Active Steps is dedicated to improving the educational experience for individuals with behavioral and autism challenges by fostering a supportive and engaging environment. Recognizing the importance of their staff's contributions, they sought to revamp their existing manual reward system to enhance team engagement and visibility. Inspired by platforms like Bonusly, Active Steps aimed for a tightly integrated solution within their Google Workspace, specifically leveraging Google Chat and Spaces for seamless collaboration.
Solution Development
Vision and Execution
To meet Active Steps’ needs, we developed a robust reward system integrated directly with Google Chats:
1. Google Chat Integration:
○ Objective: Utilize Google Chat for seamless employee recognition.
○ Execution: A bot was developed within Google Chats to post recognition messages in Space channels. This ensured that all colleagues could see, congratulate, and engage with each recognition, fostering a sense of community and visibility.
2. Reward Points and Redemption:
○ Mechanism: Each recognition carries reward points that employees can redeem in an internal store.
○ Integration: We integrated this system with Weebly e-commerce. When users redeem their points, it triggers a coupon creation process that can be applied to their shopping cart, streamlining the reward redemption process.
Administrative Control
To ensure effective management and monitoring, we developed a custom Retool application for admins:
1. Monitoring and Management:
○ Capabilities: Admins can view and monitor redemptions, coupons, and reward points for each employee, both sent and received.
○ Control: Admins can define the points-to-currency conversion ratio, determining how many points equate to $1.
2. Automating Rewards:
○ Point Allocation: Admins can set up automatic monthly crediting of reward points. They can define the number of points to be credited and set the frequency (monthly, weekly, quarterly).
Technical Stack
1. Frontend Interface:
○ Google Chat: A familiar platform for employees, ensuring easy adoption and use.
2. Backend Services:
○ NestJs: Provides the robust backend architecture required for handling reward points, transactions, and integrations.
3. Database:
○ MongoDB: Offers scalable data storage for managing user information, reward points, and transactional data.
4. Integration:
○ Gmail API: Ensures smooth communication and notifications related to rewards, redemptions, and system updates.
Implementation Challenges and Solutions
1. Seamless Recognition in Google Chat
• Challenge: Ensuring that recognition messages are engaging and easily visible to all team members.
• Solution: By leveraging Google Chat Spaces, we ensured that each recognition message is posted in a communal channel, encouraging visibility and engagement from all colleagues.
2. Coupon Creation and Redemption
• Challenge: Automating the coupon creation process linked with reward point redemption.
• Solution: We integrated with Weebly e-commerce, allowing the automated creation and application of coupons when employees redeem their points, simplifying the user experience.
3. Comprehensive Admin Control
• Challenge: Providing admins with a powerful tool to manage and monitor the reward system.
• Solution: The Retool application offers extensive monitoring capabilities and control over reward point distribution and conversion ratios. Admins can effortlessly manage the reward system, ensuring its smooth operation.
Impact and Benefits
1. Enhanced Engagement:
○ Visibility and Interaction: Recognition messages are visible to all team members, fostering a supportive and engaging work culture.
○ Real-time Congratulation: Colleagues can congratulate and interact with each recognition, building a stronger team bond.
2. Efficient Reward Management:
○ Automated Processes: Streamlined point allocation and redemption processes reduce administrative workload.
○ Customization: Admins have the flexibility to tailor the reward system according to organizational needs and goals.
3. Employee Motivation:
○ Tangible Rewards: Employees can redeem points for meaningful rewards, enhancing satisfaction and motivation.
○ Transparent System: The transparent and engaging nature of the reward process ensures employees feel valued and recognized.
Conclusion
Active Steps’ employee reward system transformation underscores our commitment to delivering innovative, tailored solutions that improve organizational culture and efficiency. By integrating seamlessly with Google Chats and leveraging robust backend and administrative tools, we have created a dynamic platform that enhances employee engagement, recognition, and motivation.
