Renewals Season

Work backwards from renewal dates. Aim to start 75–100 days in advance to avoid last-minute decisions.

• List all renewal dates and contractual notice periods
• Assign owners: HR/People (lead), Finance (budget), Exec sponsor (approval)
• Select an employee test group for pilots and feedback
• Create a simple project plan (ClickUp / TeamGantt / Draw.io)
• Prepare comms plan for employees (what, why, when, how)
• T–100 days: Begin review & budgeting. Review agreements and arrange notice of cancellation early to avoid rollover.
• T–90 days: Define objectives and collect employee feedback.
• T–80 days: Begin shortlisting providers (AI search like ChatGPT, G2, Capterra, Reddit forums).
• T–70 days: Assess shortlisted providers via demos/walkthroughs; draft questions linked to objectives and survey data.
• T–60 days: Finalise budget envelope and arrange demos with shortlisted providers.
• T–50 days: If ending an existing agreement, notify employees early. Many providers don’t roll credits past renewal.
• T–45 days: Exclude unsuitable providers and schedule second-round conversations with top choices.
• T–30 days: Pilot or test top providers; many trials are free but feature-limited.
• T–20 days: Secure leadership approval and make final decision.
• Renewal day (T–15 days): Communicate to employees and launch rollout plan.

Set clear goals so you can judge what “good” looks like at renewal time.

• Align goals with company priorities (retention, wellbeing, culture)
• Choose 3–5 measurable KPIs (utilisation %, engagement uplift, cost/employee)
• Define success criteria & timeframes (e.g., +20% recognition in 6 months)
• Confirm ownership & stakeholders (HR, Finance, Exec sponsor)
• Agree comms plan for rollout & check-ins (cadence, channels)

Evaluate what you have today against your Step 1 objectives to decide what to keep, improve, or replace.

• Pull utilisation data for each benefit/reward (last 6–12 months)
• Segment utilisation by team/region to spot pockets of low adoption
• Flag items <70% as “at risk” and <50% as "potential wasted spend” (for review)
• Check comms: do employees know what’s available and how to use it?
• Gather quick feedback (Google Forms / Typeform) on value & ease of use
• Run Slack pulse (Polly / Simple Poll) to capture in-the-flow sentiment
• Compare cost vs outcomes (engagement, retention, recognition frequency)
• Assess alignment with Step 1 KPIs (e.g., +20% recognition in 6 months)
• Create keep/improve/replace list with rationale and owner per item
• Identify candidates for pilots (especially low-utilisation but high-potential areas)

Set a realistic budget that aligns to your objectives and prevents renewal surprises.

• Confirm headcount (FT/PT/contractors) and coverage scope
• Set per-employee budget baseline (e.g., £50–£150 per year)
• Allocate budget across categories (Recognition, Wellbeing, Engagement tools)
• Sense-check allocations vs. Step 1 objectives (e.g., adoption, retention)
• Include hidden costs (implementation, admin time, comms & enablement)
• Account for international needs (FX, local rewards, tax/VAT)
• Model scenarios with the Budget Calculator (best/likely/lean)
• Create a simple breakdown summary for Finance (totals + rationale)
• Get provisional sign-off to proceed to provider shortlisting

Start broad, then narrow to 3–5 finalists that best match your objectives, budget, and workflow.

• Scan 6–10 providers via directories, reports, and peer referrals
• Confirm core fit: Slack-native vs integrations, rewards, analytics, scalability
• Score ease of use & adoption (minimum steps to recognise someone)
• Check workflow integration (works where people already are, e.g., Slack)
• Assess rewards flexibility (catalog, custom perks, global coverage)
• Verify analytics & reporting (participation, values alignment, ROI)
• Check pricing & transparency (per-seat, minimums, add-ons)
• Share quick demos or clips with a small employee focus group
• Collect reactions via Google Forms / Polly / Simple Poll
• Narrow to 3–5 finalists aligned to Step 1 objectives & Step 3 budget

Pilot your finalists, collect feedback, score objectively, and secure approvals before rollout.

• Launch free trials/pilots with finalists (include a cross-section of employees)
• Observe in-workflow behaviour (e.g., Slack-native vs slash-command friction)
• Run a short post-trial survey (ease of use, perceived value, likelihood to use)
• Capture manager feedback (adoption, visibility, reporting needs)
• Score each provider against Step 1 objectives (weighted criteria)
• Compare total cost & terms (price model, minimums, renewal flexibility)
• Prepare recommendation pack for Leadership & Finance
• Confirm decision; agree contract start date & success metrics
• Publish rollout plan & employee comms (launch, enablement, measurement)