Dear All,
As of now, we have just celebrated two birthdays by sending a wish mail and giving gifts by collecting money from our employees. However, our director has not confirmed whether the company is going to contribute to the cake and snacks, so we couldn't cut the cake. One of the employees is of the opinion that we should celebrate by going out for lunch and cutting a cake. Otherwise, we should consider stopping this celebration. I am really confused. The director has not confirmed with me on the birthday celebration. Can anyone guide me, please?
Regards
From India, Bangalore
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8As of now, we have just celebrated two birthdays by sending a wish mail and giving gifts by collecting money from our employees. However, our director has not confirmed whether the company is going to contribute to the cake and snacks, so we couldn't cut the cake. One of the employees is of the opinion that we should celebrate by going out for lunch and cutting a cake. Otherwise, we should consider stopping this celebration. I am really confused. The director has not confirmed with me on the birthday celebration. Can anyone guide me, please?
Regards
From India, Bangalore
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Birthday celebrations are held to motivate and boost the morale of an employee. Usually, small gestures can have a significant impact, even though many companies believe it adds to their costs. If your director does not agree, do not ask again. You and your group of employees can organize and contribute to the celebrations. The respective department members can also pitch in and celebrate on their own.
Regards,
Bharghavi
From India, Bangalore
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Regards,
Bharghavi
From India, Bangalore
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Thank you, Bharghavi. It is not that he doesn't want to contribute; he is just busy with many schedules and is not able to respond to me regarding this. But being an HR professional, I just don't want to stop the celebration. Can you help me with a draft email to communicate to employees about voluntary contributions for birthdays without disclosing the fact that I didn't get any confirmation from management? I don't want to inform them that management is not confirming their contributions.
It would be great if you could help me with the mail format.
Thanks in advance.
Regards
From India, Bangalore
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It would be great if you could help me with the mail format.
Thanks in advance.
Regards
From India, Bangalore
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I think the below draft would help you:
"Dear All,
Birthday is an occasion that should be memorable for everyone. It is also a day that reminds us that we are getting older and older. To make this a special moment for our employees, we are glad to inform you that we will celebrate our employees' birthdays, starting from (insert date).
To achieve joy and capture the special moments of the celebrations, we request our employees to contribute wholeheartedly and support us. As the saying goes, 'When your purse is emptied, your heart gets filled,' we hope our employees will always support and encourage us."
Hope this meets your needs.
(Ice in the water... He He He!)
Regards,
Bharghavi
From India, Bangalore
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"Dear All,
Birthday is an occasion that should be memorable for everyone. It is also a day that reminds us that we are getting older and older. To make this a special moment for our employees, we are glad to inform you that we will celebrate our employees' birthdays, starting from (insert date).
To achieve joy and capture the special moments of the celebrations, we request our employees to contribute wholeheartedly and support us. As the saying goes, 'When your purse is emptied, your heart gets filled,' we hope our employees will always support and encourage us."
Hope this meets your needs.
(Ice in the water... He He He!)
Regards,
Bharghavi
From India, Bangalore
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Procedure for Birthday Celebration Approval
Please make a file note and send it to your director for approval. If he approves, then you can proceed with the company covering the cost. In the file note, you can also mention the estimated expenditure for the birthday celebration per employee. If he is not interested, he will likely contact you to discuss further or reject the file note without approval. At that point, you should halt the celebration. However, you can still send a greeting card to the employee on their birthday. Ensure that the greeting card is signed by the same director.
From India, Kumbakonam
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Please make a file note and send it to your director for approval. If he approves, then you can proceed with the company covering the cost. In the file note, you can also mention the estimated expenditure for the birthday celebration per employee. If he is not interested, he will likely contact you to discuss further or reject the file note without approval. At that point, you should halt the celebration. However, you can still send a greeting card to the employee on their birthday. Ensure that the greeting card is signed by the same director.
From India, Kumbakonam
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As per our IT person, we should celebrate by arranging lunch and other activities. However, other employees have not given any response until now. Currently, they are contributing for the card and gift. But the IT person suggests we should celebrate in a joyful way; otherwise, we should stop this. Can you please suggest what things I can include in a file note?
Regards
From India, Bangalore
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Regards
From India, Bangalore
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Managing Office Celebrations
If you go for lunch and other events, it will waste office hours. You can make a note and place it on the notice board daily, instructing the staff to assemble at the assembly point after the lunch hour. You can simply cut a cake, and it must be finished within 15 minutes. If it prolongs, then the work will get hampered. That might be the reason your director is not showing any interest in organizing the birthday celebration. For a small gift and a greeting card, normally your director may not refuse. Please discuss with him personally and go through some file note and approval procedures.
From India, Kumbakonam
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If you go for lunch and other events, it will waste office hours. You can make a note and place it on the notice board daily, instructing the staff to assemble at the assembly point after the lunch hour. You can simply cut a cake, and it must be finished within 15 minutes. If it prolongs, then the work will get hampered. That might be the reason your director is not showing any interest in organizing the birthday celebration. For a small gift and a greeting card, normally your director may not refuse. Please discuss with him personally and go through some file note and approval procedures.
From India, Kumbakonam
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Celebrating Birthdays in Our Company
Hi, just thought of sharing how we celebrate birthdays in our company. As an HR person, I keep a record of everyone's birthday. A day before the birthday, I place a birthday card beside the login register. All employees either put their initials, write something in the card, or just wish the birthday person (some even draw cute faces). This card is handed over to the employee on their birthday with a small birthday song at the beginning of the day. By the afternoon, we have an ice cream party, which is not expensive for the company. Hence, the cost is manageable, and time management is also taken care of.
From India, Ahmedabad
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Hi, just thought of sharing how we celebrate birthdays in our company. As an HR person, I keep a record of everyone's birthday. A day before the birthday, I place a birthday card beside the login register. All employees either put their initials, write something in the card, or just wish the birthday person (some even draw cute faces). This card is handed over to the employee on their birthday with a small birthday song at the beginning of the day. By the afternoon, we have an ice cream party, which is not expensive for the company. Hence, the cost is manageable, and time management is also taken care of.
From India, Ahmedabad
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Celebrating Employee Birthdays
In my organization, we celebrate employees' birthdays at the end of each month. The last working Saturday is designated for this celebration. We have obtained approval from management for a fixed amount to cover cakes, snacks, cold drinks, etc. Each month, a different department is responsible for organizing the get-together and must also come up with games to keep the crowd engaged during the event. I hope this information is helpful to you.
From India, Mumbai
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In my organization, we celebrate employees' birthdays at the end of each month. The last working Saturday is designated for this celebration. We have obtained approval from management for a fixed amount to cover cakes, snacks, cold drinks, etc. Each month, a different department is responsible for organizing the get-together and must also come up with games to keep the crowd engaged during the event. I hope this information is helpful to you.
From India, Mumbai
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Facing Employee Expectations in Celebrations
I can also share some cost-effective ways to celebrate, but first of all, I really want to tell you to be ready to face all the employees confidently. Let me tell you very clearly; you will never be able to satisfy all the employees.
As you mentioned, your IT person says that either do a proper lunch outing or don't do anything, so you just have to inform him politely that you have to ensure your employees are happy, and even your organization setup is also taken care of properly.
Don't go into further discussion with anyone on this. First of all, send an Excel file with the total number of employees in your company and plan for the coming year on the tentative cost for the small gathering for birthdays. Don't try to spend much as, at the end of the day, this birthday celebration will become mundane; people will come, eat, and go back. If your director approves the cost, then only do that good birthday celebration; else, don't take contributions from employees. After some time, they will take a back seat as they will not be ready to spend every time, and later they will say, "What is the organization doing for us? We are spending money from our pocket." Motivation will turn to frustration.
Rather do small things, like a very nice suggestion of a card shared above, or you can send a personalized email to all to wish the individual.
In my organization, I get my desk decorated with balloons, a write-up on my birthday, and a card. I feel that the employee spends most of their time sitting at the same desk, so while sitting there, they should feel special, and that person will enjoy their whole day. Along with that, I have given a half-day off to the birthday boy/girl, as we feel this special day is definitely to be celebrated with friends and family. If you allow the employee to be with the family on that special day, nothing great you can bring in for that person.
We also encourage teams; if they want to bring cakes for their team member or take them out, they can do that. The organization does not do anything else apart from that.
I just wish you all the best. Being an HR, you have to support employees, but you definitely keep in mind the organization's growth and profit margin. You can do many more events rather than just spending money on birthdays; you can take them for a picnic, a movie once or twice a year, or take them to an NGO, ask them to do some social work. Everyone enjoys that social welfare.
These are my suggestions, and I wish you ALL THE BEST...
Enjoy & have fun
Regards, Monika
From United States, Duluth
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I can also share some cost-effective ways to celebrate, but first of all, I really want to tell you to be ready to face all the employees confidently. Let me tell you very clearly; you will never be able to satisfy all the employees.
As you mentioned, your IT person says that either do a proper lunch outing or don't do anything, so you just have to inform him politely that you have to ensure your employees are happy, and even your organization setup is also taken care of properly.
Don't go into further discussion with anyone on this. First of all, send an Excel file with the total number of employees in your company and plan for the coming year on the tentative cost for the small gathering for birthdays. Don't try to spend much as, at the end of the day, this birthday celebration will become mundane; people will come, eat, and go back. If your director approves the cost, then only do that good birthday celebration; else, don't take contributions from employees. After some time, they will take a back seat as they will not be ready to spend every time, and later they will say, "What is the organization doing for us? We are spending money from our pocket." Motivation will turn to frustration.
Rather do small things, like a very nice suggestion of a card shared above, or you can send a personalized email to all to wish the individual.
In my organization, I get my desk decorated with balloons, a write-up on my birthday, and a card. I feel that the employee spends most of their time sitting at the same desk, so while sitting there, they should feel special, and that person will enjoy their whole day. Along with that, I have given a half-day off to the birthday boy/girl, as we feel this special day is definitely to be celebrated with friends and family. If you allow the employee to be with the family on that special day, nothing great you can bring in for that person.
We also encourage teams; if they want to bring cakes for their team member or take them out, they can do that. The organization does not do anything else apart from that.
I just wish you all the best. Being an HR, you have to support employees, but you definitely keep in mind the organization's growth and profit margin. You can do many more events rather than just spending money on birthdays; you can take them for a picnic, a movie once or twice a year, or take them to an NGO, ask them to do some social work. Everyone enjoys that social welfare.
These are my suggestions, and I wish you ALL THE BEST...
Enjoy & have fun
Regards, Monika
From United States, Duluth
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Celebrating Employee Birthdays
It is a good practice to celebrate the birthdays of staff members. This gesture shows that we care for our employees. In most companies, the Director personally sends greetings along with a box of chocolates. You may send a note to the top management clearly stating the advantages of celebrating employees' birthdays.
It can be a simple celebration with a cake costing around Rs. 500 or so, cut by the employee and distributed among the staff. You may indicate the total expenditure for the year to mainly highlight the cost. Normally, the top management will agree to this.
Making a tour, conducting a party, etc., are not feasible nowadays. However, employees can contribute and give a gift to the colleague celebrating their birthday.
From India, Madras
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It is a good practice to celebrate the birthdays of staff members. This gesture shows that we care for our employees. In most companies, the Director personally sends greetings along with a box of chocolates. You may send a note to the top management clearly stating the advantages of celebrating employees' birthdays.
It can be a simple celebration with a cake costing around Rs. 500 or so, cut by the employee and distributed among the staff. You may indicate the total expenditure for the year to mainly highlight the cost. Normally, the top management will agree to this.
Making a tour, conducting a party, etc., are not feasible nowadays. However, employees can contribute and give a gift to the colleague celebrating their birthday.
From India, Madras
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Asking people to contribute as a friend is okay, but as an HR representative, it looks bad. It's not a relief fund that you can request on a humanitarian basis. I don't think everybody will approve the official email request to contribute. This may increase unhappiness instead of spreading joy.
Alternative Celebration Ideas
Instead, you can plan a small cake and soft drinks "get together" in the office one evening every month to celebrate all birthdays in that month. You may ask the birthday person(s) to contribute to this, as they would be happy to do it for their birthday. A small party won't need big contributions.
Spending money and showing that you care are two different things. You seem to really care for these things. Then don't let it down because you do not have money approved to spend on it.
Cost-Effective Ways to Celebrate
You can do things that do not need a lot of money, like putting their photos up on the wall and letting people write wishes and sign them. You can continue to send wishes over email, copied to all employees, which implies that you show your concern and care on a personal level. You can give them small bouquets.
Involving Leadership
You can invite the director for the event, so he would see the ideas in execution and would be ready to contribute on a company level. Then you can increase the scale of these parties... maybe to provide lunch as well.
Best Regards,
Amod.
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Alternative Celebration Ideas
Instead, you can plan a small cake and soft drinks "get together" in the office one evening every month to celebrate all birthdays in that month. You may ask the birthday person(s) to contribute to this, as they would be happy to do it for their birthday. A small party won't need big contributions.
Spending money and showing that you care are two different things. You seem to really care for these things. Then don't let it down because you do not have money approved to spend on it.
Cost-Effective Ways to Celebrate
You can do things that do not need a lot of money, like putting their photos up on the wall and letting people write wishes and sign them. You can continue to send wishes over email, copied to all employees, which implies that you show your concern and care on a personal level. You can give them small bouquets.
Involving Leadership
You can invite the director for the event, so he would see the ideas in execution and would be ready to contribute on a company level. Then you can increase the scale of these parties... maybe to provide lunch as well.
Best Regards,
Amod.
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Bharghavi's suggestion regarding the matter at hand is commendable. Due to the financial burden, most companies do not approve the celebration of an employee's birthday. Therefore, in my opinion, you should refrain from bringing up this matter with your manager or director again.
Best Regards,
Vikas Ranjan
From India, Bangalore
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Best Regards,
Vikas Ranjan
From India, Bangalore
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It's better to have a fund for birthday celebrations, farewell parties, etc. The best approach would be to deduct a very small amount, i.e., Rs. 25/- or Rs. 50/- from all the employees (depending on the number of staff) on a monthly basis. This can help reduce the burden on employees at a given time by making a significant contribution. A birthday card signed by all the employees, a cake cutting, and, if there is sufficient funding, providing some snacks along with the cake would be a good idea. Your Director may not disagree with deducting a small amount from employees, as it is not a substantial sum and is being spent for all the staff themselves. They too may not disagree with it.
Regards, Swapna
From India, Ahmadabad
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Regards, Swapna
From India, Ahmadabad
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Dear All,
In our office, we celebrate our employees' birthdays. It is a great motivational tool, but it depends on the cost as well. If we are going to arrange a cake, card, and flowers, it costs almost 3-5k. So, for example, if you have 100 employees, the cost will be 50k. Sometimes management does not approve the cost. In that regard, we have purchased the cards at the office's cost, and we create a fund from employees as well as departments. Depending on the fund, we arrange the party. In the card, we take the signature from the MD, CEO level.
The Memo Idea
The memo idea is a good one. I have the operationally approved memo, but when I went to get the financially approved memo, it was not entertained. Employees feel happy when they receive a flower or card. Trust me, it motivates them more than a promotion. There should be some fund for employee motivation.
Regards,
Saafi
From Bangladesh
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In our office, we celebrate our employees' birthdays. It is a great motivational tool, but it depends on the cost as well. If we are going to arrange a cake, card, and flowers, it costs almost 3-5k. So, for example, if you have 100 employees, the cost will be 50k. Sometimes management does not approve the cost. In that regard, we have purchased the cards at the office's cost, and we create a fund from employees as well as departments. Depending on the fund, we arrange the party. In the card, we take the signature from the MD, CEO level.
The Memo Idea
The memo idea is a good one. I have the operationally approved memo, but when I went to get the financially approved memo, it was not entertained. Employees feel happy when they receive a flower or card. Trust me, it motivates them more than a promotion. There should be some fund for employee motivation.
Regards,
Saafi
From Bangladesh
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