I spent five years working at an OKR and KPI software company, not just shaping the product but using it every day. As Chief of Staff, I relied on the platform with my team and listened to customers talk about their challenges. One thing became crystal clear: No software, no matter how good, will magically fix your goal-setting problems.

Why? Because setting goals that work takes more than technology. It’s about aligning your people, processes, and culture first. Many teams think buying the right tool is the answer. Let’s explore why that doesn’t work—and what actually does.

The Common Mistake: Jumping to Tech Too Soon

Leaders who love structure—especially operations and strategy professionals—often turn to software as their first step. When they want to roll out OKRs or KPIs, they start by shopping for tools.

But software alone isn’t the answer. If your OKR program isn’t thoughtfully designed, no tool will save it. In fact, jumping into software too soon can create chaos, slow progress, and leave your team feeling frustrated and stuck.

Example: I’ve seen fast-growing companies try to use OKRs to focus their teams. They buy software to help, but the tool ends up clashing with their fast-paced culture. Instead of making things easier, it creates extra work and headaches.

Why OKR Programs Fail (And How to Fix Them)

For OKRs and KPIs to work, you need to get three things right:

1. People: Do your teams understand why OKRs matter? Are they on board with the process?

   If your team sees OKRs as “just another task,” they won’t engage. You need to explain how OKRs help everyone stay on the same page and reach goals together. Conversations and clear examples can build this understanding.

2. Process: Does your approach fit how your team works?

   The process needs to be simple and practical. If updates take too long or feel like busywork, your team will stop caring. Match your OKR rhythm to how your team naturally plans and operates.

3. Technology: Does your software support what you’ve built, or does it control it?

   Good tools make things easier—they don’t create extra steps. Use software to simplify updates, track progress, and keep everyone aligned. But it should enhance your system, not dictate how it runs.

When one of these is off, problems pop up:

• Disengaged Teams: People lose interest if OKRs feel like a top-down mandate.

• Overloaded Processes: Complicated steps overwhelm teams instead of helping them.

• Wrong Tools: Picking software too early often forces workflows that don’t fit.

How to Start Instead:

Before you rush into software, pause and think through the "Who, What, When, Where, How, and Why" of your OKR program. These questions will help you uncover what your team really needs before introducing tools.

• Who will set and update OKRs?

• What are the goals you want to achieve?

• When will you review and update them?

• Where will OKRs be shared and discussed?

• How will teams track progress?

• Why are you using OKRs? What problem are you solving?

Answer these questions before introducing a tool. Start small, test your approach, and make adjustments based on feedback. Once your program is running smoothly, then you can think about software.

A Smarter Way: Build First, Buy Later

Before you invest in OKR and KPI software, focus on these steps:

1. Clarify Your Purpose: Why are you using OKRs? What results do you want?

   Teams need a clear reason to care. Are you using OKRs to focus on priorities, work faster, or align across teams? Define your “why” and share it.

2. Get Teams Involved: Work with your team to create the process.

   People are more likely to stick with OKRs if they help design them. Ask what would make the process easier or more useful for them. Collaboration builds buy-in.

3. Test the Process: Start with simple tools before committing to software.

   Start with simple tools like spreadsheets or shared documents to test your system. This low-tech approach helps you refine the process without the pressure of committing to software prematurely. Once your process is working, you can find software to make it even smoother.

When you take these steps, the right software becomes an asset—not a crutch. It helps your team stay organized without adding extra stress.

OKR and KPI software can be transformative, but it won’t solve everything on its own. Focus on building a strong foundation first: align your people, simplify your process, and make sure your culture supports your goals. Only then should you bring in technology to amplify your success.

When you’ve built a strong foundation, the right tool becomes the icing on the cake. But without that groundwork, even the best software will struggle to fix deeper issues.

Want to build an OKR program that works for your team? Start by answering the “Who, What, When, Where, How, and Why”—and let your process guide the way.