Engagement & Retention project | Profit Apps Pvt Ltd

OKR Champions (Admins & Captains)

Weekly to Bi-weekly

Setting company-wide OKRs, ensuring alignment, monitoring progress, and analyzing reports.

Managers

Weekly

Reviewing team objectives, conducting check-ins, and ensuring progress updates.

End Users

Bi-weekly to Monthly

Updating personal/team OKRs, checking goal progress, and aligning daily work with objectives.

Sarah Patel

CHRO (5+ years HR leadership)

- Employee engagement & motivation challenges

- Limited transparency

- Manual tracking of performance & alignment

- Improved alignment & transparency

- Data-driven HR decision-making

- Employee development tracking

- Employee satisfaction score

- Employee retention rate

- Training completion rate

Emily Johnson

Project Portfolio Manager (8+ years)

- Overwhelmed by multiple projects

- Inefficient resource allocation

- Inconsistent reporting

- Streamlined OKR tracking for projects

- Resource allocation efficiency

- Automated reporting & dashboards

- Risk identification rate

- Reporting time reduction

- Portfolio performance alignment

Lily Grace

Portfolio Lead (6+ years)

- Projects misaligned with company goals

- Difficulty in risk tracking

- Lack of real-time visibility

- Strategic OKR alignment for project success

- Risk mitigation with real-time insights

- Centralized OKR dashboard

- % of projects aligned with strategic goals

- Resource utilization rate

- On-time project completion rate

John Reynolds

PMO Director (8+ years)

- Poor project tracking & execution

- Unclear team priorities

- Stakeholder misalignment

- Portfolio-wide OKR visibility

- Alignment between projects & strategy

- Better stakeholder collaboration

- Project success rate

- Defect density reduction

- Post-release stability index

David Thompson

Chief Product Officer (10+ years)

- Product roadmap misalignment

- Lack of visibility into key metrics

- Manual tracking slowing innovation

- OKR-driven roadmap execution

- Data-driven product strategy decisions

- Cross-functional goal alignment

- Product adoption rate

- Monthly Active Users (MAUs)

- Time-to-market efficiency

Power Users

Champions of OKRs, deeply engaged in defining & tracking goals

- Log in daily

- Create/update OKRs regularly

- Engage in team check-ins & reviews

- Advanced OKR analytics

- Team dashboards

- Cross-functional alignment

Core Users

Regular OKR users who check progress and make updates periodically

- Log in weekly

- Update OKRs & key results

- Participate in team-level reviews

- OKR progress tracking

- Notifications & reminders

- Performance dashboards

Casual Users

Passive users who interact mainly during review cycles

- Log in monthly

- View but rarely update OKRs

- Limited engagement in tracking

- OKR browsing

- Goal alignment checks

- Basic progress visibility

OKR Champions

Drive company-wide adoption of OKRs

OKR Captains, Champions

Daily to weekly

Managers

Oversee team/department goal execution

Department Heads, Team Leads

Weekly

ICs (Individual Contributors)

Execute tasks contributing to OKRs

Employees, Specialists

Bi-weekly to monthly

Frequent Users

Engage with OKRs as part of daily execution

Daily OKR check-ins, reviews, and updates

Periodic Users

Review OKRs only at milestones or review cycles

Weekly/monthly engagement for tracking progress

Event-Driven Users

Use OKRs only during goal-setting or performance review periods

Quarterly/annual engagement

Loyalists

Consistently use OKRs for strategic planning & execution

High login frequency, goal completion rate

Champions

Advocate OKR usage within the organization

High engagement, feature adoption, evangelism

In Danger

Users showing declining engagement

Dropping check-ins, lower goal updates

Hibernating

Users who haven't engaged in months

No logins, no OKR updates

Enterprise Customers

Large organizations with 500+ employees

Fortune 500 companies, MNCs

Use OKRs org-wide, frequent customizations

Mid-Market Customers

Mid-sized firms with structured OKR adoption

Tech scale-ups, consultancies

Use OKRs for teams & departments

SMBs & Startups

Small companies/startups adopting OKRs

SaaS startups, agencies

Lightweight OKR usage, simple workflows

Freemium Users

Free-tier users exploring OKRs

Small teams, solopreneurs

Limited engagement, basic OKR setup

Heavy OKR Users

Utilize the full suite of OKR functionalities

Advanced OKR analytics, integrations, team dashboards

High

Check-in Enthusiasts

Actively track progress with frequent updates

Check-ins, Key Result updates, reminders

Medium

Review-Oriented Users

Focused on strategic review cycles

Performance dashboards, reviews, reports

Low-Medium

Casual Observers

Mostly view OKRs without making updates

Read-only access, notifications, reporting

Low

Beginner Users

Just started using OKRs, learning adoption practices

Experimenting with goal setting, basic usage

Intermediate Users

Comfortable with OKRs, using them for tracking progress

Regular check-ins, mid-level engagement

Advanced Users

Fully integrated OKRs into company workflows

Strategic goal-setting, deep feature adoption

Onboarding Users

New users setting up their first OKRs

Creating initial OKRs, attending training sessions

Engaged Users

Actively using OKRs for goal tracking

Frequent check-ins, goal updates, analytics usage

Habitual Users

OKRs are embedded in daily workflow

Strategic planning, org-wide OKR adoption

Lapsed Users

Users who have stopped engaging

No check-ins, missed goal updates

Collaborative Leaders

Managers ensuring cross-team goal alignment

Engages in reviews, aligns team OKRs

Solo Achievers

Users tracking individual goals

Focuses on self-assigned OKRs, minimal sharing

Cross-functional Users

Users engaging in multiple department OKRs

Active in discussions, aligns multiple teams

Monthly Active Users (MAU)

50%+

Higher user retention & engagement

Weekly Check-ins per User

3+

Ensures habit formation

OKR Creation Rate

70%+ of new users create OKRs within first 7 days

Determines onboarding effectiveness

Goal Completion Rate

60%+

Measures successful goal execution

Repeat Usage (Retention)

40%+ at 90 days

Tracks sustained engagement

Google Sheets / Excel

Manual, lacks automation & notifications

Email/Slack Updates

Unstructured, lacks visibility across teams

Notion / Confluence

Documentation-heavy, no real-time tracking

HR Performance Reviews

Reactive, not aligned with daily execution

Trigger

(External & Internal)

- Email & Slack reminders for check-ins

- Nudges when a goal is at risk

- Social proof: “Your teammates updated their OKRs”

Action

(User Behavior)

- Easy check-in experience (1-click updates)

- Contextual prompts (AI suggestions for updates)

Variable Reward

(Encouragement)

- Celebration animations on progress

- Recognition: Managers can

endorse & appreciate updates

Investment

(User habit formation)

- Encourages recurring goal setting

- AI-driven progress insights for future goal-setting

OKR Check-in Frequency

Ensures repeated engagement

% of Users Completing First OKR Setup

Measures onboarding effectiveness

% of Users Receiving & Acting on Nudges

Tracks hook success

Weekly Goal-Progress Updates

Shows habit formation

Manager Endorsement Rate

Encourages social reinforcement

Phase 1: Awareness

Increase adoption of OKR setup

70%+ new users create OKRs in the first week

1-2 months

Phase 2: Habit Formation

Drive consistent engagement through check-ins

50%+ weekly active check-ins per user

3-4 months

Phase 3: Expansion

Encourage deeper feature adoption

60%+ OKR completions per quarter

5-6 months

1. Onboarding & First OKR Setup

New users (OKR Users, OKR Champions)

Ensure users set up their first OKR within 7 days

-

Email:

"🚀 Set up your first OKR in just 3 minutes!"

-

In-app nudge:

“Need help? Set up your first OKR with our AI assistant.”

Free 1:1 coaching session if setup is completed within 3 days

-

Day 1:

Welcome email with an OKR setup guide

-

Day 3:

Reminder email + in-app nudge

-

Day 7:

Last chance email

- % of users setting up OKRs in 7 days

- % engaging with AI-suggested OKRs

- % booking coaching session

2. Weekly Check-in & Progress Reminder

Users with active OKRs but low check-in frequency

Increase weekly check-ins

-

Email:

"🔥 2 minutes to update your progress!"

-

In-app reminder:

“You haven’t updated your OKRs this week.”

Leaderboard ranking + public recognition badge

-

Monday:

Start-week reminder

-

Thursday:

Mid-week nudge

-

Friday:

Last-chance reminder

- % increase in weekly check-ins

- % engaging with leaderboards

- Reduction in inactive OKRs

3. Gamification & Recognition

Power users & high-engagement teams

Boost motivation via competition & recognition

-

Email:

"🏆 Your team is climbing the leaderboard!"

-

Slack/Teams message:

“[User] completed 80% of OKRs! Who’s next?”

- Monthly “OKR Champion” badge

- Team challenge rewards (swag, team lunch)

- Monthly leaderboard updates

- Weekly team updates via Slack/Teams

- % increase in OKR completion rate

- % engaging with leaderboards

- Increase in social proof engagement

4. Re-engagement for Dormant Users

Users inactive for

3+ weeks

Re-engage users & prevent churn

-

Email:

"We miss you! Your OKRs need you."

-

In-app pop-up:

“You’re falling behind! Let’s get you back on track.”

- AI-generated check-in suggestions

- 1:1 OKR review call for returning users

-

Week 3:

First reminder

-

Week 5:

“Here’s what you missed” email

-

Week 6:

Last attempt + feedback request

- % of dormant users who re-engage

- % staying engaged for 30+ days

- % booking 1:1 review call

5. Executive Buy-in & Team Adoption

Managers & executives (OKR Champions, OKR Admins)

Drive company-wide adoption via leadership endorsement

-

Email:

"Your team needs your leadership – Drive success with OKRs"

-

In-app reminder:

“Your team’s OKRs are set. Review now!”

- Exclusive invite to

OKR Leadership Masterclass

- Early access to premium OKR analytics

- Monthly leadership webinar

- Weekly nudges for team OKR reviews

- % of managers reviewing OKRs

- % of webinar attendees applying insights

- % increase in team-wide adoption

Voluntary Churn

(User decides to leave)

- Poor onboarding experience (users don’t set up OKRs)

- Lack of perceived value (no clear OKR impact)

- Product complexity (too hard to set OKRs/check-ins)

- No accountability (managers don’t enforce OKR usage)

- Low engagement (users don’t check-in weekly)

High

• Guided OKR setup

using AI-powered suggestions

• OKR coaching

for first 30 days

• Manager nudges

to enforce accountability

• Gamification & recognition

to drive usage

Involuntary Churn

(User churns due to external factors)

- Company budget cuts

- Internal leadership changes

- Switching to a competing tool

Moderate

• ROI-based selling

to prove business value

• Annual contracts

to lock in key accounts

• Customer success engagement for at-risk accounts

OKR Admins

Poor adoption across teams

Leadership OKR coaching

OKR Champions

Lack of accountability & enforcement

Gamification, team leaderboards

OKR Users

Not enough reminders, low engagement

AI check-in suggestions, weekly nudges

NPS Score

Measures user satisfaction

Below 6

(Detractors)

Check-in Frequency

Low engagement signals risk

< 2 check-ins per month

Support Tickets

High friction users likely to churn

> 3 tickets in a month

CSAT

Measures support/helpfulness

Below 75%

"Your OKRs, Simplified"

Churned

OKR Users

who found the product too complex

"We’ve simplified your OKR experience! Get guided OKR setup, AI-powered check-ins, and an easier way to track progress."

• Free 30-day trial of AI check-in assistant
• 1:1 OKR coaching session

Email drip (3 emails over 2 weeks)In-app prompts (if they log in)

-

Reactivation rate

- % of users setting up a new OKR

"Reignite Your OKR Success"

Churned

OKR Champions

who lacked engagement from teams

"Struggling to get teams aligned? Our new OKR gamification & leaderboards drive participation effortlessly."

• Exclusive webinar on OKR best practices
• Early access to gamification features

Personalized email & LinkedIn messageFollow-up call from Customer Success

- % of users attending the webinar

-

New OKRs created post-campaign

"Your OKRs, Your Way"

Churned

OKR Admins

due to low adoption across the org

"We’ve added customizable OKR templates & integrations to fit your unique workflow!"

• Free setup consultation
• Customized OKR playbook for their company

3-touch campaign: Email → Call → Demo offer

-

Meeting booked with admin

-

Reactivation rate

"Still Tracking Goals Manually?"

Churned

OKR Users

using spreadsheets as an alternative

"Manual tracking is painful. Let us automate goal progress with real-time updates & seamless integrations."

• Exclusive 50% off for returning customers

Targeted retargeting ads (LinkedIn, email)

-

Click-through & signup rate

-

Reactivation rate

"What’s Missing for You?"

All churned users who haven’t engaged in 60+ days

"Tell us what you need to make Profit.co work for you—your feedback will shape our next updates!"

• Gift card for survey completion
• Early access to new features

Survey email → Follow-up with tailored response

-

Survey completion rate

-

% of users engaging post-feedback