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A successful program is measured by positive outcomes that lead to business outcomes, and many organizations tend to use KPIs to assess Project Management Office (PMO) performance. They may follow the project management process but ignore verifying the business outcome of their efforts. Gartner says that "PMO leaders not only need metrics and metrics to accurately report their organization's activities, they also need to 'sell' the usefulness and value of the PMO to the organization."
Tracking PMO performance is not as easy as tracking project delivery within estimated budget. Much more depends on whether project delivery was successful and whether the PMO is operating as efficiently as it should. Only by evaluating PMO performance can a company begin to establish best practices, learning from mistakes and changing perspectives when there is room for improvement.
Many companies often fail to align project management with business outcomes. So how can project management offices ensure they achieve the goals that are so critical to the organization's success?
DISTRICT, or Objectives and Key Results, is a powerful goal-setting tool that organizations of all sizes and industries use to prioritize, align goals, and achieve success in their organization. Undoubtedly, a project management team can use this framework to focus their efforts on what is really important to the success and development of their business and help ensure that all requirements are met with focus and alignment.
In this article, we will share with you 10 great OKR examples that would be useful for your project management team.
#1:Project plan KPIs
Your team might be working on a project plan 24 hours a day, but how effectively are they measuring results? Encourage your team to focus on the target and corresponding key results with KPIs that can focus on on-time completion percentage, resource containment, and a range of schedule adjustments.
Manage the project schedule effectively
Increase on-time completion percentage from 85% to 95%
Q4-2021 On-time completion percentage
85% 95% 91%
Reduced resource contention from 40% to 20%
Q4-2021 resource conflict
40% 20% 32%
Reduce the number of schedule adjustments from 5 to 2
Q4-2021 Number of schedule adjustments
5 2 4
Managing the project budget is an essential aspect of evaluating PMO performance. So, help your team manage the budget by controlling project costs with the approved budget to achieve the desired project goals.
Improve project budget management
Keep the project budget range between $1,000 and $3,000
Q4-2021 budget variance
$ 0 $ 4.000 2033,76 $
Reduce the number of budget iterations from 7 to 4
Q4-2021 budget iteration
7 4 6
Maintain a cost/performance ratio of at least 30%
Q4-2021 cost performance index
0% 45% 12%
#3:KPI for project quality
Try to implement the habit of improving project quality in your teams, helping them to focus on the process and activity that will increase their performance against the quality guidelines, goals and responsibilities of the project being executed.
Increase the quality of PMO performance
Improve Net Promoter Score from 3.5 to 4.0
3.5 4 3,85
Increase the number of projects delivered from 5 to 7
Q4-2021 # of projects delivered
5 7 6
Increase the percentage of projects reporting monthly earned value from 75% to 85%
Q4-2021 % of reported projects
75% 85% 78%
#4:Project Effectiveness KPI
Project effectiveness is based on achieving the goal by doing the right thing during the desired time period. That is, efficiency does not focus on short-term quality management, but the word effectiveness means focusing on long-term quality with the desired objective and key result.
Improve project effectiveness.
Comply with the training/research schedule between 10:00 am and 3:00 pm.
Q4-2021 hours of training/research
0 hour(s) 18 hours) 12 hours)
Reduce the number of unplanned change requests from 5 to 0
Q4-2021 Unplanned change requests
5 0 3
Keep billable usage hours between 40 and 20 hours
Q4-2021 billable usage hours
40 hours 20 hours) 35 hour(s)
#5:KPIs for project task management
Make sure your team develops the ability to oversee the process of project assignments at every stage. KPIs suggested here, such as baseline schedule, milestones achieved on time, project tasks on a CPM critical path, will help your team actively make decisions and adapt to ever-changing issues and real-time progress.
Improve execution of project task management
Reduce the time required for the referral program from 128 hours to 80 hours
Q4-2021 reference calendar
128 hour(s) 80 hour(s) 99 hour(s)
Increase the number of milestones achieved on time from 50% to 80%
Q4-2021 Milestones achieved on time
50% 80% 62%
Reduce the proportion of project tasks on the CPM critical path from 40% to 20%
Q4-2021 Project tasks on the CPM critical path
40% 20% 34%
#6:KPI design issues
In the moments when you encounter problems in the execution of the project, you must be ready to solve them promptly. Just identifying issues that are impacting project progress on time can save you 60% of your time, and a quick resolution, once identified, accelerates project performance.
Solve project issues in time.
Reduce the number of unresolved issues from 30 to 10
Q4-2021 unresolved problems
30 10 17
Reduce number of issues per resource from 20 to 0
Q4-2021 Problems by resource
20 0 11
Reduce the number of customer issues from 10 to 0
Q4-2021 customer problems
10 0 8
When working on a project, your team may encounter uncertain events or unexpected conditions. If you foresee this in advance, you can be ready with solutions. KPIs that identify risks and catastrophic events can help you spot issues immediately and resolve them seamlessly.
Improve the project risk management process
Reduce the number of catastrophic risks from 30% to 5%
Q4-2021 Number of risks with catastrophic consequences
30% 5% 14%
Increased the number of assessed project risks from 60% to 100%
Q4-2021 Number of verified project risks
60% 100% 79%
Increased the number of completed project risks from 70% to 100%
Q4-2021 Completed project risks
70% 100% 80%
Your team can focus on achieving the level of progress to achieve the target, so planning and tracking the project status from start to finish will help your team achieve the corresponding target and key deliverables on time. The KPIs suggested below can effectively drive your goal.
Increase the integrity of your project
Increase the number of projects in green (on time) between 8 and 10
Q4-2021 Projects in green (on schedule)
0 11 9
Reduce the number of abandoned projects from 10 to 4
Q4-2021 canceled projects
10 4 7
Reduce number of paused projects from 5 to 1
Q4-2021 Number of paused projects
5 1 4
#9:Project Resource KPIs
Effective management of project resources can be challenging. Listed below are some of the best key deliverables that would help your team efficiently focus resources to complete the project within the approved resource.
Optimize the use of project resources
Increase resource utilization percentage on a project from 85% to 90%
Q4-2021 Percentage of resource utilization
85% 90% 88%
Keep resource billing costs to at least $4,000 for a project
Q4-2021 Resource billing in a project
$ 2.000 $ 6.000 $ 3878,81
Increase resource forecast accuracy from 75% to 90%
Q4-2021 Resource Forecast Accuracy
75% 90% 80%
#10:Product Efficiency KPI
Help your team focus on product efficiency so that product performance can be leveraged for your team's customer engagement. Try to focus on key results that highlight functional test coverage, post-product defect testing, and product features for the business value mapping score.
Improve the functional effectiveness of the product.
Increased coverage of functional tests run based on business needs from 70% to 100%
Q4-2021 functional test coverage
70% 100% 89%
Reduce post-product bug testing rate from 7% to 4%
Q4-2021 Testing product defects after product
7% 4% 6%
Maintain Product Features for Business Value Mapping Score > 8
Q4-2021 Product features to assess business value
0 8 2
These ten project management OKR examples can serve as a starting point for creating success metrics for your business. Spinning the wheels and reading OKR examples can help you visualize the OKR framework and think about what your main goals should be! It helps you consider multiple perspectives and find the best possible OKRs to measure PMO performance.
Advantages of the OKR framework include a better focus on core results, more transparency and better (strategic) alignment. OKR achieves this by organizing employees and their work to achieve common goals.
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What are good OKR examples? ›
- Hit company global sales target of $100 Million in Sales.
- Achieve 100% year-to-year sales growth in the EMEA geography.
- Increase the company average deal size by 30% (with upsells)
- Reduce churn to less than 5% annually (via Customer Success)
- Ask yourself what your company goals are and which objectives will help you achieve them.
- Choose the right tools to support your team and organization in achieving those objectives.
- Remember to include your whole team in steps one and two.
- Write your OKR objective statement.
- Develop your key results.
Provide centralized control, coordination, and reporting of scope, change, cost, risk, and quality across all projects. Increase collaboration across projects. Provide increased Client Satisfaction with project-related work through increased communications, collaboration, training, and awareness.How do you set good OKRs with examples? ›
- Understand your company goals. ...
- Choose the right tools. ...
- Involve your whole team. ...
- Write an OKR objective statement. ...
- Develop key results. ...
- Plan your initiatives. ...
- Track them consistently. ...
- Celebrate 70%
- Studying. Simple Goal: I need to study more. ...
- Writing. Simple Goal: ...
- Reading More Books. Simple Goal: ...
- Mastering Emotions. Simple Goal: ...
- Exercising More. Simple Goal: ...
- Improving Your Diet. Simple Goal: ...
- Becoming More Productive. Simple Goal: ...
- Time Management. Simple Goal:
Remember, good Key Results have several basic characteristics: They are specific and time-bound. They are aggressive, yet realistic. They are measurable and verifiable.What are key KPIs for project management? ›
Project Management KPIs
Top project management benchmarking measures include return on investment (ROI), productivity, cost performance, cycle time, customer satisfaction, schedule performance, employee satisfaction and alignment with strategic business goals.
KPIs, or key performance indicators, use data to measure the factors that make a project successful. They help pinpoint how work is progressing and show areas of weakness in your process. They're a great way to uncover areas that could lead to failure and to make corrections before it's too late.What is a smart goal for PMO? ›
“SMART” is an acronym for five characteristics your goals should have in order to be effective: Specific, Measurable, Attainable, Relevant, and Time-Bound. Keep this in mind when defining your goals, and you'll be set up for success.What are the 3 primary goals of project management? ›
3 Types of Goals in Project Management
These goals measure efficacy, productivity, and success. The third is project-level project management performance goals that apply your high-level goals to a single project.
What are the 3 types of PMO? ›
Different types of PMO
In order of least support to most support, the three general types of PMO are Supportive, Controlling and Directive.
For how to write OKRs, the actual formula is simple: Objectives are goals and intents, while Key Results are time-bound and measurable milestones under these goals and intents.What are the three important elements of OKRs? ›
An OKR framework consists of three key things: (1) Objectives, (2) Key Results, and (3) Initiatives. An objective describes the main goal that a company hopes to achieve in the long run, while key results are the expected outcomes. Initiatives define the work that needs to be done to achieve the key results.What are the five recommended categories for OKRs? ›
OKRs provide your business with five important elements: focus, accountability, engagement, transparency and visibility.What are the 7 smarter goals? ›
The process of S.M.A.R.T.E.R goal-setting follows the acronym, which stands for Specific, Measurable, Achievable, Relevant, Time-Bound, Evaluate, and Reward.How do you brainstorm OKRs? ›
- Scheduling a meeting 📆
- Preparing the room 🏡
- Introducing the problem space ⛳️
- An ideas dump 💡
- Presenting and clustering 🎁
- Prioritization matrix ⊹
- Stakeholder debrief 🗣
While the answer is the same across the board, there may be some nuances depending on an organization's size. Simplicity is always key. To capture the ambitions of your organization, you should have a maximum of three Objectives, each with 3-5 Key Results.What are measurable Key Results? ›
A Key Result is a measurable outcome required to achieve the Objective. It contains a metric with a start and target value. Key Results measure progress towards the Objective — like a signpost that shows how close you are to your Objective.What are KPIs of an agile PMO? ›
KPIs show overall progress and manifest goals in a more visible light. They give a clear picture of how far a PMO has advanced since their last evaluation. Easily visualized through KPIs, any PMO will be able to tell if their performance is growing or declining.What are the 5 key performance indicators? ›
- Revenue growth.
- Revenue per client.
- Profit margin.
- Client retention rate.
- Customer satisfaction.
What are the five most critical project metrics? ›
The five most critical metrics can be understood as: Project Margin, Planned and Actual Utilization Rates, Billable Performance to Target, Total Availability by Month, and finally, Supply vs. Demand.How is PMO performance measured? ›
One of the most basic measures of how well a PMO is functioning is the percentage of projects that are completed as a ratio of all the projects in a portfolio. More illustrative is how many of the projects are completed within the timeframes budgeted for the projects.What are goals and objectives examples? ›
“For example, if your goal is to increase sales by 20 percent, you would measure this by tracking sales figures over time. If your objective is to make 100 sales calls this week, you would measure this by tracking the number of sales calls made.”How do you write an objective Key Result? ›
- Keep it Simple. Focus on objectives you know you can achieve in the given timeframe. ...
- Be Specific. ...
- Cascade Your Objectives. ...
- Make it Measurable. ...
- Don't Worry About Stretch Goals. ...
- Break Key Results into Smaller Goals. ...
- Celebrate and Recognize.
We typically recommend setting a maximum of 3-5 OKRs per team per quarter. This is a maximum, not a minimum – it's perfectly appropriate to have only 1-2 OKRs.What makes a strong PMO? ›
Good PMOs need the right balance of skills and experience. You want both seasoned professionals, plus people with the right enthusiasm and attitudes who can develop and grow into the roles. The PMO needs to update itself constantly. Without keeping up to date with the latest trends, the PMO may risk losing relevance.How do you make a strong PMO team? ›
- Establish PMO Goals and Objectives. ...
- Acquire Executive Buy-In. ...
- Develop a PMO Charter. ...
- Identify the Scope of the PMO. ...
- Develop a PMO Maturity Model. ...
- Identify Necessary Resources, Training, and Education Programs. ...
- Execute the PMO Strategy. ...
- Define the Reporting, Procedures, Processes, and Tools.
- Prioritise tasks with a project schedule. ...
- Make use of project management software. ...
- Use effective communication skills to manage people. ...
- Be proactive. ...
- Continuously develop your project management skill set.
A project, regardless of its size, generally involves five distinctive project life cycle phases of equal importance: Initiation, Planning and Design, Construction and Execution, Monitoring and Control, Completion.What are the 2 main goals of project management? ›
Two of the most important requirements while managing a project are to meet deadlines and finish the project on time. In order to manage time, many project managers use task management tools to track the progress of tasks, dependencies, and milestones.
What are the four major objectives of project management? ›
Development and Implementation of procedures. Efficient communication, collaboration, and productive guidelines. Achieve project goals within the estimated time with high quality. Allocate and optimize necessary resources to meet project goals.What is a PMO checklist? ›
The Project Management Office Checklist provides the capability to determine if the Information Technology (IT) Program Management Office (PMO) has provided the functions and tools to achieve a successful environment in support of both executive management and the project managers responsible for individual IT projects ...What is PMO strategy? ›
A strategic (enterprise) PMO (sometimes called the office of strategy management) plays a role in linking the organization's projects to its strategic plans. The company has an organizational structure (strategic project office, office of strategy management, strategic steering committee, etc.)What is a PMO governance model? ›
A PMO Governance Framework enables the PMO leaders to establish the common guidelines and manage the distribution of authority given to project managers.How many key results does a strong OKR have? ›
Since teams typically set OKRs every quarter, 12 Key Results more or less means your team has only 1 week to deliver a Key Result. Any more than 12 and you risk losing focus. We have seen that 12 is the maximum a team is able to achieve consistently.What is objective and key results examples? ›
For example, 'Make a lot of Money' can't be objective, whereas 'Increase Profit by 20%” is an effective objective as long as it is time bound. How are you going to achieve the Objective? The answer is – the key results. Key Results are the tasks that you complete to achieve the larger objectives.How measurable should OKRs be? ›
OKRs usually contain three to five high-level objectives, with another three to five key measurable results for each objective. Even at the biggest organizations, it's never advised to have more than five OKRs at one time. For smaller teams and organizations, you'll want to keep it to three.What common mistakes you should avoid when making OKRs? ›
- Too many Objectives. ...
- Everyday To-Do's as OKRs. ...
- Set and Forget approach. ...
- Objectives set are not aspirational enough. ...
- Creating OKRs in silos. ...
- Breaking OKRs linked to compensation.
Simply put, objectives and key results (OKR) is a framework for goal-setting used to define and track goals more efficiently. Used for mapping high-end company goals, the main benefits of OKRs are: Bringing focus by setting up straightforward, strong, and inspirational goals.Why are OKRs better than KPIs? ›
KPIs can be great for measurement, but they're standalone metrics — they may tell you when a measure is good or bad, but they don't necessarily communicate context or what direction your team needs to go in. OKRs, which stands for Objectives and Key Results, provide that much needed direction and context.
What are the 5 measurable criteria? ›
SMART refers to a specific criteria for setting goals and project objectives. SMART stands for Specific, Measurable, Attainable, Relevant, and Time-bound. The idea is that every project goal must adhere to the SMART criteria to be effective.How do I present my OKR to a team? ›
- The team should understand the importance of OKRs.
- Start with Objectives, not with people.
- Align with superiors before creating Key Results.
- Distribute accountability.
- Emphasize the importance of contributors.
Which three questions should you ask yourself to make a goal specific? Where should it be delivered? What do I want to accomplish? Who is involved?What should I fill in OKR? ›
For how to write OKRs, the actual formula is simple: Objectives are goals and intents, while Key Results are time-bound and measurable milestones under these goals and intents.What are three things OKR? ›
Objectives, Key Results and Initiatives
OKRs have three important parts: the Objective, or goal you set, the Key Results which measure your progress, and the Initiatives which describe what you'll do to get there. This all aligns to the wider strategy or vision, usually from the top down.
For example, if your objective is “Increase sales volume”, then key result examples might be: 50% lift in new lead generation. 20% more sales revenue this quarter. 10 new deals closed above $100k.What is an OKR in simple words? ›
Summary. “OKR” stands for Objectives and Key Results. OKRs are an effective goal-setting and leadership tool for communicating what you want to accomplish and what milestones you'll need to meet in order to accomplish it. OKRs are used by some of the world's leading organizations to set and enact their strategies.What is a strategic OKR? ›
OKRs (Objectives and Key Results) are a framework that helps strategically align people within an organization. OKRs translate long-term strategic goals into focused objectives and measurable key results so that strategy can be executed on the company, department, and operational levels of your organization.What are key performance outcomes? ›
Outcome KPIs—sometimes known as lagging indicators—measure the output of past activity. They are often financial in nature, but not always. Examples include revenues, margins, return on equity, customer satisfaction, and employee retention.What are measurable key results? ›
A Key Result is a measurable outcome required to achieve the Objective. It contains a metric with a start and target value. Key Results measure progress towards the Objective — like a signpost that shows how close you are to your Objective.
What are goals Key Result areas? ›
What Are Key Result Areas? The term Key Result Areas (KRAs) refers to a short list of overall goals that guide how an individual does their job, or general achievement and progress goals for an organization or one of its divisions.