How to Track OKRs Without Spreadsheets

Let me guess: Your OKR spreadsheet is a graveyard.

It was beautiful in January. Color-coded objectives. Carefully calculated key results. Optimistic targets. By March, it was outdated. By June, forgotten. By December, someone created a new one "for real this time."

The problem isn't your commitment to OKRs. The problem is spreadsheets.

Why Spreadsheets Kill OKR Programs

Problem 1: No Natural Workflow

Spreadsheets exist outside your work. You do your actual work in task managers, documents, and communication tools. Then you're supposed to remember to go update the spreadsheet.

This never happens consistently because:

• It requires extra effort
• It feels disconnected from real work
• Nobody sees when you don't do it
• The spreadsheet doesn't remind you

Problem 2: Static Numbers

Key results should show progress, not just targets. But spreadsheet cells don't automatically update based on your work.

If your key result is "Ship 10 new features," someone has to manually count features and update the cell. Every week. Forever.

Multiply this by 20 key results and you need a full-time OKR administrator.

Problem 3: No Hierarchy Visualization

OKRs are supposed to cascade:

• Company objectives → Department objectives → Team objectives → Individual objectives

Spreadsheets flatten this hierarchy into rows. You can't see how your objective connects to the company strategy. Alignment becomes theoretical.

Problem 4: Missing Accountability

Who's responsible for updating each key result? When did they last update it? Is progress real or just numbers in cells?

Spreadsheets have no audit trail, no notifications, and no accountability mechanisms.

Problem 5: Isolation from Context

The key result says "Increase NPS to 50." But:

• What's the current NPS?
• What projects are driving improvement?
• What discussions led to this target?
• What blockers exist?

None of this context exists in a spreadsheet cell. It lives in other tools—if it's documented at all.

What OKR Tracking Actually Needs

Based on implementing OKRs with hundreds of organizations, here's what successful tracking requires:

1. Connection to Real Work

Key results should automatically update based on actual progress:

• Tasks completed
• Metrics from systems
• Milestones achieved
• Check-ins recorded

If someone ships a feature, the "features shipped" key result should update without manual intervention.

2. Alignment Visualization

You should be able to:

• See how your objectives connect to company objectives
• Understand what teams depend on your success
• Visualize the full objective tree
• Identify misalignment before it causes problems

3. Regular Check-In Workflow

OKRs need rhythm:

• Weekly progress updates (5 minutes)
• Monthly reviews (30 minutes)
• Quarterly reset (half day)

The tool should facilitate this rhythm with reminders, templates, and reporting.

4. Integrated Context

When reviewing an objective, you should see:

• Related projects and tasks
• Relevant discussions
• Historical progress
• Blockers and risks
• Supporting documentation

All in one view, not scattered across tools.

5. Accountability Mechanisms

Clear visibility into:

• Who owns each objective
• When progress was last updated
• Who's on track vs. falling behind
• What support is needed

The OKR Tracking Options

Option 1: Dedicated OKR Software

Tools like Lattice, 15Five, Betterworks, Gtmhub, and Perdoo specialize in OKR tracking.

Pros:

• Purpose-built for OKRs
• Strong alignment visualization
• Good check-in workflows
• OKR coaching and templates

Cons:

• Another tool in your stack
• $6-15/user/month additional cost
• Data lives separate from work
• Integration required to connect to other tools

Best for: Enterprises committed to OKRs as a formal practice

Option 2: Project Management Tool Add-Ons

Tools like Asana (Goals), Monday.com, and ClickUp have added OKR features.

Pros:

• Connected to tasks and projects
• No additional subscription
• Work and goals in same place

Cons:

• OKR features often shallow
• Alignment visualization limited
• Missing dedicated OKR workflows
• Feels bolted-on

Best for: Teams wanting basic goal tracking without another tool

Option 3: Unified Platforms with Native OKRs

Platforms like WaymakerOS build OKRs into the core experience alongside email, tasks, documents, and communication.

Pros:

• Goals connected to all work
• Full context in one place
• AI understands both goals and activities
• No integration required

Cons:

• Requires platform commitment
• May mean replacing existing tools

Best for: Organizations wanting comprehensive productivity + goal alignment

The 5 Questions Framework for OKRs

In Resolute, I introduced the 5 Questions of Management—a framework that maps perfectly to OKR tracking:

Question 1: Do we have a plan and does it include metrics?

This is your Objectives and Key Results. But the framework emphasizes that plans without metrics are wishes. Your OKRs must include measurable outcomes.

In your OKR tool: Each objective needs 2-5 quantified key results. "Improve customer satisfaction" isn't enough. "Increase NPS from 35 to 50" is measurable.

Question 2: Does our team have the right capacity?

Can your team actually achieve these objectives given their workload?

In your OKR tool: You should see team workload alongside goals. Ambitious OKRs with an overloaded team isn't ambition—it's fantasy.

Question 3: Are our projects aligned to strategy?

Every project should connect to an objective. Every objective should connect to strategy.

In your OKR tool: Projects link to objectives. Objectives link to company strategy. Orphan projects become visible.

Question 4: Are our processes efficient?

The systems supporting OKR achievement—are they working?

In your OKR tool: Process metrics can become key results. Track cycle time, quality metrics, efficiency measures.

Question 5: Is our budget and cost allocation aligned?

Resources should flow to strategic priorities.

In your OKR tool: Objectives should indicate resource investment. High-priority objectives with no budget allocation reveal disconnects.

Setting Up OKR Tracking Properly

Step 1: Define Your Hierarchy

Before choosing a tool, clarify:

• How many levels? (Company → Department → Team → Individual?)
• Who sets objectives at each level?
• How do levels align?
• What's the cadence? (Annual, quarterly, both?)

Step 2: Establish the Rhythm

OKRs need regular attention:

Weekly (5 minutes):

• Update key result progress
• Note blockers
• Flag at-risk objectives

Monthly (30 minutes):

• Review all team objectives
• Discuss blockers in depth
• Adjust tactics if needed
• Celebrate wins

Quarterly (half day):

• Review completed quarter
• Set new objectives
• Realign to company strategy
• Learn from what didn't work

Step 3: Connect to Real Work

For each key result, define:

• What tasks/projects drive this result?
• What metrics indicate progress?
• What milestones mark advancement?
• Who's responsible for updates?

The more automatic the updates, the better the data.

Step 4: Create Accountability

Assign clear ownership:

• Each objective has one owner (not a team)
• Owner is responsible for updates
• Updates have deadlines
• Missing updates have consequences

Step 5: Review and Iterate

Your first OKR cycle won't be perfect. That's fine.

After each quarter:

• What worked in tracking?
• What was ignored?
• What data was useful?
• What needs changing?

Continuous improvement applies to OKR practices too.

The Spreadsheet Escape Plan

If you're currently using spreadsheets:

Week 1: Audit Current State

• How many objectives and key results exist?
• How current is the data?
• Who updates what?
• What's actually being used vs. ignored?

Week 2: Choose a Tool

• Evaluate options against your needs
• Consider existing tool stack
• Get budget approval
• Select and sign up

Week 3: Migrate

• Import existing objectives (only active ones)
• Set up hierarchy and alignment
• Connect to relevant projects
• Train key users

Week 4: Launch New Rhythm

• Start fresh weekly check-ins
• Schedule monthly reviews
• Communicate expectations
• Monitor adoption

Month 2+: Iterate

• Gather feedback
• Adjust workflows
• Improve data connections
• Expand adoption

The Transformation

Teams that move from spreadsheet OKRs to proper tracking report:

• 3x more frequent updates: Built into workflow, not extra effort
• Higher goal completion: Visibility drives accountability
• Better alignment: Can see connections between levels
• More strategic discussions: Reviews focus on strategy, not "who updated the spreadsheet"
• Actual behavior change: OKRs influence decisions, not just document them

The Real Question

The question isn't "spreadsheet vs. software."

The question is: "Do we want OKRs to be a documentation exercise or a management practice?"

If documentation—spreadsheets work fine. They'll be outdated and ignored, but that's what most OKR programs become anyway.

If management practice—you need tools that embed OKRs into how work actually happens.

The organizations achieving ambitious objectives in 2026 aren't those with the prettiest OKR spreadsheets. They're organizations where goals are living, connected, and constantly visible in the flow of work.

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Ready to upgrade your OKR tracking? See our OKR Examples That Actually Work or explore strategic planning templates.