the OKRs that push us to do the audacious.”
Learning → “Learning goals are OKRs that encourage us to explore or experiment.”
Key Results
“Key Results are the HOW I will accomplish it”
Key results are “specific & time-bound, aggressive yet realistic, measurable and verifiable” (Doerr, 1999). Key results are the crucial milestones that will propel you and your team forward to the achievement of the higher objective and ultimate vision. Key results are more specific than objectives. They also have a shorter timeframe. Each objective is linked to multiple key results (as many as necessary).
There are 3 types of key results (Doerr, 1999):
Inputs → “Inputs are the things you control.”
Outputs → “Outputs are the result of the things you do.”
Outcomes → “Outcomes are what has changed.”
The OKRs framework also includes a reflection component. That is a very important part of OKRs. Reflection is prompted by some thought-provoking questions to help understand what went well, what went as planned, and what could go better. The Notion template provided with this essay includes a reflection component too.
OKRs: Advantages and Drawbacks
Advantages
Breaking down goals into their smallest component
The scientific knowledge is quite clear about this: the more specific you are when setting goals, the more likely you are to achieve them. One of the paramount advantages of OKRs is their specific and measurable characteristic. This aspect makes it more likely for teams and individuals to achieve their objectives.
Defining a clear roadmap to achieve the big goal
OKRs “align” the whole organization on specific targets. They become a social contract every team member is committed to. But for the alignment to happen, there needs to be remarkably open, transparent, focused communication across everyone in the team.
Keeping track of objectives and adjusting accordingly
OKRs can also be motivating. Not from a financial perspective—although that must be considered too—but because OKRs give a clear direction, and that’s powerful. Fogginess can be one of the main deterrents to your organization/your personal growth. When you are aware of where you are going, you can draw meaning and purpose from your daily activities. The tracking aspect of OKRs makes it possible to pivot and adjust your course of action if needed.
Drawbacks
OKRs may feel too structured and hierarchical of an approach, especially for agile teams
Agile teams enjoy being horizontally structured and fast. Stepping down and setting objectives and key results for the entire organization may feel daunting, unnecessary, and outright difficult due to the culture instilled in every individual. In addition, the hierarchical way of structuring OKRs may feel forced and unnatural. Upon further investigation, agile organizations may understand that OKRs are a long-term strategy that can bring immense results. Without clear objectives, what should you focus on?
It needs a complete alignment from every team member
OKRs is an organization-wide framework. Everyone is involved in it. Everyone has a place in the achievement of key results and objectives. As a consequence, open and transparent communication among everyone in the organization is crucial. This may be a challenging endeavor for big institutions, where words and meaning may get lost in translation.
It needs a clear, user-friendly system to plan, manage, implement, and track OKRs
OKRs sound great on paper. However, a proper system makes the difference when it comes to planning, implementing, and tracking OKRs. Finding a solid and comprehensive OKR system that is scalable and adapts to your specific organizational/life structure is difficult. With the Notion template below, I attempt to solve this point, crafting one of the most comprehensive and scalable OKRs systems for teams and individuals.
