In Just3Things, you can set a check-in frequency & assign check-in ownership on your OKRIs to ensure people are prompted to keep these up to date.
N.B: To enable check-in owners & set your default check-in frequency, you need to contact Just3Things support.
What are check-in owners?
A check-in owner is a person or several people who are responsible for checking in on an OKRI as often as your check-in frequency requires. You can have as many check-in owners on an OKRI as you need, but its worth mentioning that you can't pick a team to be a check-in owner.
When someone is designated as a check-in owner, they will also automatically be added to the OKRI.
How is the check-in frequency set?
There are two approaches to check-in frequency; an account default setting which will apply to all OKRIs, and an OKRI specific override for OKRIs that require a different frequency.
To set this up for your account, you'll need to contact your Just3Things Support representative. When we first set this up, you'll have the option to specify a default frequency for your check-ins. The options are as follows:
2 Calendar Months
3 Calendar Months
Whilst every account must have a default check-in frequency set, you also have the option to change the frequency on a goal-by-goal basis. For example, whilst you may expect at least a check-in every calendar month, there may be some OKRIs that only need to be checked in on every couple of months. We've ensured flexibility to cater to both options.
What happens when someone is a check-in owner?
Check-in owner(s) will receive a notification on the morning that a check-in is due. The frequency of check-ins can be set on the OKRI, or, it can default to the frequency that has been set for your account. To discuss setting up a regular check-in frequency for your account, please contact the Just3Things support team.
How to designate a check-in owner:
First, visit the Objective, Key Result or Initiative you want to specify a check-in owner for. Click options & click edit:
Next, you may want to apply a custom check-in frequency. To do so, find the section titled 'When are check-ins due?' and click on the button titled 'Edit Frequency'. You can then select the desired frequency of check-in reminders:
Now scroll down to the field titled 'Check-in owners' and search for the person(s) responsible for the checking in on this OKRI. Select their name(s) from the list of search results. Then scroll to the bottom and click on the blue Save button to confirm your changes:
And that's it - when the check-in is due, the person(s) responsible will be prompted to check in on the morning of the due date. They'll receive an email that looks like this:
Frequently asked questions:
How can I see if an OKRI is overdue its check-in?
OKRIs that are overdue their check-in will have a small red clock symbol that appears on the goal, i.e:
What happens if I check-in on an OKRI early?
We look at the check-in frequency and add a tolerance of around 25% of full days, rounded up. For example if you have a 14 day frequency and you check-in 3 days early, then this would count as the check-in. If instead you check-in 5 days early, this will not be counted towards the check-in period and you will still receive a reminder.
I was a goal leader but now I'm also a check-in owner. Why?
When we turn this feature on, goal leaders will automatically be made check-in owners. You can change this using the steps outlined above.
Do we have to have a check-in owner on all of our OKRIs?
No, this is entirely optional, but we do encourage you to set a check-in owner where possible.
Where can I see a list of my due check-ins?
You can see a list of any check-ins you're responsible for and their due date by visiting your profile page. For example:
Need some help?
If you have any questions or need further guidance around this topic, feel free to contact your J3T representative by clicking on the blue speech bubble icon to the bottom right of the page and initiating a conversation like this:
Or alternatively you can also send an email to 'email@example.com'.