Measuring success

1. Run the defining success play

Before you can measure success, you’ll need to define it and plan your measurement strategy by running the defining success play.

2. Gather the outputs from the Defining success play

Ensure that you have the outputs from the defining success play, including a clear problem statement, intended outcome statement, identified metrics, and initial benchmark data. You will use these at the beginning of the session.

3. Collect and process data to be used in the session

During the defining success play your team planned how and when to gather the relevant data.

Collect the data from your planned sources, and prepare it to be presented during the workshop. Consider whether the data should be shared (for example, in spreadsheets or a shared tool) or displayed (for example, in a slide deck).

Some types of data may be ready to share without additional work, but some types of data might need substantial processing or analysis in order for your team to discuss them and draw insights. For example, a CSAT score could simply be collected and shared, but qualitative data from user interviews would need to be analysed first so that the results could be discussed.

4. Schedule the play

Plan when to run the measuring success play.
You may choose to schedule each measuring success session individually, but it’s a good idea to book a recurring session. Determine the frequency that works best for your team and project, and schedule the play accordingly.

Remember, the measuring success play should be run regularly throughout the alpha, beta, and live stages of your project.

5. Assign roles and responsibilities

Consider assigning a facilitator to lead the session, a note-taker to capture the discussion and outcomes, and a timekeeper to ensure that the session stays on track.

If someone else is responsible for collecting or presenting data, let them know to prepare.

6. Invite your participants.

In the invitation, include an explanation of the measuring success play, and any additional context or information that participants might need. This will help to ensure that all participants are prepared and have a clear understanding of what is expected of them.

It’s important to give enough notice to ensure participants have free time to come along to the session. Aim to send invitations about 2 weeks in advance.

Calendar meeting request for measuring success

Subject:

Measuring success for [project name]

Meeting description:

Dear [team name if sending a group invitation, or participant name if sending individual invitations],

To ensure our project is on track to meet our goals, it’s important to evaluate our progress regularly by running the measuring success play.

During this session we will:
- Review the metrics we established in the defining success play  
- Analyse our data to evaluate our progress
-Identify any gaps or areas for improvement, and revise our strategies or direction as needed

Please come prepared with any necessary updates or data to contribute to the session. If you have any questions or concerns, please do not hesitate to contact me.

Kind regards,
[Facilitator name]

1. Review the intended outcomes

Begin the session by revisiting the intended outcomes and metrics identified in the defining success play. Make sure that everyone on the team is clear on what these are.

2. Review and analyse the data

Review the data collected on your metrics since the last session. Evaluate your project's progress and effectiveness by comparing the results to your benchmark data. Discuss any trends and identify any gaps or areas for improvement.

For example:

• Are the metrics showing progress towards the intended outcomes?
• Are there any areas where progress is lagging?
• Are there any metrics that need to be revised or refined?

3. Adjust and iterate on your plan

Based on your evaluation, identify any changes you need to make to your project plan in order to meet your intended outcomes.

For example:

• Project planning changes, including changes to your game plan, road map, or team's ways of working.
• Design changes, such as refining your design solution or pivoting your approach.
• Measurement changes, such as adjusting the success criteria or identifying new metrics to measure.

4. Record your results and decisions

Record the decisions and outcomes from each session in a master document that is accessible to the entire project team.

Make sure to include:

• Data collected before and during this session.
• Relevant findings or insights from the session.
• Decisions made during the session, including any changes to the plan, design, or metrics.

Sharing these findings with relevant stakeholders and team members will help maintain team alignment and confidence in project outcomes.

5. Plan your next session

Determine when the next session will be held and what topics will be covered. If you made any changes to your project or plan in step 3, assign tasks and responsibilities before you wrap up the session.

1. Schedule the next session of the measuring success play

To ensure that progress is continuously tracked and evaluated, schedule the next instance of the measuring success play in advance. This will give contributors time to gather and prepare data to analyse.

You may want to set up a regularly recurring meeting rather than booking each one individually.

2. Communicate any changes in direction or strategy to stakeholders

If there is a change in direction or strategy based on the outcomes of the measuring success play, communicate this to the relevant stakeholders. The update should be clear and concise and should explain the reasons for the change in detail to ensure that everyone is on the same page.

You may also want to share a summary of your results, progress, and insights.

3. Continue to collect and analyse data

Data collection and analysis should be an ongoing process throughout the project.  
Running the measuring success play regularly throughout the alpha, beta, and live stages allows you to evaluate your progress.

4. Launch your service or product, and continue measuring success

If your project is ready to launch, measure its real-world impact by tracking your defined metrics after launch, and gathering user feedback. This will also help you identify any areas for improvement or further refinement.

Subject:

Measuring success for [project name]

Meeting description:

Dear [team name if sending a group invitation, or participant name if sending individual invitations],

To ensure our project is on track to meet our goals, it’s important to evaluate our progress regularly by running the measuring success play.

During this session, we will

• Review the metrics we established in the defining success play
• Analyse our data to evaluate our progress
• Identify any gaps or areas for improvement, and revise our strategies or direction as needed

Please come prepared with any necessary updates or data to contribute to the session. If you have any questions or concerns, please do not hesitate to contact me.

Kind regards,
[Facilitator name]