How to conduct an annual/quarterly summary?

The year is coming to an end, which is a great opportunity to reflect on achievements and plan for the future. Closing stages in one’s work life, especially at the end of a quarter or year, is not just a form of formality, but a key element in building an effective and harmonious work space.

Summing up the period of activity not only allows us to reflect on achievements and challenges, but also provides a unique opportunity to express gratitude and appreciate the efforts of employees. Giving sincere feedback and thanking people for their involvement are integral parts of the process. By expressing appreciation for the efforts of employees, we are not only closing a specific chapter, but also motivating the team for further success. It is also an ideal time to identify areas for development and plan new goals. Therefore, a valuable summary not only facilitates feedback, but also shapes the corporate culture, building an atmosphere of mutual respect and cooperation.

Why take stock?

Shaping a positive employee experience

Acknowledging the work done in a given period not only encapsulates it in an appropriate way, but also influences the way employees perceive their role in the organization. Positive psychology emphasizes the importance of building a positive employee experience, which includes both professional achievements and the quality of relationships between employees and leaders. Giving recognition and feedback, especially in the context of interim summaries, enhances this experience, affecting employees’ satisfaction with their own work and sense of accomplishment.

Self-esteem vs. motivation

The psychological benefits of gratitude and recognition are linked to a fundamental sense of self-esteem. When an employee feels that his work matters and is appreciated, his confidence and trust in his own abilities grows. This, in turn, affects the motivation for further involvement in professional tasks. The psychology of motivation emphasizes that one of the key factors affecting performance is precisely the degree to which an employee believes that his or her efforts are making a difference in achieving goals.

Building relationships and a collaborative atmosphere

Acknowledgements and summaries are also an excellent opportunity to build a positive atmosphere in the team. Social psychology proves that people perform better when they feel integrated in a group and the relationships between team members are based on mutual respect and support. Summaries of quarters and years, which take into account team as well as individual achievements, strengthen bonds between employees. These activities are crucial, especially in the era of remote work, where building relationships is becoming a challenge.

Psychosocial effects of gratitude on performance

From an organizational perspective, the psychosocial benefits of gratitude and interim summaries translate into overall company effectiveness. Employees whose work is appreciated are more committed, which affects the quality of services or products. In addition, an atmosphere based on mutual respect and motivation fosters innovation and creativity, which is essential in today’s dynamic business environment.

Strategies for effective thanks and summaries

To take advantage of the full psychological benefits of gratitude and interim summaries, there are strategies that can be implemented as part of HR practices. One of the key elements is the personalization of feedback. Tailoring feedback to an employee’s individual performance and skills makes appreciation more authentic. In addition, the regularity of gratitude and the inclusion of both team and individual successes builds a sustainable motivational experience.

Personalization of thanks:

• Personalizing feedback and thanks makes them more authentic and targeted to a specific employee.
• Individually pointing out an employee’s specific achievements and contributions emphasizes that they are an important part of organizational success.

Correct Example:

As we approach the end of the year, I would like to sincerely thank you for your extraordinary initiative and commitment to Project X. Your ideas and diligence in completing tasks definitely set you apart in our team. Without your contribution, we would not have achieved such excellent results. Thanks to you, key project goals were met and innovative solutions were introduced. You are an invaluable member of our team, and I look forward to seeing what we accomplish together in the coming year.

Incorrect Example:

The end of the year is approaching, so we wanted to thank you all for your commitment. Without your efforts, we would not have succeeded. We thank you for your work and wish you a happy Christmas and a happy New Year.

The incorrect example lacks specific information about the employee’s individual achievements, which makes the thanks generic and the feeling of authenticity is lost. Personalization should refer to specific activities and contributions of the employee, making the thanks more personal and meaningful.

What should a personal thank-you note contain?

Specific Achievements:

• • Pointing out specific achievements of the employee.
  • Describing what tasks were performed effectively and what results were achieved.

Individual contribution:

• • Emphasize the individual contribution of the employee.
  • Describing how his actions contributed to the success of the project, team or organization.

Relationships vs. goals:

• • Linking achievements to the organization’s goals.
  • Showing how an employee’s work has contributed to the company’s strategic goals.

Noting skills and properties:

• • Distinguish specific skills and qualities of an employee.
  • Highlight character traits that positively influence his work and cooperation with the team.

Innovation and creativity:

• • Thanks for innovation and creativity.
  • Noting a situation in which an employee has contributed to an innovative solution.

Support and Cooperation:

• • Mention of the employee’s positive impact on the team atmosphere.
  • Emphasize the employee’s role in supporting and building positive relationships with other team members.

Impact on organizational performance:

• • An indication of how the employee’s work has affected the overall performance of the organization.
  • A statement of specific numerical or qualitative results achieved through his contribution.

Future perspective:

• • Expressing expectations for the future and continuing the positive impact.
  • Encouragement for further development and involvement in future projects.

Openness to two-way communication:

• Foster open communication between employees and leaders.
• Hold meetings where employees can share their feelings, and leaders can provide feedback and answer employees’ questions or concerns.

Leader: Hi Anna, I have a suggestion – I would like to organize a development session to discuss your achievements over the last quarter. Any suggestions on what you would like to address?

Employee: Thank you, this is a great initiative. I would like to raise issues related to Project X. I think we can improve our efficiency in several areas, and I would like to know your opinion.

Leader: Sure, great idea! I would also like to thank you for your commitment to this project. What specific aspects would you like to discuss?

Inappropriate Practice: the “Boss Monologue.”

Leader: Anna, I have an update for you on your work….

What should two-way communication include?

Effective two-way communication should include several key elements that promote information exchange, understanding, and build trust between the parties. Here are some important elements:

Openness and honesty:

• • The ability to express thoughts and feelings without fear of negative consequences.
  • Willingness to share information transparently.

Active listening:

• • Focus on listening to the other side with full understanding.
  • Asking questions that show commitment and willingness to understand.

Empathy:

• • Understanding the other party’s perspective.
  • Being compassionate and taking into account the feelings and experiences of the interviewee.

Clear communication of information:

• • Expressing thoughts in a clear and understandable way.
  • Avoid ambiguities that can lead to misunderstandings.

Open questions and discussion:

• • Asking questions that stimulate conversation.
  • Encourage active participation in the discussion so that both sides can express their views.

Equivalence:

• • Maintaining an atmosphere in which both parties feel equal.
  • Avoiding hierarchies that could inhibit the free exchange of information.

Feedback and constructive comments:

• • Sharing opinion and feedback in a constructive manner.
  • Avoiding criticism without giving specific suggestions for improvement.

Sharing perspectives:

• • Openly sharing one’s own thoughts and perspectives.
  • Joint search for common solutions to problems.

Interest in the other side:

• • Showing interest in the other party and their perspective.
  • Avoiding excessive focus on one’s own needs.

Conversation-based planning:

• • Using information from interviews to plan activities.
  • Adjusting the strategy or approach based on the information obtained.

Motivating development: