Thank You Points System – Process Manual

1. Objective #

To build a culture of appreciation and teamwork by enabling employees to recognize and reward each other through a structured Thank You Points system.

2. Key Rules #

• Each employee will receive 5 points at the beginning of every month.
• Points must be used within the same month; unused points will expire.
• Minimum points you can give per transfer: 1
• Maximum points you can give per transfer: 2
• Maximum points to a single person per month: 2 (Please note that 2 points mean exceptional contribution to the system. Let’s use 2 points carefully.)
• Every appreciation must include a valid reason (things that people do while going out of their way, outside their regular job role).
• Point exchange or mutual trading is not allowed.
• It is not mandatory to use all your Thanks points in a single month. It is okay to let some points expire if there is no valid reason to thank anyone.

3. Process Flow #

1. Employees should send Thank You Points via WhatsApp using the standard format.
2. Format must include: Recipient Name, Points, Reason.
3. Assigned admin/HR records all transactions in the tracking Excel sheet. No team member other than the assigned admin/HR should make any changes to this tracking sheet.
4. At month-end, total points received by each employee are calculated.
5. Points are converted into monetary rewards at Rs. 50 per point.
6. Rewards for 3 months are processed and equivalent credits are distributed in cash format at the time of the Quarterly Meetings.

4. Standard Format for Whatsapp Message #

#ThankYouPoints
To: Smita
Points: 2
Reason: Helped me coordinate for the Bootcamp

*Note: It is very important to follow this exact message format.

5. Reward System #

1 point = Rs. 50

Total reward = Total points received × 50

6. MVP Recognition #

First 3 employees with the highest points in a quarter will be recognized as MVP. 

7. Roles & Responsibilities #

Admin/HR: 

• Maintain and update the Excel tracker
• Ensure rule compliance
• Calculate monthly rewards

Employees:

• Use points responsibly
• Provide meaningful reasons