OKRs are simple in theory but deploying them across different business units, departments, and thousands of employees is a major challenge. With Robotic Process Automation, organizations can deploy and manage OKRs at scale, have control over the process and ensure consistency.
You can use RPA to save time by automating repetitive tasks. For example, instead of manually checking if someone is compliant with your organization's OKR policies, automation helps you to streamline the process, massively boosting productivity while reducing human errors.
RPA can help you with:
- process consistency
- information organization
- anomaly escalation
Setting up an automation rule is easy. You have to define the trigger, condition and action.
- The trigger specifies the invocation of the rule
- The condition is a logical test
- The action is what is performed if the condition(s) are satisfied
Simply put, when something happens (trigger) and the conditions are met (condition), Gtmhub will do something (action) for you.
If you're wondering how to get started, here's an example to help ensure process consistency. We'll walk through how Gtmhub will create and assign a task for OKR owners who have defined less than 3 Key Results for an OKR so you don't have to manually check.
Create an automation
To create an automation,
- Navigate to Automation
- Click on + Create new automation
- Give your automation rule a name. Here, it's Define more Key Results
- Describe your automation rule. The description in our example is Create and assign a task to OKR owners who have defined 2 or less Key Results
- Click Save
Select a trigger
After you've named and described your automation rule, select a trigger. Automation rules can be triggered:
- by an event (e.g. Objective creation)
- manually (e.g. executed on demand)
- by schedule (i.e. every day, every week or every month at a defined time)
📝 The scheduled time is your local time.
In our example, this automation will be triggered manually.
Select the condition(s)
Once you've selected your trigger, define your conditions. For this example, we'll select:
- Session is Q1 2020
- Number of Key results is lower than 3
Select the action(s)
The last thing left to do is selecting the actions. Gtmhub supports internal (i.e. within Gtmhub) and external (i.e. outside of Gtmhub) actions like:
- Add tasks (internal)
- Create a task (internal)
- Send an email (external)
In our example, we're going to create a task for OKR owners who have defined less than 3 Key Results for each of their OKRs.
To do this,
- Select the action Create a task.
- In the Enter the task here field, enter the name of the task you wish to create and assign. Here we entered Define more Key Results
- You can add a Description to provide additional context. Here we entered Your OKR may not fully represent everything that's needed to fully achieve the Objective. Ensure your OKR has at least 3 Key Results defined
- Select an assignee. You can assign a task to OKR creators, OKR owners, or specific teams and individuals. Here we'll assign the task to OKR owners
- Select a parent. You can attach this task to the OKRs where all the automation conditions are met, leave it free floating or add it to a specific OKR of your choice. Here we'll choose Parent: Add to this OKR so the OKR owners will know exactly which OKRs need further definition. (Learn more about Gtmhub tasks here.)
Run an automation
To run your automation, return to the automation list by clicking on Back to automations.
📝 Once event and schedule based triggers are created, their status is disabled by default. Click the disabled button next to these automations to change the status to enabled.
📝 Scheduled automations can also be manually executed from the automation list.
To do this:
- Ensure the automation status is enabled by clicking on the disabled button to switch its status
- Click on the ellipsis (...)
- Select Execute
- Click on the Execute button
Our example involves a manual trigger. To run this automation,
- Click on the execute button
- Confirm by clicking on the Execute button
After clicking Execute, Gtmhub creates tasks for all OKR owners in Session Q1 2020 who have less than 3 Key Results defined for each Objective.
Below we see that the Sales team had an OKR, Build a world class sales team, with one Key Result, Hire 7 Employees. They now have a task assigned to them to Define more Key Results.
You set the rules and Gtmhub takes care of the work.