Discover HR practical tips for celebrating employee birthdays at work. Increase happiness at work with personal attention, smart automation and a strong company culture.
Each employee is birthday once a year — a unique opportunity to show that you care about them as an employer. However, celebrating birthdays at work often fails in the hustle and bustle. A shame, because a birthday is just the time for employees to expect appreciation. For example, research shows that only 1 in 10 employees receives something from his employer on the birthday, while 43% consider this to be the most important valuation moment . In other words: this is a huge opportunity to make a difference in staff satisfaction and happiness at work.
As an HR or culture manager, you can make a festive highlight create — even with limited time and resources. In this blog, we explain why Celebrating birthdays is so important and you get 7 practical tips to apply immediately. From small gestures to handy automation: this way, you can make sure that no birthday goes unnoticed and that colleagues really feel special on their day!
Celebrating birthdays in the workplace is more than just eating a cake. It contributes to a positive company culture and higher engagement. Putting a year-old colleague in the limelight has a number of clear advantages:
In short, a birthday is small effort, big effect. Even simple gestures can put a smile on someone's face and make the week work. But how do you approach this in practice, especially in a busy organization? Below are 7 tips to make every birthday unforgettable, without taking too much effort for you as a company.
Consistency is key: nothing is more disappointing than one employee getting plenty of attention on their birthday, while another is unintentionally forgotten. So start with the basics: collect all birthdays of your employees in one place and set reminders. This can be as simple as a shared birthday calendar in Outlook or Google Calendar, or a list in your HR system.
It is important that everyone in the team gets a call on time. To do this, consider a handy tool like Haployee. Haployee automatically synchronizes all birthdays with your calendar and notifies colleagues on time when someone has a birthday. So you don't have to think about it manually every week — the software automatically remembers the team at the anniversary. The result: no more last-minute panic because it turns out to be someone's birthday, and each employee gets consistent attention on their day.
Hint: Make one person responsible for the “birthday calendar” (e.g., the HR assistant or office manager) to check that the list is up to date — especially with new employees. With automation as a safety net, you prevent someone from slipping through the cracks.
Not every employee likes a lot of bombardment equally. Some people enjoy being at the center of things with garlands and loud singing, while others prefer to let their birthday go by quietly or celebrate it more calmly. Respect those personal preferences. Delicate pulse with new employees how they prefer to celebrate their birthday at work.
For example, you can already discuss this during the onboarding process or ask questions via a short form: Do you want us to do something special on your birthday? If so, do you have any preferences? Some people have specific habits (e.g. always free on their birthday, or like to treat themselves). As an HR, you can note this information. This way, you can avoid awkward situations.
So adjust the size of the celebration: for the extroverted colleague who loves it, you can go big; for the more introverted colleague, stick to a card and a personal congratulations without too much fuss. The gesture counts, as long as it is genuine and suits the recipient. By taking this into account, you show that you really know and respect the employee — a strong sign of appreciation.
A one-year job is fine clearly visible are! Decorating the birthday girl's (home) workplace is an easy way to instantly put someone in a party mood. Think of a few cheerful garlands above the desk, balloons on the chair, or a “Happy Birthday”-sign on the screen. Colleagues will immediately see who's birthday is and will stop by extra often for a congratulations. A nicely decorated workplace makes the birthday girl feel special all day long.
Is your team for the most part? remote or hybrid? If necessary, decorate virtually: set up a festive background in the video meeting or send a happy e-card in the team chat in the morning. It's about the idea — letting the birthday girl know that no one has forgotten.
Also, make sure that the first congratulations come from above: Have the director, team leader or HR manager personally congratulate you in the morning. This can be done face-to-face, but a phone call or a video message is also much appreciated. That personal touch from management gives extra weight to the appreciation.
Example: Some companies give the birthday girl a decorated chair or even a “birthday crown” — it sounds crazy, but a lot of people secretly like this. It's about having fun at work. If this suits your culture, do it! And don't forget to take a photo for the intranet or newsletter.
Celebrating a birthday at work is a team event. Encourage colleagues to personal congratulations to give, for example via a joint card or a digital congratulatory book. Prepare a nice card a few days in advance and let anyone who wants write something nice in it for the birthday girl. A few handwritten wishes or jokes from colleagues often impress more than a standard card from “the management”.
When physical maps are difficult (for example, with distributed teams), you can also digital congratulations collect. Haployee, for example, offers colleagues the opportunity to leave a personal message or even a short video congratulations. All those messages are automatically bundled into a festive collage for the birthday girl. This is how he or she feels the love of the entire team, even if not everyone is present at the same time.
It is important that the congratulations sincere and personal is. If necessary, tip your colleagues the day in advance: “Tomorrow is Sarah's birthday, write something nice on her card or via the app!”. With a platform like Haployee, colleagues also receive a notification and a link where they can share their message — easily and effectively. The result is a collection of warm words that the birthday girl can cherish for a long time.
A gift is not mandatory, but it is a very nice gesture to make the appreciation tangible. Many companies give a gift on the birthday: think of a bouquet of flowers, a gift card, a bottle of wine or a nice book. try make a gift personal. What do you know about this employee? You can make a hobby chef happy with a cooking workshop voucher, the sporty colleague with a new gadget for his sport, and so on. It's not about expensive gifts, but about the idea that they've been thought about.
Do you find it difficult to assess what is appropriate? Make use of AI gift tips in Haployee — based on the employee's interests, the system suggests the perfect birthday present, within the budget you specify. As an HR, that saves you a lot of searching and so everyone gets something suitable. Win-win!
Another classic choice: give every birthday girl a day off gift. In some organizations, the default policy is that employees are free on their birthday (or any day of the week of their choice). This is often greatly appreciated. If releasing is not feasible, you can also think of a smaller bonus such as going home half an hour earlier, or a voucher for a massage/outing. It's about making the employee feel celebrated.
Congratulations from colleagues are of course important, but a personal message from management makes an extra impression. When managers congratulate in person, employees feel even more valued and taken seriously. This small gesture of recognition from a higher position can significantly strengthen loyalty and motivation.
How do you go about this?
• Ensure that birthdays are automatically communicated to management via a tool such as Haployee.
• Ask managers or supervisors to schedule a short, personal video message or phone call. A message via Slack or Teams is also effective, as long as it comes across as personal and authentic.
• If necessary, give management a few standard ideas or sample texts beforehand, but above all, encourage them to deliver a sincere and authentic message themselves.
By making leaders genuinely involved in birthday congratulations, you clearly state that employees are important to the organization. This contributes to an open and appreciative culture where everyone feels seen.
Celebrating birthdays should not be an accidental event, but should be consciously embedded in the company culture. When employees know that their birthday is celebrated consistently and attentively every year, this not only increases their sense of appreciation, but also their engagement and loyalty. Therefore, make celebrating birthdays a regular ritual within your organization.
• Record birthdays in onboarding: Even during the onboarding process, discuss how employees like to celebrate their birthday. This shows that you are taking this seriously from day one.
• Make it part of HR processes: Use a tool like Haployee to automatically monitor birthdays and send reminders, so that it becomes a natural part of your processes.
• Appoint a “birthday person responsible”: Give one or two people in HR or the team the responsibility to manage the birthday calendar and coordinate celebrations. This way, you can prevent someone from being forgotten.
• Be consistent: Make sure that every employee, regardless of position, position, or location, can count on the same attention. This reinforces a sense of justice and equality.
By making birthday celebrations a clear priority, you will structurally create a positive atmosphere and strengthen your employer branding. Employees will proudly talk about their workplace, resulting in higher engagement and better results for the organization.
