How do you define or write KRAs?

One size does not fit all! The saying is true for KRAs as well. Every company is unique and each role and reasonability will differ as the role demands. Being aware of the goals to achieve is very different from converting them into a written form. Just like SMART Key Performance Indicators (KPIs), the Key Results/Responsibility Areas (KRAs) or goals should also be SMART. Let us understand what SMART shall comprise of, in this context:

Specific: KRAs should be clearly stated as in what and how to do the job?

Measurable: Clarity on how the performance for a particular goal shall be measured.

Achievable: Ensure the set KRAs/goals are achievable, a discussion with the employee or manager shall take place.

Relevant: The selected KRA must be relevant to the job.

Time Bound: The KRAs to be achieved shall be time bound to attain the desired goal. Therefore, making the KRAs relevant and resulting in the improved productivity and efficiency of the employee.

Now, how to write them means following specific steps to document them effectively:

Step 1: Go through the Job description for a particular role or designation of an employee.

Step 2: In case, the job description for a particular employee is not updated, the Human Resources (HR) Personnel must discuss the same with the respective team managers.

Step 3: Figure out what the employee has to achieve. What is expected from the employee in that particular role?

Step 4: Based on the above stated points, list the critical functions and responsibilities in the Job role.

Step 5: Divide the responsibilities or functions into further two categories. For instance, what all can be measured either in numbers or in percentages? Also, what all cannot be measured in numbers or cannot be calculated?

Step 6: Based on the categorisation, the critical responsibilities or functions that can be measured in numbers or percentages shall be converted into the KRAs/goals.

Step 7: Write the self-explanatory definition of each goal or KRA.

Step 8: KRAs/goals can also be categorised into the various sections like customer, financial, business process, learning or growth.

Step 9: Define each KRA and ensure to mention a measurable target to be achieved and attach a realistic timeline to the defined KRA/goal.

Step 10: Review the set KRAs at regular intervals with the employee.

Please note it is important the employee and his/her manager are aligned with the decided KRAs before employees get a review on them for their performance.

WFH challenges and concerns

What is worrying most of the companies and their managers is whether these workers are as productive and as innovative as workers in centralised physical offices. How can organisations manage the effectiveness and measure the productivity of workers performing their job remotely without any physical supervision? This is one question that is still bothering many companies and their managers.

Before we dive into the subject of employee productivity and its measurement process, we need to be well aware that WFH is plausible only in certain sectors, segments, and functions of work. While remote working may be practically possible in areas like knowledge works, customer services, service providing, it is virtually impossible to emulate this in manufacturing or facilities management or construction or housekeeping or such similar areas where the physical presence of human beings is unavoidable and non-replaceable.

The above statement is made by being unaware of the fact that Industry 4.0 technologies like AI, IoT, Cloud, Big Data and Analytics can leverage some amount of automation or remote working but the work is not purely a human effort and a WFH mode. We are discussing here humans working remotely and not about robots replacing humans.

Enablement of WFH environment

Organizations today are responding to a new normal, with many knowledge workers now unexpectedly working from home remotely full time. The nature of this transition has sparked a major question: How do we best measure productivity in knowledge workers, and given those impacts, what is the future of mobile or remote workforces? However, I believe that more than employee productivity measurement, the enablement of employees to work remotely from home is the major challenge.

Leadership teams including Chief Human Resources Officers (CHROs) and Chief Information Officers (CIOs) have already enabled mobile workforces through collaborative technologies in many companies and others have been catching up fast. In today’s world, there is no need to lose your connection with your employees just because they work from home. Implementing the right collaboration tools like Teams, Zoom, Office 365, Google Meeting, to name a few, is the first step in enabling and consequently improving the WFH employee productivity. Supporting employees on infrastructure, connectivity, furniture needs, etc. are the other priorities.

Workaholic and High Performer: What’s the Difference?

In contrast, the highly productive people are real go-getters. They know how to master the day by setting small term accomplishable goals and logging their activities. Just as some people maintain a record of their expenditure to know where they are spending the money, the successful people track the time.

Jullien Gordon, High Performance Coach says, “Know the difference between being a workaholic vs. a high performer. The former wants to look more important, but the latter seeks out important work. Knowing the difference can help you do more in each moment of your day.’’

To be successful, one must have a clear conscience. My argument about this is plain and simple. How can somebody who feigns to be super busy at his workplace without any substantial meaningful contribution have a good night’s sleep? Honesty is a prerequisite for real success, not success that is achieved by shortcuts like lies, deceit, credit stealing and manipulation.

The reason is simple. Nothing can be achieved by a person who only feigns that he is busy. As the late U.S. President Abraham Lincoln said, “You can fool all the people some of the time, and some of the people all the time, but you cannot fool all the people all of the time.”

Understanding Types of Work

It is equally important to understand that distractions do not contribute to productivity and it is therefore essential to eliminate them. We are taught early in life by our parents, teachers and guardians to do everything in our power to give our fullest attention to the task at hand. In reality, the highly productive people are real go-getters. They know how to master the day by setting small term goals and logging their activities. Most of us also get bogged down by the regular flow of workplace mails. It makes sense to unsubscribe from unwanted mails as much as it is to exit avoidable WhatsApp groups where random posts from members can actually interrupt your work.

In his book ‘Deep Work: Rules for Focused Success in a Distracted World’, Cal Newport introduces two types of work: Deep work and Shallow work.

Deep Work

According to him, deep work involves discharging Professional activities in distraction-free concentration that push your cognitive capabilities to their limit. It creates new value, improves skills, and is hard to replicate. Researching, exploring ideas, writing thoughtful content, analysing data, and developing a strategy are all examples of deep work.

Shallow Work

His definition of Shallow work involves logistical tasks that don’t require much brainpower and are often done while distracted. This work does not usually create new value and is easy to replicate. Dealing with email and chat messages, checking social and platform notifications, pulling reports, and data entry are examples of shallow work.
To my mind, a bird that flies far to collect twigs and material to make a nest is an exception. She is both busy and successful. But in real life, overstressed executives who are forever complaining of paucity of time are not really successful.

Work from home benefits for businesses

Reduced overhead costs

This is one of the first and a foremost benefit of remote working for employers is that it helps them reduce overhead expenditures. Office equipment, basic amenities, furniture costs, etc. can be saved upfront. There are other costs like electricity, internet, office supplies, etc. that can also be done away with. This saves a great deal of money for the organisation. The organisation can also save on social events like birthday or holiday parties. Although team building activities are important, there are ways to do that virtually, too. The company can instead focus on high-impact areas rather than spend on things like rental space and activity materials.

Increased Productivity

Studies have shown that employees who are allowed to work from home tend to be more productive than those who work in a 9-5 kind of office environment. Their increased productivity is linked to employees feeling more focussed and having greater autonomy, responsibility and accountability for their work. And a more productive employee is the best thing a company can ask for. Employees with flexible work options are known to have higher morale and enjoy their job responsibilities more than those in a traditional office environment. This will in turn lead to benefits in terms of more bottom-line earnings. Not only are there fewer social distractions, but there are also more opportunities to take necessary breaks when needed, which enhances overall performance, motivation, and creativity.

Good for the environment

In the absence of daily commute and paperless communication, employers are also doing their bit for the environment. New work cultures like videoconferencing, virtual meetings, and working from home help reduce carbon emissions. It also makes running a business more pocket friendly. It’s a win-win for all. According to a report, by making environmentally sound choices like opting to use less paper and monitoring their air conditioning, heating, and lighting, remote workers have the same potential impact on air quality as planting an entire forest of 91 million trees. Work from home is one of the cheapest ways for employers and employees to decrease their carbon footprint by reducing commuter travel.