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Appoint an agency Rewards and Recognition Coordinator

Appoint an agency Rewards and Recognition Coordinator to ensure recognition activities are managed and communicated appropriately. Elements of the Rewards and Recognition Coordinator's role description might include:

• Chair and/or participate on agency rewards and recognition committee
• Ensure all rewards and recognition information is communicated appropriately throughout the organization
• Coordinate training activities
• Function as the "go to" person for employee and manager questions and concerns
• Ensure rewards and recognition plans and activities are reviewed and documented
• Coordinate surveys, focus groups and other means of employee feedback

Establish a Rewards and Recognition Committee

Establish a Rewards and Recognition Committee to develop and monitor the program and its activities. The committee should be composed of both managers and employees. Depending on the size of your agency, you may want to have separate committees for individual segments of the organization (i.e. divisions). Committee activities may include the following:

• Develop guidelines for formal and informal rewards and recognition programs
• Develop informational materials and means of communication to ensure employees are made aware of the program and plan
• Develop training for managers
• Determine types of rewards and criteria for earning rewards/recognition
• Determine how and when formal awards are presented
• Monitor budgetary guidelines and assure that program guidelines adhere to them
• Routinely monitor and evaluate the program to make necessary revisions
• Assist with coordination and analysis of program feedback

Determine the agency's needs

Determine the agency's needs. This may include conducting surveys, focus groups, polling key managers, etc. It is important to engage top management in this effort, and tie employee expectations for rewards and recognition with management's strategic objectives for the organization. Because these may change from year to year, it is important to routinely review the program to ensure that it is current with employee and organizational expectations.

Define the scope and direction of the program

Define the scope and direction of the program. Rewards and recognition activities should be tied to the organization's culture, mission, goals and strategic objectives. Some examples of rewards and recognition program goals might include the following:

• Improving safety
• Honoring top performance
• Acknowledging creativity and innovation
• Recognizing excellent customer service
• Acknowledging positive attitudes
• Honoring highly skilled employees or those attaining new skills
• Honoring team players
• Recognizing employees who are active in the community

Develop the program guidelines

Develop the program guidelines. Establish the parameters of the program with a written set of guidelines. Depending on the needs of the agency, components may include the following:

• Goals and objectives of the program
• Methods of evaluating the program
• Formal awards and the criteria to earn them
• Informal methods of recognizing employees
• Awards and activities specific to individual work units or segments of the organization
• Whatever your organization needs

Communicate and train on the program

Communicate and train on the program. Create clear lines of communication for announcements. Provide all employees comprehensive information about the program, including roles, goals, criteria and expectations. Train managers in the importance of rewards and recognition, proper techniques and the highlights of your agency's program. Communication pieces may include:

• Kickoff meetings
• Promotional materials
• Training sessions for supervisors and/or employees
• Status updates via e-mail, newsletters, internet

Share Information

Provide details about your rewards and recognition program to the Office of State Personnel regularly for the purposes of information sharing. Information may include the following:

• Name and contact information for agency coordinator and members of the committee
• Formal and/or informal rewards and recognition activities taking place
• Information about employees who have been recognized
• Any other information that can be linked from the website

Conduct ongoing review and evaluation

Conduct on-going review and evaluation of your program to ensure it is accomplishing what it should. Consider developing an employee engagement survey or conducting additional focus groups to get the information you need. Document the results and any plans to deal with deficiencies. Some questions to consider may include:

• Do employees understand the program?
• Are employees excited about the program?
• Do employees like the rewards and activities?
• What rewards and activities do they like best or dislike most?
• What parts of the program should be continued or discontinued?
• How frequently do managers recognize employees?
• Has there been an improvement in performance that can be linked to the rewards and recognition program?
• Has there been an improvement in morale that can be linked to the rewards and recognition program?