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Best Practices

Best Practices

Get the most out of Emanate Great with these proven strategies for HR teams and employees. This guide shares tips from successful implementations across organizations.

For HR Teams

Getting Started Right

1. Plan Your Launch

Before you set up displays:

  • ✅ Identify high-traffic locations for maximum visibility
  • ✅ Determine recognition cadence (weekly EOTM? monthly highlights?)
  • ✅ Choose which features to enable (comments, GIFs, nominations)
  • ✅ Decide on moderation approach (auto-approve or review first)
  • ✅ Prepare internal communication to announce the program

Timeline recommendation:

  • Week 1: Set up 1-2 displays as pilot
  • Week 2: Train HR team, test all features
  • Week 3: Announce to employees, launch officially
  • Week 4+: Expand to additional locations, gather feedback

2. Choose Display Locations Wisely

Best locations for recognition displays:

High-traffic areas:

  • ✅ Main lobby - First impression for visitors and employees
  • ✅ Break rooms - Captive audience during coffee breaks
  • ✅ Elevator lobbies - People have time to read while waiting
  • ✅ Cafeteria - Long dwell time during meals
  • ✅ Main hallways - High foot traffic

Areas to avoid:

  • ❌ Bathrooms (inappropriate)
  • ❌ Very dim areas (hard to see displays)
  • ❌ Behind doors or corners (low visibility)
  • ❌ Areas with direct sunlight glare
  • ❌ Locations with poor WiFi signal

Pro tip: Start with 2-3 prime locations rather than spreading too thin. Quality over quantity!

3. Set Recognition Frequency

Consistency matters! Establish a regular cadence:

Recommended schedules:

  • Employee of the Month: 1 recognition per month (obviously!)
  • Promotions: As they happen (usually ongoing)
  • Work Anniversaries: Batch celebrate monthly or recognize individually
  • Team Wins: Weekly or bi-weekly highlights
  • Mixed content: Rotate different types daily

Sample rotation schedule:

Week 1: Employee of the Month (new)
Week 2: Promotion announcement + Previous EOTM
Week 3: Team achievement + Recent promotions
Week 4: Work anniversaries + Rotating highlights

Tip: Keep 3-5 active recognitions rotating at once. Too few = repetitive, too many = diluted impact.

Creating Effective Recognitions

1. Write Compelling Recognition Text

Do’s:

  • ✅ Be specific about achievements
  • ✅ Mention measurable outcomes when possible
  • ✅ Tell a brief story
  • ✅ Include personality touches
  • ✅ Use active, positive language
  • ✅ Keep it readable at a distance

Don’ts:

  • ❌ Generic praise (“great job”)
  • ❌ Inside jokes only a few understand
  • ❌ Excessive length (people read displays quickly)
  • ❌ ALL CAPS (looks like shouting)
  • ❌ Complex jargon or acronyms
  • ❌ Negative or comparative language

Example - Bad:

“Sarah did great work this month.”

Example - Good:

“Sarah transformed our customer onboarding process, reducing setup time by 40% while improving customer satisfaction scores. Her innovative thinking and dedication to excellence make her our November Employee of the Month!“

2. Choose Photos Wisely

Photo requirements:

  • High resolution - At least 1080p (1920x1080)
  • Good lighting - Clear, well-lit faces
  • Professional - Workplace-appropriate attire
  • Recent - Not outdated photos
  • Centered subject - Person clearly visible

Photo tips:

  • ✅ Use professional headshots when available
  • ✅ Ensure diverse representation across recognitions
  • ✅ Get permission before using employee photos
  • ✅ Consider background - not too busy or distracting
  • ❌ Avoid group photos where individual isn’t clear
  • ❌ Don’t crop too tightly or too loosely

3. Video vs. Image Templates

Choose video templates when:

  • You have professional video content
  • The recognition is extra special (major milestone)
  • You want more dynamic, eye-catching displays
  • File size and loading aren’t concerns

Choose image templates when:

  • You’re starting out (simpler, faster)
  • Display bandwidth is limited
  • You need quick setup
  • Photos are high-quality

Pro tip: Mix both! Use videos for major recognitions, images for regular ones.

Managing Engagement Features

1. Comments Settings

Enable comments when:

  • ✅ You want interactive participation
  • ✅ Your culture supports public appreciation
  • ✅ You can monitor/moderate if needed

Moderation approaches:

Auto-approve (recommended for most):

  • Pros: Real-time engagement, less HR work
  • Cons: Potential for inappropriate content (rare)
  • Best for: Established positive cultures

Require approval:

  • Pros: Full control, prevent any issues
  • Cons: Delays participation, requires HR monitoring
  • Best for: First rollouts, cautious cultures

Tips:

  • Start with moderation, move to auto-approve after confidence builds
  • Check displays daily in early weeks
  • Have clear guidelines for what’s appropriate

2. GIF Settings

Enable GIFs when:

  • ✅ Your culture is casual/fun
  • ✅ You trust employees’ judgment
  • ✅ You want maximum engagement

Disable GIFs when:

  • ❌ Very formal corporate culture
  • ❌ Concerns about appropriateness
  • ❌ Display bandwidth is limited

Middle ground:

  • Enable GIFs with comment moderation
  • Test during pilot phase
  • Provide guidelines in launch communication

Pro tip: GIFs dramatically increase engagement! Most organizations find they’re worth enabling.

3. Likes & Nominations

Likes:

  • Enable for all recognitions
  • Quick, anonymous appreciation
  • No moderation needed
  • No reason to disable

Nominations:

  • Enable when you want employee input
  • Use to discover hidden stars
  • Review regularly for future recognitions
  • Can disable if overwhelming with volume

Display Management

1. Use QR Code Pairing

Why it’s the best method for kiosks:

  • ✅ Stays authenticated 24/7 (no re-login)
  • ✅ More secure (no passwords on shared displays)
  • ✅ Easy to manage multiple displays
  • ✅ Professional solution for permanent installations
  • ✅ Simple to set up new displays

Avoid email/password for permanent displays:

  • May timeout and require re-login
  • Password visible during setup on public screens
  • Less ideal for shared/unattended devices

Complete setup guide →

2. Name Devices Clearly

Good device names:

  • ✅ “Lobby Main Entrance”
  • ✅ “Break Room 2nd Floor”
  • ✅ “Elevator Bank West Wing”
  • ✅ “Cafeteria North Wall”

Bad device names:

  • ❌ “Display 1”
  • ❌ “Test”
  • ❌ “Sam’s iPad”
  • ❌ “Kiosk”

Why it matters:

  • Easy to identify in dashboard
  • Helps track which displays need attention
  • Clear for troubleshooting
  • Professional organization

3. Monitor Display Health

Weekly checks:

  • Are all displays showing current content?
  • Is internet connection stable?
  • Are QR codes scannable?
  • Are displays powered on during business hours?

Monthly maintenance:

  • Review device list in dashboard
  • Remove old/unused devices
  • Update any changed locations
  • Check for software updates on display hardware

Building Participation

1. Launch Communication

Announce the program effectively:

Email template:

Subject: 🌟 Introducing Emanate Great - Celebrate Each Other!

Hi Team,

We're excited to launch Emanate Great, our new employee recognition platform! 

You'll now see recognition displays in [locations]. These celebrate employees of 
the month, promotions, anniversaries, and team achievements.

HOW TO PARTICIPATE:
- Scan QR codes on displays with your phone
- Write colorful comments to congratulate colleagues
- Tap the ❤️ to like recognitions
- Nominate deserving team members

It takes 30 seconds and makes someone's day!

Check out our guide: [link to docs]

Questions? Reply to this email!

- HR Team

Announcement channels:

  • All-hands meetings
  • Company newsletter
  • Slack/Teams announcement
  • Posters near displays
  • Manager briefings (cascade communication)

2. Drive Initial Engagement

First month tactics:

Create excitement:

  • 🎁 Contest: “Most creative comment wins [prize]”
  • 🏆 Recognition: Highlight active participators
  • 🍕 Event: “Comment during lunch, enter pizza raffle”
  • 👥 Leadership: Have executives comment first

Make it visible:

  • Walk groups of employees to displays
  • Demonstrate scanning at team meetings
  • Include in new hire orientation
  • Add to workspace tours

Remove barriers:

  • Provide QR code scanning help
  • Station “ambassadors” near displays first week
  • Send quick how-to video
  • Offer one-on-one help to hesitant users

3. Maintain Momentum

Ongoing engagement strategies:

Monthly:

  • 📊 Share participation stats (“200 comments this month!”)
  • 🌟 Highlight best comments in newsletter
  • 📣 Remind people about nomination feature
  • 🎯 Refresh recognition content regularly

Quarterly:

  • Survey employees about the program
  • Add new recognition categories
  • Introduce fresh comment styles or features
  • Celebrate program milestones

Annually:

  • Review overall impact and ROI
  • Expand to new locations
  • Gather success stories
  • Plan next year’s recognition strategy

For Employees

Commenting Best Practices

1. Be Timely

Comment soon after recognitions are posted:

  • ✅ Within first 24-48 hours is ideal
  • ✅ Shows you’re paying attention
  • ✅ Creates early momentum (others follow)
  • ✅ More meaningful when fresh

Set a reminder:

  • Check displays Monday mornings
  • Look during coffee breaks
  • Make it part of your routine

2. Be Specific

Generic comments feel empty:

  • ❌ “Congrats!”
  • ❌ “Well done!”
  • ❌ “You deserve it!”

Specific comments feel genuine:

  • ✅ “Your leadership on the Q4 project was incredible!”
  • ✅ “Thank you for mentoring me when I started—it made all the difference!”
  • ✅ “Your positive attitude every single day lifts the entire team!”

Formula: Achievement + Impact + Congratulations

3. Vary Your Participation

Mix up how you engage:

  • Some days: Write detailed comments
  • Some days: Quick likes
  • Some weeks: Submit nominations
  • Try all 10 comment styles!

Spread the love:

  • Don’t only comment on your team
  • Recognize people you don’t know well
  • Celebrate different departments
  • Be inclusive in your appreciation

4. Choose Appropriate GIFs

Good GIF choices:

  • ✅ Celebratory (confetti, fireworks)
  • ✅ Supportive (applause, thumbs up)
  • ✅ Encouraging (high-five, trophy)
  • ✅ Professional yet fun

Bad GIF choices:

  • ❌ Anything controversial
  • ❌ Inappropriate humor
  • ❌ Too complex/long
  • ❌ Text-heavy (hard to read)

When in doubt: Skip the GIF and just use a great comment style!

Nomination Best Practices

1. Nominate Regularly

Don’t wait for “perfect” candidates:

  • Anyone doing great work deserves consideration
  • HR wants a pool of options
  • Monthly nominations are reasonable
  • Your input helps HR see the full picture

Keep notes:

  • When you see something nomination-worthy, write it down
  • Note specific achievements and dates
  • Build evidence over time
  • Submit when you have a compelling case

2. Provide Detail

What HR needs to know:

  • What the person achieved
  • How it impacted the team/company
  • Why it’s recognition-worthy
  • When it happened (specific timeframe)

Example structure:

Nominee: [Name]
Achievement: [What they did]
Impact: [How it helped]
Why: [What makes it special]
Timeframe: [When]

3. Look Beyond Your Team

Expand your recognition horizon:

Consider:

  • People who help you from other departments
  • Cross-functional collaborators
  • Support staff who go unnoticed
  • New employees making strong impressions
  • Long-time contributors

Ask yourself:

  • Who made my job easier this month?
  • Who solved a problem creatively?
  • Who embodies our company values?
  • Who deserves more visibility?

Building a Recognition Culture

For Leadership

1. Model the Behavior

Leaders set the tone:

  • ✅ Comment first on new recognitions
  • ✅ Like generously
  • ✅ Submit nominations
  • ✅ Reference recognition displays in meetings
  • ✅ Celebrate participation

Visible leadership participation:

  • Increases overall engagement 3x
  • Signals that recognition matters
  • Makes it “safe” for everyone to participate
  • Builds culture from the top down

2. Make Recognition Part of Culture

Integrate into existing programs:

Team meetings:

  • Show recognition displays during meetings
  • Celebrate team members who were recognized
  • Encourage live commenting during meetings
  • Review nominations submitted

Performance reviews:

  • Reference Emanate Great recognitions
  • Consider participation in engagement metrics
  • Acknowledge employees who actively recognize others
  • Use as qualitative data point

Company events:

  • Display recognitions on screens at events
  • Announce top-recognized employees
  • Highlight most-liked recognitions
  • Celebrate participation milestones

3. Provide Resources

Remove barriers to participation:

  • Ensure displays are in accessible locations
  • Provide how-to guides and training
  • Offer IT support for scanning issues
  • Give employees time to participate (yes, during work!)

Invest appropriately:

  • Quality displays in prime locations
  • Sufficient recognition frequency
  • HR time for content creation
  • Occasional incentives for participation

Measuring Success

1. Key Metrics to Track

Engagement metrics:

  • Number of comments per recognition
  • Average likes per recognition
  • Nomination submission rate
  • Unique participants (percentage of employees)
  • Comment styles used (variety = engagement)

Content metrics:

  • Recognitions posted per month
  • Display uptime/reliability
  • QR code scan rate
  • Time to first comment (engagement speed)

Cultural metrics:

  • Employee satisfaction surveys
  • Participation across departments
  • Leadership engagement rate
  • Voluntary participation (not forced)

2. Set Realistic Goals

Year 1 benchmarks:

  • 30-50% of employees participate at least once
  • Average 10-15 comments per recognition
  • 50+ likes per recognition
  • 5-10 nominations per month

Mature program benchmarks:

  • 60-80% of employees participate regularly
  • Average 20-30 comments per recognition
  • 100+ likes per recognition
  • 15-25 nominations per month

Remember: Every organization is different. Track your own trends!

3. Gather Feedback

Regular pulse checks:

Monthly: Quick dashboard review with HR team Quarterly: Employee survey (5 questions max) Annually: Comprehensive program review

Survey questions to ask:

  • “Do you regularly see recognition displays?”
  • “Have you participated (comment/like/nominate)?”
  • “Do recognitions feel meaningful and deserved?”
  • “What would improve the program?”
  • “Do you feel appreciated at work?” (track over time)

Troubleshooting Common Issues

Low Participation

Problem: People aren’t commenting or liking

Solutions:

  1. Increase visibility - Add more displays or better locations
  2. Simplify process - Ensure QR scanning is easy
  3. Provide incentives - Contests, recognition for participators
  4. Leadership participation - Have executives model behavior
  5. Training - Quick how-to sessions at team meetings
  6. Quality check - Are recognitions compelling and frequent?

Inappropriate Content

Problem: Occasional inappropriate comment or GIF

Solutions:

  1. Enable moderation temporarily
  2. Communicate guidelines clearly
  3. Address privately with individual
  4. Remove content quickly from dashboard
  5. Disable GIFs if they’re the issue
  6. Build culture of appropriate workplace behavior

Prevention:

  • Clear guidelines in launch communication
  • Leadership modeling appropriate behavior
  • Quick response to any issues
  • Positive reinforcement of good examples

Display Technical Issues

Problem: Displays go offline or don’t update

Solutions:

  1. Check internet - Stable connection required
  2. Verify authentication - May need to re-pair
  3. Restart device - Simple but often effective
  4. Update browser - Keep software current
  5. Check dashboard - Is content being published?
  6. Contact IT - May need network troubleshooting

Full troubleshooting guide →

Advanced Tips

Seasonal Recognition Themes

Align with company calendar:

  • Q4: Holiday appreciation campaigns
  • January: New year, fresh starts
  • Summer: Work anniversary season
  • Anytime: Special company milestones

Integration with Other Programs

Connect to existing initiatives:

  • Link to your values/culture programs
  • Tie to performance management cycles
  • Coordinate with company events
  • Align with DEI initiatives

Creative Recognition Ideas

Beyond EOTM:

  • “Unsung Hero” monthly spotlight
  • Team collaboration awards
  • Innovation highlights
  • Customer service stars
  • Mentor appreciation
  • Peer recognition weeks
  • Department spotlights

ROI of Recognition

What You Gain

Employee satisfaction:

  • Increased sense of being valued
  • Better morale and workplace happiness
  • Stronger connection to company

Retention benefits:

  • Recognized employees stay longer
  • Reduced turnover costs
  • Higher loyalty and engagement

Cultural impact:

  • More positive workplace atmosphere
  • Increased peer-to-peer appreciation
  • Stronger team bonds
  • Visible company values in action

Productivity:

  • Motivated employees perform better
  • Recognition tied to behaviors you want more of
  • Positive reinforcement drives results

Calculating Impact

Time investment:

  • HR: 2-3 hours/month for content creation
  • Employees: 5 minutes/week for participation
  • Setup: One-time 1-2 hours per display

Financial investment:

  • Software: [Your subscription cost]
  • Displays: One-time hardware cost
  • Maintenance: Minimal ongoing costs

Returns:

  • Reduced turnover: Thousands per prevented exit
  • Increased engagement: Measurable in productivity
  • Cultural strength: Priceless but real

Typical ROI: 5-10x when factoring in retention alone!

Frequently Asked Questions

For HR

How many recognitions should we post per month? Minimum 4-5 (weekly cadence). Ideally 8-10+ for active engagement.

Should we require employees to participate? No! Voluntary participation is more authentic. Encourage, don’t mandate.

What if someone is repeatedly not recognized? Proactively create recognitions for everyone over time. Track to ensure fairness.

Can we customize comment styles? Currently, the 10 standard styles are available. Contact support for custom requests.

For Employees

Is it weird to comment on my own team member? Not at all! Peer recognition is powerful and appreciated.

Can I comment anonymously? Yes! Leave the name field blank for anonymous comments.

What if I don’t know the person being recognized? You can still like or write a supportive comment! “Congratulations on this well-deserved recognition!” is perfect.

Getting Help

Resources

Support

For HR teams:

  • Your account manager
  • Dashboard help resources
  • Support portal

For employees:

  • Your HR department
  • This documentation
  • Colleagues who are already participating

Ready to build an amazing recognition culture? Start with a few simple best practices and grow from there. Small, consistent efforts create big cultural change!

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