Phase 1:

Setup & Launch

Approximately four weeks

In the Setup & Launch phase, we’ll work together to lay a strong foundation as you prepare to roll out your OKR Program.

By the end of Setup & Launch, the Program Team and Steering Comittee will have enabled your organization’s success in the following ways:
  • PROGRAM & CHANGE MANAGEMENT

By communicating change effectively—to the right people, through the right channels, at the right time—your teams will have the information, resources, and commitment that forms a strong foundation for a successful OKR program

  • OKR PLATFORM

People will be provisioned in WorkBoard and have SSO and other key software integrations in place

  • OPERATING RHYTHM

The new approach to managing your business with OKRs and WorkBoard will be defined to seamlessly integrate with your existing practices

  • OKRs

People will begin to develop a shared understanding of OKR methodology and and be prepared for upcoming OKR setting workshops.

  • RESULTS RITUALS

Champion communities and comprehensive training lay the foundation to scale best practices and result rituals across teams.

How We’ll Work Together

Our partnership forms the foundation of our shared success. Think of it as a journey, where together we’ll build your team’s skill and confidence until OKRs are part of the fabric of your organization.

Wave Nine’s OKR Program Governance Model leverages the strengths of four pillars that work together to drive success:

  • The Steering Committee charts the course for your OKR program—not only during the Implementation Process but as an ongoing commitment over time
  • The Program Team drives the Implementation Process, coordinating with your Wave Nine Implementation Consultant in a series of topic-driven OKR Check-In meetings
  • Communities of Champions within your organization help to socialize and scale adoption over time
  • Wave Nine enables a well-designed rollout using our proven program of best practices, resources, and insights, and sets you up for ongoing success

The Implementation Process

Over the next approximately four weeks, we’ll work closely to orchestrate all the pieces that need to come together for a successful rollout.

From the tactical (implementing WorkBoard software) to the conceptual (learning all about OKRs), clarity of ownership and timely execution are the keys to driving the program forward. Here are a few tips to help you maintain a healthy momentum within your organization.

Note that the points mentioned below are discussed in greater detail as you continue on this site

  • Complete and return the Onboarding Survey to Wave Nine as soon as possible. The information we gather from the surveys is required to move forward.
  • Complete and return the User Provisioning Sheet that identifies individuals who need WorkBoard access so we can get people onto the platform and learning.
  • Develop and drive a timely Change Management and Communication program to keep people in your organization informed and moving forward together.
  • Form teams and put individuals in key roles as soon as possible (see Program Roles & Responsibilities).
  • Schedule necessary meetings, trainings and workshops well in advance to optimize attendance.
  • Make relevant trainings available to your teams as soon as it’s appropriate. Be clear about the expectations for people’s participation in the trainings and actively track their completion.

Preparation

Before we roll out the program to your broader organization, we’ll collaborate on a bit of behind-the-scenes preparation.

Jump to Action Items
OKR Platform Setup
Onboarding Survey
Team Formation
Kickoff Meetings
Success Criteria
Operating Rhythm
OKR Setting Workshops
Training
Change & Comms
Rollout to the Organization
Jump to Action Items

OKR Platform Setup

The Program Lead, your IT Owner, and Wave Nine will collaborate to get your organization ready to use WorkBoard.

Provision the WorkBoard Platform
  • As soon as our engagement begins, the Program Lead fills out and returns the Platform Provisioning Sheet, identifying users in your organization who need to be provisioned for WorkBoard. To start, this may be a short list of people close to the project who need first access. The list can grow over time as the rollout progresses to your full organization.
  • Provisioning people in the organization doesn't automatically trigger immediate notifications. If you prefer to delay notifications, perhaps because no prior communication has been sent out and participants might not be fully aware of this program, please inform yourWave Nine Implementation Consultant.

User Provisioning Sheet 

How to fill in the User Provisioning Sheet

Implement SSO
  • If applicable, your Single Sign On (SSO) system (SAML 2.0, such as Okta, Azure Active Directory, etc.) will be integrated with WorkBoard after the initial platform provisioning. The process is typically straightforward, but Wave Nine will provide support if needed in a 30 minute call after the SSO-level permissions have been assigned. For security reasons, the accreditation of SSO-level permission follows a manual process:
  • The Program Lead provides the name and email of the person who administers your SSO. Within 24-48 hours, Wave Nine will provide your administrator with SSO-level permissions as well as WorkBoard admin-level permissions. Note that if you are also setting up SSO SCIM, a secure SCIM token must be provisioned, via a manual request to Wave Nine.

Single Sign-On (SSO) Activation 

Integrate WorkBoard with Other Business Software
  • WorkBoard seamlessly integrates with other business software, including JIRA, Outlook, Slack, and MS Teams, allowing you to meet your team where they work. This accelerates change, and your IT Owner can centrally manage these integrations for user convenience. Wave Nine is ready to assist as needed.

Integrations with Other Business Software 

Activating MS Teams Integration 

Activating Slack Integration 

Connect Google or Outlook Calendar with WorkBoard 

Publish Existing OKRs to WorkBoard
  • If your organization already has existing OKRs at the beginning of the implementation, Wave Nine will publish these OKRs to WorkBoard for you using the OKR Import Excel Template.

Onboarding Survey

IMPORTANT: Onboarding Surveys must be returned to Wave Nine before the next steps can take place.

Fill Out the Onboarding Survey
  • The Program Lead fills out the Onboarding Survey to help Wave Nine get to know your organization better. This helps us align on expectations, identify the requirements of a successful rollout, and create a customized implementation plan for you.

Team Formation

A successful rollout relies on a great team, with the right people in the right roles. First, take a moment to get familiar with the roles and responsibilities detailed in Program Roles & Responsibilities. Next, taking guidance from the results of the Onboarding Survey, the Executive Sponsor and Program Lead will identify individuals who can best fill these key roles, then bring them up to speed on the program. Wave Nine can offer support in identifying the right individuals.
Build the Program Team
  • The Program Lead informs identified people of their inclusion and responsibilities on this team. Typical roles on the Program Team include IT, HR, Comms, Training Owner.
  • Once the team is formed, the Program Lead schedules a regular meeting series for the duration of the implementation.
Build the Steering Committee (SteerCo)
  • The Program Lead informs identified people of their inclusion and responsibilities on this team
  • The Program Lead schedules meetings, as needed
Identify and Inform WorkBoard Admin Users
  • The Program Lead informs identified people of their selection as candidates to become WorkBoard Admin Users
  • The Program Lead helps them schedule WorkBoard trainings
Build a Community of Champions. Identify and Inform Certified OKR Coaches and WorkBoard Pro Users
  • The Program Lead informs identified people of their selection as candidates to become Certified OKR Coaches or WorkBoard Pro Users
  • The Program Lead helps them schedule necessary trainings

Kickoff Meetings

Kickoff Meetings are where your stakeholders come together and unite as one team with one dream: to roll out your new OKR program in the most successful possible way. Until now, some people from your organization may have met with Wave Nine, or with each other, in ad-hoc meetings. But in these structured Kickoff Meetings, we will review a comprehensive deck to be sure that everyone shares the exact same high-level information, understands roles and responsibilities, and is ready to run a flawless Implementation Process. We begin by kicking off those closest to the nitty gritty work, the Program Team. Then, once the Program Team is aligned, we kick off the Executive Leadership Team.

Schedule the Program Team Kickoff
  • Led by: Wave Nine
  • In attendance: The people on your team who are leading implementation (see Program Roles & Responsibilities for more detail): Program Lead, Program Team, and the Executive Sponsor.
  • Duration: 1 hour
  • In this kickoff we’ll cover:
  • How we’ll work together
  • The value of OKRs, and how we'll use them to advance your strategy
  • An overview of the Implementation Process, including key roles and responsibilities, timeline, and more
  • Change and Communication Program planning
Schedule the Executive Leadership Team Kickoff
  • Led by: Program Lead and Wave Nine
  • In attendance: The people on the Executive Leadership Team
  • Duration: 1 hour
  • In this kickoff we’ll bring your organization’s full leadership team into alignment around the implementation and adoption of WorkBoard and OKRs. We’ll give an overview of:
  • How your organization will use OKRs to drive business outcomes
  • WorkBoard software and a brief demo of its features
  • What to expect from the partnership with Wave Nine
  • The strategy for onboarding, training, and comms that will introduce your entire organization to OKRs and WorkBoard
  • Optional: If time or desire, Wave Nine can introduce a first OKR methodology training in this session
Schedule All Hands Kick Off
  • Led by: Executive Sponsor, Program Lead, and Wave Nine
  • In attendance: everyone in your organization who will be using WorkBoard and OKRs
  • Duration: 1 hour
  • In this meeting, we’ll introduce:
  • Why your organization’s leadership believes OKRs are an optimal strategic advantage at this time
  • OKRs, their benefits, methodologies, and best practices
  • The WorkBoard platform
  • The Wave Nine partnership
  • The goals of the program and expectations around adoption and participation
  • An overview of the implementation schedule
  • An overview of upcoming training programs for OKRs and WorkBoard
  • After the Meeting: The Program Lead, or Wave Nine if preferred, sends out WorkBoard login details to all participants along with any follow-up information.

Success Criteria

To ensure that we’re aligned on the results we want to achieve from the Strategy Ignite implementation, we’ll take time right at the start to define what success looks like, then write OKRs for the Program Implementation. Measurable Key Results will tell us if we’re on the right track as we go.

  • The Program Lead and Wave Nine write OKRs to guide the Program Implementation

For example, an OKR for Program Implemention might look like something this:

Objective: We execute our strategy with high clarity and energy

1.   KR: 100% of the targeted teams have uploaded their OKRs to WorkBoard

2.  KR: 80% the targeted teams say they better understand how they’re contributing to the overall strategic direction

3.  KR: 100% of Executives say they are seeing better focus and results in their teams

Operating Rhythm

Your operating rhythm is like the heartbeat of your organization, shaping how your long-term vision aligns with daily tasks. Strategy Ignite aims to seamlessly integrate OKRs into this rhythm. And since OKR programs are not one-size-fits-all, together we’ll create a custom OKR Company Playbook that’s optimized for the unique needs of your organization.

The Executive Sponsor, Program Lead and Wave Nine will analyze a number of available approaches to examine the advantages, and tradeoffs, of each.

Assess Existing OKRs and/or Strategy Execution Processes
  • First, we’ll evaluate any OKRs and/or other strategy execution processes that you are already using. This will help us identify the ideal scope of training, workshop design, change management, and adaptation to your organization’s current operating norms to deliver the most integrated, least disruptive roll out.
  • Note: Advance Preparation Required from Program Lead and Executive Sponsor
  • The Program Lead and the Executive Sponsor prepare an overview of your current approach to managing execution and measuring results.
Align on OKR Parameters for your Company OKR Playbook
  • While OKRs are a simple concept, there are many approaches and schools of thought around how best to create them. To ensure consistency, we’ll formalize the set of OKR Parameters to move forward with.
  • Note: Advance Preparation Required from Program Lead and Executive Sponsor
  • Before our discussion, the Program Lead and the Executive Sponsor will review materials on OKR Parameters. Your insights are key to determining the parameters that will work best for your organization.
Align on the OKR Setting and Localization Plan
  • We’ll look at your organization, consider your strategy and operations, and then determine the optimal structure for OKR Localization—for example, by function, cross-function, etc. We’ll also discuss the level naming system as we go down the tiers of the organization.
  • Note: Advance Preparation Required from Program Lead and Executive Sponsor
  • The Program Lead and the Executive Sponsor review materials on OKR Localization in advance of the discussion. Your understanding of how your organization is structured—and how teams work in practice—is critical to getting Localization right.

OKR Setting Workshops & Tie Offs

Although the Kickoff meetings haven’t happened yet—and some in your organization may not yet be aware of the program that you’ll be rolling out—it’s important to block time well in advance to ensure people’s availability. The Localization Plan we determined earlier, in the OKR Process Design step, will guide who should be included in each session. In addition, we’ll assign OKR Coaches to each OKR Setting Workshop to guide teams through their initial OKR setting. The Program Lead will schedule the following sessions

Schedule OKR Setting Workshops
  • Led by: OKR Coach
  • In attendance: Refer to your localization plan
  • Duration: 3 hours
  • This extended session allows time for thorough discussions and a productive conclusion. As teams become more proficient, in subsequent OKR Cycles, OKR Setting Workshop duration will naturally reduce.
  • The expectation is that each team will complete all their OKRs in this one session.
  • In the OKR Setting Workshops we will:
  • Craft OKRs for the first OKR cycle
Schedule Tie Offs
  • Led by: OKR Coach
  • In attendance: Refer to your localization plan
  • Duration: 1 hour
  • Note: Advance Preparation Required by Team Leaders
  • Prior to the Tie Off meeting, team leaders will review each other's teams’ OKRs and come prepared with questions
  • In the Tie Offs we will:
  • Ensure OKR alignment and mutual support between organizational levels (e.g., Executive Leadership and next level managers)
  • Propose modifications or additional metrics as needed, identify cross dependencies
  • Conclude the meeting with aligned priorities and ownership to start the cycle with clarity

Training & Community Building

The success of your OKR program ultimately rests on each individual’s foundational understanding of OKR methodology, coupled with their ease and comfort on the WorkBoard platform. With a broad selection of both live and on-demand courses to suit different learning styles and depth of knowledge, Wave Nine and the Program Lead will design a Learning & Develoment Roadmap that will ensure everyone learns what they need to know at the right time. 

 If you’re unsure which courses your program includes, you can confirm with your Wave Nine Implementation Consultant. 

OKR Methodology
  • Expert-Led Live OKR Training Session
  • This introduction to OKR Methodology trains people in the process and benefits of OKRs, and is recommended for all participants in your OKR program.
  • Sessions typically last 1 hour and can be recorded to accomodate all schedules.
  • World-Class On-Demand OKR Courses and Best Practices
  • Wave Nine’s on-demand courses are crafted to support ongoing learning and offer even more opportunities to find success through OKRs. These courses break down essential topics and highlight best practices that are applicable in everyday situations.
  • OKR Coach Certification
  • The role of OKR Coach is ideal for those who are ready to explore OKR methodology on a deeper level, and become a resource to their colleagues. It is ideal for individuals who enjoy coaching and are eager to develop their skills.
  • Once certified, OKR Coaches are qualified to lead teams through OKR. Workshops. If you are recommending individuals on your team to become certified as OKR Coaches, they should complete the training in time to shadow the Wave Nine team in Phase 2 OKR Workshops.
  • Wave Nine recommends one OKR Coach per five teams in your organization.
  • The program consists of two 4-hour sessions.
WorkBoard Platform
  • Expert-Led Live WorkBoard Training Session
  • This introduction to navigating and understanding the features of WorkBoard is intended for everyone in your organization who will be using WorkBoard.
  • Sessions typically last 1 hour and can be recorded to accomodate all schedules.
  • WorkBoard Learn
  • With your WorkBoard platform implementation comes access to WorkBoard Learn. Through this portal, your teams will find a wide selection of on-demand courses that advance their understanding of WorkBoard’s many valuable features and how to leverage them for optimal esults.
  • WorkBoard for Admins On-Demand Training
  • WorkBoard Admins are critical to managing the changing needs of access to your WorkBoard platform. As Admins, they gain permissions for the Administrator panel which allows them to create teams, update direct and dotted-line reporting, manage team roles, create business groups, and more.
  • Wave Nine recommends WorkBoard Admin status for two to three individuals in your organization.
  • Training lasts 30 minutes.
  • WorkBoard Pro User Training
  • The role of WorkBoard Pro User is ideal for people with a tech affinity, who enjoy digging deeper into software features, and are eager to discover and share best practices.
  • In this training, people will learn the advanced features of the WorkBoard platform, enabling them to be a resource for their colleagues.
  • Training last 2-3 hours.

Change & Communication Program Design

A strategic communications program is your greatest tool to help you inspire, align, educate and drive adoption across your organization. The Comms Owner oversees this program, with supporting materials and guidance from the Program Lead and Wave Nine.

Identify channels
  • The Comms Owner identifies the most effective internal channels (internal bulletin boards, SharePoint news centers, regularly scheduled CEO update newsletters, etc.) for rollout and ongoing communications to your broader organization
Design Change & Communication Program
  • Using the communications framework provided by Wave Nine, the Comms Owner creates a communications plan that drives clarity on timelines, trainings, deliverables, and general expectations around participation

Rollout to the Organization

Congratulations! We’ve completed the behind-the-scenes work and now we’re ready to introduce the program to the organization. It’s time to give the broader teams the information they need to understand the implementation process and get excited about what comes after.

All Hands Kickoff Meeting
  • Led by: Executive Sponsor, Program Lead, and Wave Nine
  • In attendance: everyone in your organization who will be using WorkBoard and OKRs
  • Duration: 1 hour
  • In this meeting, we’ll introduce:
  • Why your organization’s leadership believes OKRs are an optimal strategic advantage at this time
  • OKRs, their benefits, methodologies, and best practices
  • The WorkBoard platform
  • The Wave Nine partnership
  • The goals of the program and expectations around adoption and participation
  • An overview of the implementation schedule
  • An overview of upcoming training programs for OKRs and WorkBoard
  • After the Meeting: The Program Lead, or Wave Nine if preferred, sends out WorkBoard login details to all participants along with any follow-up information.

Program Team Action Items

When your WorkBoard instance is up and running, you’ll track your action items there. Until then, here are the first orders of business.

Return Forms and Information to Wave Nine
  • Platform Provisioning Sheet
  • Onboarding Survey
  • Team Formation & Key Roles
  • List of people who form the Program Team
  • List of people who form the Executive Leadership Team
  • List of people who will be tapped to train as OKR Coaches
  • List of people who will be tapped to train as WorkBoard Pro Users
  • List of people who will be tapped to train as WorkBoard Administrators
Schedule Sessions
  • Project Team Kickoff
  • Program Team Check-Ins with Wave Nine
  • Executive Leadership Team Kickoff
  • All Hands Kickoff
  • OKR and WorkBoard Trainings and Certifications
  • OKR Setting Workshops and Tie Offs
Prepare in Advance for OKR Process Design Meeting
  • Overview of current approach to managing execution and measuring results
  • Learn about OKR Parameters
  • Learn about Localization
Plan Change & Communication Program
  • Identify channels
  • Design communications plan
  • Send CEO introduction to OKR program, implementation process, and Wave Nine partnership
  • All individuals who have been selected to fill key roles, including the role/team they’ve been selected for, their responsibilities, and any required special meetings, workshops, or trainings.
  • After All Hands Kickoff, send instructions on how to access WorkBoard platform
Jump to Action Items

Resources for you and your team

All resources, such as links to trainings, are collected here for easy access. First, be sure to read the detailed descriptions of each phase of the Implementation Process, above, to understand how and when to use these resources.

Jump to Resources Hub

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