How to write SMART objectives and SMARTER objectives

Variations of words commonly used

S

Specific

Stimulating

Simple

M

Measurable

Motivating

A

Achievable

Appropriate

Attainable

Accepted

Accountable

Agreed

Actionable

R

Realistic

Relevant

Results Orientated

Resources are adequate

T

Time

Timed

Time bound

Timely

Time framed

Trackable

E

R

Objectives should specify what they need to achieve

You should be able to measure whether you are meeting the objectives or not

Are the objectives you set, achievable and attainable?

Can you realistically achieve the objectives with the resources you have?

When do you want to achieve the set objectives?

What exactly are we going to do, with or for whom?

Is it measurable & can WE measure it?

Can we get it done in the timeframe/in this

political climate/with this amount of money?

Will this objective lead to the desired results?

When will we accomplish/ complete this objective?

Specific in the context of developing objectives means that an observable action, behaviour or achievement is described which is also linked to a rate, number, percentage or frequency. This latter point is extremely important - let me illustrate. 'Answer the phone quickly' can be said to be a precise description of behaviour, you can clearly see whether someone answers the phone or not, but there is no rate, number, percentage or frequency linked to it.

So, if I state; 'Answer the phone within 4 rings' a rate has been added and the behaviour is now much more specific.

Summary: Is there a description of a precise or specific behaviour / outcome which is linked to a rate, number, percentage or frequency?

A system, method or procedure has to exist which allows the tracking and recording of the behaviour or action upon which the objective is focused.

Setting an objective that requires phone calls to be answered in four rings is acceptable, provided a system exists which measures whether this is actually being achieved. If none exists the manager must be prepared to set time aside time to actually monitor the response rates to incoming phone calls.

The only other alternative is to get the person with whom the objectives are being set to measure their own progress; in some cases and situations it may be acceptable to do this, in others maybe not - use common sense to decide this.

Remember what gets measures gets done. so be careful!

Summary: Is there a reliable system in place to measure progress towards the achievement of the objective?

The objectives that are set with people need to be capable of being reached, put most basically; there is a likelihood of success but that does not mean easy or simple.

The objectives need to be stretching and agreed by the parties involved.

Setting targets that are plainly ridiculous does not motivate people; it merely confirms their opinion of you as an idiot.

They will apply no energy or enthusiasm to a task that is futile.

Summary: With a reasonable amount of effort and application can the objective be achieved?

This means two things; that the goal or target being set with the individual is something they can actually impact upon or change and secondly it is also important to the organisation.

Example: Telling the cleaners that they 'have to increase market share over the next financial quarter' is not actually something they can do anything about - it's not relevant to them. However, asking them to reduce expenditure on cleaning materials by £50 over the next three months is entirely relevant to them. It's what they spend their budget on every day. As to whether it's relevant to what the organisation is trying to achieve, the manager has to decide this by considering the wider picture.

Summary: Can the people with whom the objective is set make an impact on the situation?

Do they have the necessary knowledge, authority and skill?

In the objective somewhere there has to be a date (Day/Month/Year) for when the task has to be started (if it's ongoing) and/or completed (if it's short term or project related). Simply: No date = No good.

Summary: Is there a finish and/or a start date clearly stated or defined?

An objective must be specific with a single key result. If more than one result is to be accomplished, more than one objective should be written. Just knowing what is to be accomplished is a big step toward achieving it.

What is important to you?

Once you clarify what you want to achieve, your attention will be focused on the objective that you deliberately set. You will be doing something important to you.

An objective must be measurable. Only an objective that affects behaviour in a measurable way can be optimally effective.

If possible, state the objective as a quantity. Some objectives are more difficult to measure than others are. However, difficulty does not mean that they cannot be measured.

How will you know you've progressed?

An objective must be attainable with the resources that are available. It must be realistic.

Many objectives are realistic. However, the time it takes to achieve them may be unrealistic. For example, it is realistic to want to lose ten pounds. However, it is unrealistic to want to lose ten pounds in one week.

What barriers stand between you and your objective? How will each barrier be overcome and within what time frame?

The objective should be central to the goals of the organisation. The successful completion of the objective should make a difference.

How will this objective help the organisation move ahead? Is the objective aligned with the mission of the organisation?

The objective should be traceable. Specific objectives enable time priorities to be set and time to be used on objectives that really matter.

Are the time lines you have established realistic? Will other competing demands cause delay? Will you be able to overcome those demands to accomplish the objective you've set in the time frame you've established?

Acronym element

Description

Diagnostic Questions

Specific

Specific means that the objective is concrete, detailed, focused and well defined.

The objective must be straight forwards and emphasize action and the required outcome.

Specific also means that it’s results and action-orientated.

Objectives need to be straightforward and to communicate what you would like to see happen. To help set specific objectives it helps to ask:

• WHAT am I going to do? This are best written using strong, action verbs such as conduct, develop, build, plan, execute, etc. This helps your objective to be action-orientated and focuses on what’s most important.
• WHY is this important for me to do?
• WHO is going to do what? Who else need to be involved?
• WHEN do I want this to be completed?
• HOW am I going to do this?

• What exactly are we going to do, with or for whom?
• What strategies will be used?
• Is the objective well understood?
• Is the objective described with action verbs?
• Is it clear who is involved?
• Is it clear where this will happen?
• Is it clear what needs to happen?
• Is the outcome clear?
• Will this objective lead to the desired results?

Measurable

If the objective is measurable, it means that the measurement source is identified and we are able to track the actions as we progress towards the objective. Measurement is the standard used for comparison.

For example, what financially independence means to one person, may be totally different compared to what is means for another.

If you cannot measure it .. you cannot manage it

It’s important to have measures that will encourage and motivate you on the way as you see the change occurring, this may require interim measures.

Measurements (and the visible progress) go along way to help us to know when we have achieved our objective.

• How will I know that the change has occurred?
• Can these measurements be obtained?

Achievable

Objectives need to be achievable, if the objective is too far in the future, you’ll find it difficult to keep motivated and to strive to attain it.

Objectives, unlike your aspirations and visions, need to be achievable to keep you motivated.

Objectives need to stretch you, but not so far that you become frustrated and lose motivation.

• Can we get it done in the proposed timeframe?
• Do I understand the limitations and constraints?
• Can we do this with the resources we have?
• Has anyone else done this successfully?
• Is this possible?

Realistic

Objectives that are achievable, may not be realistic….. however, realistic does not mean easy. Realistic means that you have the resources to get it done.

The achievement of an objective requires resources, such as, skills, money, equipment, etc. to the task required to achieve the objective. Whilst keeping objectives realistic, ensure that they stretch you.

Most objectives are achievable but, may require a change in your priorities to make them happen.

• Do you have the resources available to achieve this objective?
• Do I need to revisit priorities in my life to make this happen?
• Is it possible to achieve this objective?

Time

Time-bound means setting a deadlines for the achievement of the objective. Deadlines need to be both achievable and realistic.

If you don’t set a time you will reduce the motivation and urgency required to execute the tasks. Agreed Time frames create the necessary urgency and prompts action.

• When will this objective be accomplished?
• Is there a stated deadline?

 SMARTer Objective for _________________

By ____/_____/___ , __ _____________________________________________________ will have

___________________________ [WHEN]  _____________________________________________________________

[WHO/WHAT, include a number that you can measure]

________________________________________________________________________,

[HOW, WHY (remember to specify results)]

SMARTer objectives for __________________ department/ individual

Objectives for Year:___/___/200__                                       Objectives for Period:___/___/___ to ___/___/___

Individual ____

Manager _____

Individual ____

Manager _____

Individual ____

Manager _____

Individual ____

Manager _____

Individual ____

Manager _____

Example of SMARTer objective

SMART criteria

"To recommend, ...

Achievable

...at the June...

Time bound

...board of directors' meeting, the three...

Specific

...providers that offer the best and broadest coverage at a cost that is at least 10% less than the company's current per-employee contribution."

Realistic and Measurable

• Specific: To obtain 5% market share within the first year of operations within our industry.
• Measurable: To sell 4000 units per month, which equates to approximately 5% market share.
• Achievable: Taking into account primary and secondary research and facts from our market share data ABC Ltd do believe the objectives set are achievable.
• Realistic: Considering the amount of financial resources and manpower expertise we at ABC Ltd do believe that objectives set are realistic.
• Time: It is the expectation that the 5% market share objectives set for ABC Ltd will be achieved by the end of Dec 31st 2004.

Specific

Concrete
Use action verbs

Example #1:
Original objective: xyz supports professional development for staff.

Specific objective: xyz offers Project Management, CRM, and Intro to xyz classes
quarterly with the goals of 80% of the divisional staff trained by June, 2008

Example #2:
Original Objective: The Learning to Teach Virtual Task Force will facilitate continuing
education for instructors.

Specific Objective: The Learning to Teach Virtual Task Force will create and update on a
quarterly basis a web-based site that contains a list of continuing education opportunities for
instructors.

Measurable

Numeric or descriptive
Quantity, quality, cost

Example #1:
Original Objective: The Conference Program Planning committee will increase attendance
at its program.

Measurable Objective: The Conference Program Planning committee will increase
attendance at its 2008 Annual Conference program by at least 10% over 2007.

Example #2:
Original Objective: The Committee will encourage nominations by members by creating
a Web-based nomination form that will be published on the xyz Web site.

Measurable Objective: The Nominating Committee will receive at least five nominations
by Section members through use of the new Web-based nomination form that will be
created and published on the xyz Web site.

Attainable

Feasible

Appropriately limited in scope

Within the employee’s control and influence

Example #1:

Original Objective: Promote issues relating to bibliographic instruction and diversity.

Attainable Objective: Complete an annotated bibliography of library instruction publications related to diverse populations for the xyz web site.

Example #2:

Original Objective: The Education Committee will foster communication between practitioners and graduate school faculty working in the area of library instruction.

Attainable Objective: The Education Committee will organize a discussion forum to be held at xyz Conference 2008, and invite both practitioners and graduate school faculty working in the area of library instruction to attend and discuss how the graduate school can better prepare students for careers in library instruction.

Relevant

Measures outputs or results (not activities)

Includes products, accomplishments

Example #1:

Original Objective: The Teaching Methods Committee will identify and promote teaching materials useful to practicing bibliographic instruction librarians.

Results-focused Objective: The Teaching Methods Committee will post discussion notes from the xyz conference Discussion Forum 2007 “Share Your Teaching Toolkit: Best Practices in Library Instruction” on its Web site to promote teaching materials useful to practicing bibliographic instruction librarians.

Example #2:

Original Objective: The Emerging Technologies in Instruction Committee will promote and facilitate the use of emerging technologies in bibliographic instruction.

Results-focused Objective: The Emerging Technologies in Instruction Committee will develop documents that define, explain, and provide examples of uses of emerging technologies in order to assist educators who are considering or have already started integrating them in their courses.

Time

Identifies target date(s)

Includes interim steps and a plan to monitor progress

Example #1:

Original Objective: The Communication Coordinator will update the “xyz Publications Policies and Procedures Manual,” clarifying the various publications categories and the processes for creating, approving, and disseminating those publications.

Timely Objective: The Communication Coordinator will update the “xyz Publications Policies and Procedures Manual” by the XYZ Annual Conference 2008, clarifying the various publications categories and the processes for creating, approving, and disseminating those publications

Example #2:

Original Objective: The Task Force will revise the current Model Statement published in An Owner’s Guide to the new Model Statement of Objectives for Academic Bibliographic Instruction (2007).

Timely Objective: The Task Force will revise the current Model Statement published in An Owner's Guide to the new Model Statement of Objectives for Academic Bibliographic Instruction (2007). The revision is being conducted in accordance with the 2006 Final

SMART Objective?

(Y or N)

Changes needed to make the objective SMART

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