Changing OKRs should not be done lightly or frequently, as it can undermine focus and commitment. However, when a legitimate reason arises, a clear and consistent process is essential.

When to Consider a Change:

The Mid-Cycle Review is the primary formal opportunity to assess the need for OKR changes. However, urgent circumstances might warrant earlier discussion.

Steps for Modifying or Archiving an OKR:

1. Identify the Trigger: Articulate why the OKR needs to change. What has fundamentally shifted?.
   
   • Self-check: Is this just difficult, or is it genuinely obsolete/impossible under current conditions?
     
     
2. Propose the Change:
   
   • Modify an Objective/KR: Suggest specific adjustments to the wording, target metric, or scope.
     
     
   • Archive/Kill an OKR: If an OKR is no longer relevant, propose archiving it. (Note: An Objective is typically 'killed' if all its KRs become irrelevant or impossible).
     
     
   • Add a New OKR (Rare): Only in truly exceptional circumstances should new OKRs be introduced mid-cycle, as this risks derailing focus. This is usually reserved for crisis response or truly transformative, time-sensitive opportunities.
     
     
3. Discuss and Validate (Team/Manager Level):
   
   • Team Discussion: For team-level OKRs, discuss the proposed changes within the team. Get alignment and buy-in.
     
     
   • Manager Approval: Managers need to approve changes to individual/team OKRs, especially ensuring they don't negatively impact alignment with higher-level goals.
     
     
   • Cross-Functional Impact: Consider if the change impacts other teams' OKRs and involve relevant stakeholders in the discussion.
     
     
4. Leadership Approval (for Company/Department OKRs):
   
   • Significant changes to company or departmental OKRs will require approval from senior leadership to ensure strategic alignment.
     
     
5. Update Your OKR Management System:
   
   • Crucially, once approved, immediately update your OKR software or tracking system. Outdated OKRs undermine trust in the system.
     ‍
   • Clearly mark if an OKR has been modified or archived. Some systems allow you to record the reason for the change.
     
     
6. Communicate the Change: (See Next Section)
   ‍

Important Distinction: Scoring vs. Changing

• Scoring: At the end of the cycle, you score what was originally committed. If an OKR was too ambitious or conditions changed, you might score 0.5 or 0.3. This reflects the reality of what was achieved against the initial ambition.
  
  
• Changing: Modifying an OKR mid-cycle means you're adjusting the target going forward. This should only happen when the original premise is truly invalidated. Don't change OKRs simply because they are hard to hit; that undermines the ambition inherent in the framework.
  
  

Communicating Changes Effectively

Changing OKRs, even for valid reasons, can cause confusion or erode confidence in the framework if not communicated properly. Transparency and clear rationale are paramount.
‍

Key Communication Principles:

1. Be Transparent About the "Why": Don't just announce a change; explain the underlying reasons. Refer to the market shift, new priority, or critical learning that necessitated the adjustment. This helps everyone understand the strategic rationale.
   ‍
   
   • Example: "We are pivoting our marketing objective from X to Y because new competitor Z has entered the market with a similar offering, requiring us to differentiate more aggressively here."
     
     
2. Communicate Promptly: Once a change is decided, communicate it quickly to all affected parties. Delays can lead to wasted effort on outdated goals.
   
   
3. Specify the Impact: Articulate who is affected by the change and how. Does it impact their existing OKRs, priorities, or dependencies?
   
   
4. Use Your OKR System: Ensure the changes are reflected immediately and accurately in your OKR management software. This should be the single source of truth.
   
   
5. Reinforce Consistency (Paradoxically): Emphasize that adapting OKRs is part of the framework's agility and commitment to relevance, not a sign of instability. Frame it as part of continuous learning and strategic responsiveness.
   
   
6. Open Forum for Questions: Provide opportunities for teams to ask questions and express concerns about the changes. Managers should be prepared to address these during team check-ins.
   
   
7. Document the Change: In your OKR system or internal wiki, record the date of the change, the old OKR, the new OKR, and a brief explanation for the modification. This audit trail is valuable for future retrospectives.
   
   

By treating OKR changes as a structured, deliberate process driven by strategic necessity and communicated with transparency, you can ensure that your OKR framework remains a flexible and powerful tool, adapting to the ever-changing landscape of your business.