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KINDNESS IN THE

WORKPLACE

7 Steps to Creating
Kindness in the Workplace
The origin of the word culture comes directly from the Latin word cultura which means to grow or
cultivate. Culture is key to a company’s success or failure. Creating a workplace where people feel
connected, have a sense of purpose, and are appreciated and recognized for their contributions
makes for a stronger, more successful organization.

This action planning guide includes seven key ingredients


that make for a positive and kind culture where people want HOW TO USE THIS ACTION PLANNING GUIDE
to show up and do their best:
Think about this guide as a way to connect with others
1. Setting a Tone at work—your team, your boss, your employees, remote
2. Modeling Behavior workers or anyone! If you embed these elements into
3. Creating a Safe and Supportive Environment your workplace, you’ll see that employees are not only
4. Strengths, Mistakes and Growth Mindset more connected at work, but they are more connected
5. Trust, Boundaries and Belonging at home and in their communities. Used alongside the
6. Communication and Collaboration Kindness in the Home book, the Workplace Kindness
7. Celebration Calendar and the Kindness in the Workplace Pledge,
you’ll see a ripple effect that goes well beyond the walls
Research shows that engaged workers are present at work of your organization.
more often, are more productive, have fewer accidents and
make fewer errors. In addition, employees stay with the We’ve broken down the components of creating a
company longer and feel better about their jobs. culture of kindness in the workplace into seven sections.
Each section addresses common opportunities in
The benefits of an engaged, kind, and positive workplace companies where growth can occur. There is a short
grow exponentially over time. Positive emotions are as explanation about the section along with relevant
contagious as negative emotions. When a company or team actions and activities that align. Lastly, we’ve added an
is focused on building kinder, encouraging, and positive work “At Home” piece to each section which encourages you
environments there is a windfall of good stuff happening to take these practices home to your family, neighbors
including happier, healthier employees. It helps improve and community!
resiliency when dealing with challenging times.
Organizational effectiveness goes up, including produc-
tivity, customer satisfaction, and employee retention.

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

1. Setting a Tone
INTRODUCTION Inclusion3, while closely related, is company and outside) who you are and
a separate concept from diversity. what you believe. It is the touchstone
The first thing we need to do is set The Society for Human Resources for setting a tone for your employees,
the tone for what we expect from Management defines inclusion as “the customers, clients, and contractors.
others. What do you think employees achievement of a work environment in
say about your company, the team which all individuals are treated fairly ACTIVITIES
and their work environment? Is it and respectfully, have equal access to
supportive, fair, encouraging, flexible, opportunities and resources, and can Take the concept of gratitude and bring
communicative, and compassionate? contribute fully to the organization’s it alive in your organization. Spend 15
success”. minutes writing a letter of gratitude
Gratitude is an easy and powerful way to someone who has made your job
to set a tone. Expressing and receiving Equity4 in a workplace means everyone easier. It can be a couple of paragraphs
gratitude is meaningful even when it receives fair treatment. There’s a or a couple of sentences. Make it
is a simple ‘thank you’. Taking the time transparency to cause and effect, and sincere and be specific about how that
to reflect on the things for which you everyone knows what to expect in person has made your job easier. Then,
are grateful at work is also important. terms of consequences and rewards. deliver it! Better yet, read it aloud to
A wonderful article from the Greater When equity exists, people have equal them. It’s a powerful way to create
Good Science Center1 says “grat- access to opportunities. It sets up an connection and strengthen relation-
itude recognizes how the positive advantageous environment for both ships. Not to mention, you both feel
things in our lives - like success at the employees and the employer. wonderful afterwards.
work - are often due to forces outside
of ourselves, particularly the efforts EASY ACTION Develop an integrity award to
of other people.” It goes on to say, acknowledge those who exhibit
“evidence suggests that gratitude and Start by taking the kindness pledge! integrity in your organization. Make
appreciation contribute to the kind By stating that you believe in creating this a team activity by encouraging
of workplace environments where a workplace that has a foundation each member of your group to submit
employees actually want to come of kindness you are letting your a name for a monthly/quarterly/
to work and don’t feel like cogs in a employees know that you mean annual winner of the award. Have them
machine.” what you say and say what you mean. consider their peer’s actions and write
Proudly display the window decal a couple of sentences about why they
Diversity, inclusion and equity are key in your lobby or on your entry door chose this individual to win the award.
to creating a workplace culture where to show that you are committed to This helps your group realize that
people feel comfortable and safe. The kindness! You can email us at info@ others can watch and learn from their
words are often grouped together, randomactsofkindness.org to get a positive actions. Provide the winners
but let’s take a moment to look at the decal for your office! with an award you all decide upon. Find
definition of each. a way to acknowledge the winners’
STEP IT UP actions or traits that helped them win
In the workplace, diversity2 means the award (newsletter, email to the
employing people who may be different Review your company’s mission company, etc.).
from each other and who do not all and values. Sometimes these
come from the same background. The words become stale or irrelevant. AT HOME
differences may be those of national People come and go. Times change.
origin, physical appearance, religion, Companies grow. So should your Showing gratitude is so important.
education, age, gender, or sexual values and mission. If they are relevant Consider writing a similar letter of
orientation. and powerful, make sure people know gratitude to your partner, children,
what they are! Find ways to famil- neighbors or community leader. The
iarize your employees with what your power of giving and receiving a letter
company stands for and how it is that expresses gratitude is deeply
reflected in their work. Your mission meaningful. Often those letters
and values tell everyone (inside the are kept and re-read many times

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

throughout a person’s life. At the There is a game that has been adapted something good you did for someone
dinner table (turn off the television and in a few ways called Rose, Bud, Thorn. else today? Lastly, what was your thorn
put down the devices) share something One way to play it is to ask everyone - what is one way you can improve
good that happened today and ask what their “rose” was today - what was things for a better tomorrow?
others to share the best part of their the best thing that happened today?
day. Then, what was your bud - what was

2. Modeling Behavior
INTRODUCTION ACTIVITIES • Are there times that you recognize
yourself as a mindful listener?
Model the behavior you want to see in Mindless/Mindful Listening If so, when?
others. Be who you say you are and
allow others to do the same. When Step 1: Inform participants about the Respect Shout-Outs
we do our best, others follow suit. upcoming exercise: “In the following
When we show respect and care for our exercise, you will team up with another Start your meetings with a one to
teammates, they will return the love. person and have a few brief conver- two minute ‘shout out’ of respect
And if they don’t, that’s alright because sations with this person. You will take for someone. Let them know what
you can always keep your head held the role of both the speaker and the you respect about them and call out
high knowing you are putting your best listener in this exercise.” a specific time when they have been
self out there. helpful or done something meaningful
Step 2: Mindless listening: Ask one for you. It could even be something you
EASY ACTION partner to share for one solid minute witnessed them doing for someone
about their favorite activity. Listener else.
One of the easiest things we can do should interrupt, ask questions, look
is greet those around us with “good bored, cross arms, etc. The expressions can be verbal or
morning” or “how are you?” Acknowl- written. Find out what works best for
edgment of others is a powerful thing. Step 3: Mindful listening: Now ask the your team. In small teams, everyone
When you feel seen, you feel included. other partner to share for one solid should have an opportunity for a ‘shout
When you feel included, you feel minute about their favorite activity. out’. In larger teams, think about
purpose and companionship. All of that Listener should pay close attention, choosing one person to focus on for a
from saying “good morning”! not interrupt, maintain eye contact, weekly or monthly meeting.
etc.
STEP IT UP Example:“Jessica, one of the things
Step 4: Evaluation: Outside person I respect most aboutyouishowyou
Work with your team on setting shared should ask the storyteller and listener always finda solution to a problem,no
goals. It’s great to get your team to the following questions: matter what challengescome up.
agree to the goals set in a boardroom
or an executive meeting, but what if • What was is like in the first round to Youdonʼtlet them get inyour way.
you actually include them in the goal- be the storyteller? Just the other day,I sawyouworking
setting process? How much more • What was is like in the first round to with adifficult customer.Youwere
engaged do you think they would feel? be the listener? patient, listened to themandfounda
If they feel part of the process, they • What was is like in the second round solution that workedfor them andfor
will feel ownership. Consider working to be the storyteller? the company.I really respect that about
together on creating SMART goals • What was is like in the second round you.”
(specific, measurable, agreed upon, to be the listener?
realistic, timely) and build a collabo- • Are there times that you recognize
rative action plan to attain those goals. yourself as a mindless listener?
If so, when?

www.randomactsofkindness.org
7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

AT HOME for awhile. Turn off technology, listen, includes service to your community or
laugh and talk. Consider creating self-care.
When you arrive home from work give a SMART goal for your family or a
your family your undivided attention personal SMART goal for yourself that

3. Creating a Safe and Supportive Environment


INTRODUCTION ACTIVITIES A Little About Me

Make space for open discussions. Best Future Self Divide your team into groups of four
When you encourage open dialogue or five people. Pass a bag of M&M’s
you create opportunities for brain- Write down your best possible future around each group and tell each person
storming and generating new ideas. In to get a boost in optimism about your to “take as many as you need.” That’s
order to promote a safe and positive career, making that best possible all you will tell them. If they ask, just
environment for the whole team, future more likely to come true. On a repeat the instruction.
develop a system where everyone gets piece of paper, answer the questions
the chance to voice their ideas and about the aspects of your best possible Once everyone has gotten some
opinions. future, three years from now at work. M&M’s, tell them they will go around
the circle and tell the other members
EASY ACTION In an ideal world, three years from now, of the group one unique thing about
at work: themselves for every M&M they took.
Change your meeting structure to
allow for everyone to have an oppor- 1. What projects are you working on? Have group members continue until all
tunity to speak and voice an opinion or 2. Who are you working with? M&M’s are gone. Switch up the groups
a new idea. Thank them for sharing. 3. What position do you hold? and do it again.
4. What else is going on in your career
STEP IT UP that is contributing to your happi- AT HOME
ness and success?
Try spending time together outside Vulnerability is an important skill that
of work, if possible. Your employees Return to this activity at least once fosters a safe and supportive rela-
are human, and as such they enjoy a year to boost your optimism about tionship. Look for moments to be
fun time. Take time to do a non-work your ideal future; and to celebrate any vulnerable, open and honest with your
related activity together. Create ways progress you’ve made so far! children, friends and family. There is
to engage with each other and get to no need to ‘overshare’, but find oppor-
know one another on a more personal Credit: HappyBrainScience.com: tunities to share times when you have
level. This can help rejuvenate the team https://www.happybrainscience.com/wp-content/ made mistakes, learned from them,
uploads/2016/03/Best-Possible-Future.pdf
while creating bonds and stronger grown and moved forward. Listen
relationships. When your team feels without judgment to someone who
comfortable with each other, it creates might be going through a difficult time
a positive and safe working envi- and hold space for them.
ronment.

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

4. Strengths, Mistakes and Growth Mindset


INTRODUCTION ACTIVITIES Be the Change

People are hired based on their My Gifts At the beginning of this month, ask the
strengths and their personality. But, team to think of an area where things
oftentimes we find hidden strengths Using a sheet of paper, create a table could be improved at work. It can be a
and value that weren’t initially with three columns labeled “My gifts, physical space or an effort in creating a
apparent. When those become talents and attributes”, “Value to Me”, better culture, for instance, making the
known, leaders should encourage and “Value to Others”. community break room more inviting
them whenever possible. If you by adding color, visual flare, etc.
hired someone as an administrative In the first column, list all of your gifts,
assistant and find out they have an talents and attributes (for instance, Task each person (or ask for volun-
affinity and talent for writing, find athleticism, creativity, caring, empathy, teers) with something they are going
ways for them to help with a marketing intelligence, etc.) to do to reach the goal. Create a
campaign or writing a piece in the timeline, budget (if necessary) and
company newsletter. For each gift, use the second column roles. If needed, build in milestones to
to describe a way it brings value to your make sure things are getting done and
Allow for mistakes. In fact, cele- life. (Example: athleticism helps keep encourage team members to work with
brate them! What if we praised our me in shape and healthy) each other towards the end goal.
employees for doing something brave,
trying something new, sharing an idea Last, for each gift, describe how it At the end of the month, celebrate
or going outside of their comfort zone brings value to others. (Example: Intel- everyone’s work and accomplishing the
even if it didn’t work out as they hoped? ligence means I can share new ideas task!
that others might not have known
EASY ACTION about.) AT HOME

Instead of chastising someone for Then, look at the “Value to Others” Challenge your family and friends to
making a mistake, discuss what they column and think about how you can do use growth mindset language when
learned from it, something positive something to put that skill into action. you hear them suggesting they ‘can’t’
that came from it and opportunities to Set goals for at least two of those do something. The simplest way to do
do better next time. attributes. this is by telling them to end a sentence
with the word ‘yet’. So, if a child says,
STEP IT UP Example of a completed goal: “I’m not very good at math.”, you can
ask them to add the word ‘yet’ to the
Work on changing your mindset. A I amcreative andI thinkoutside the end of that sentence. It gives them
growth mindset allows us to look box.I can engage people innew ideas hope and something to strive towards.
at areas where we can grow, rather or informationbyvolunteering for an
than where we feel we have failed or organization andhelpingthem thinkof
have no aptitude. If you tell yourself newandcreative waysto raisefundsor
you’re disorganized, try changing awareness about their mission.
your language to say to yourself, “I’m
working on my organization skills.” Or, Activity adapted from
if you think that you aren’t creative, “Promoting Altruismto Enhance Purpose”
say to yourself, “I have skills and ideas by Delvina Miremadi-Baldino, Ph.D
that are unique to me.” There is always
room to grow and get better at some-
thing, so start telling yourself (and
others) that!

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

5. Trust, Boundaries, and Belonging


INTRODUCTION Accountability: You own your mistakes, have been established?
apologize, and make amends.
When it comes to workplace culture, Step things up and create a sense of
trust and boundaries can be difficult Vault: You don’t share information togetherness and belonging by finding
to talk about and often more difficult or experiences that are not yours to a local organization that could use your
to put in place. Trust doesn’t occur share. I need to know that my confi- help. Schedule a day when everyone
without boundaries and boundaries dences are kept and that you’re not can volunteer together.
can’t exist without trust. Take the sharing with me any information about
time to set personal and collective other people that should be confi- Gratitude Ping Pong
boundaries. This is one of the most dential.
important, but also most challenging Have your team share what you are
skills. It requires assertiveness while Integrity: You choose courage over grateful for with one another.
considering the needs of yourself comfort. You choose what is right
and the whole. Collective boundaries over what is fun, fast, or easy. And you Ask your team to break into pairs and
are determined as a team. Priorities choose to practice your values rather face each other. Have enough small,
are set, requirements are created than simply professing them. simple office objects for them to gently
and tasks are assigned. Negotiating toss back and forth (you can use post it
boundaries across and within the team Non-judgment: I can ask for what I notes, a marker, a stress ball, etc.)
develops buy-in, reduces conflict, and need, and you can ask for what you
builds relationship skills. need. We can talk about how we feel For three minutes have them pass
without judgment. the object back and forth, each time
It is essential that you trust your team. sharing something for which they are
Avoid micromanagement, or taking Generosity: You extend the most grateful.
over tasks for which others are respon- generous interpretation possible to
sible. Instead, nurture an environment the intentions, words, and actions of When the three minutes are up, bring
of trust and give your team freedom others. the group back together and ask them
(with responsibility, of course) and this to share how they felt during the
will create positivity throughout your STEP IT UP activity. Ask if anyone is willing to share
employees. some of the things they said. See if
Read “Dareto Lead”by Brené Brown anyone felt that it was too much time
EASY ACTION or not enough time.
ACTIVITIES
Review The Seven Elements of Trust AT HOME
(BRAVING) by Brené Brown with your Volunteer
team. When is the last time you played a
Think about a person or a group of board game or threw a frisbee outside
Boundaries: You respect my bound- people at work with whom you struggle as a family or with your friends? What
aries, and when you’re not clear about to set boundaries. This could mean about doing a puzzle together? Or
what’s ok and not okay, you ask. You’re that you keep them at a distance, or baking cookies? A great way to build
willing to say no. you open up too much to them. Think a sense of belonging is to simply be
about (or write them down if it helps) together sharing space and time. Think
Reliability: You do what you say you’ll some specific actions you can take to of something you can do together that
do. At work, this means staying aware improve your boundaries. Perhaps it’s ensures laughter, love and conver-
of your competencies and limitations saying “no” more often or letting that sation. Try playing gratitude ping pong
so you don’t over-promise and are able person into your life a bit. How do you at home or with a friend!
to deliver on commitments and balance think the other person will respond to
competing priorities. these changes? How will your work day
look different once these boundaries

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

6. Communication and Collaboration


INTRODUCTION Be self-aware. When you understand your experiences have made you a
yourself, you are better able to under- more resilient person. Listen to the
When teams foster a sense of collab- stand and empathize with the people voices of those who have told you what
oration and positive communication you lead, and in turn, you can speak to they love about you and what they
they are at their best in terms of their intrinsic motivation. appreciate about you. Let those words
productivity. Welcoming different be reflected in your letter. When you
perspectives, ideas and opinions is Be selfless. Leadership is not just about are done with your letter, seal it up and
important for any team environment. you, but about the people and organi- place it somewhere where you will be
Too often, people get caught in the zation you lead. able to easily find it on a difficult day or
belief that they must do it all them- during a time when you are struggling.
selves or that they are the only ones Be compassionate. When it comes to Read it to yourself or have a loved one
who know how to do it right. Good leadership, nothing beats compassion. read it to you.
leaders know that the key to a strong It is a universal language that is under-
team is developing interdependence stood by everyone, everywhere. Make Accountability Partner
and creating an environment primed a habit of asking one simple question
for successful collaboration. whenever you engage with anyone. Have each person on the team select
How can I help this person have a an accountability partner for the
In a Harvard Business Review article better day? month. Each person should come up
titled “Why Do So Many Managers with a simple goal for the month (I want
Forget They’re Human Beings?”5 STEP IT UP to go for a walk three times per week
there is a great quote - “True lead- during the lunch hour).
ership comes from our abilities to form Start a conversation with someone
personal and meaningful bonds with you don’t normally talk to—ask simple Write down your goal and hand it to
the people whom we lead.” Think about questions about their weekend or your accountability partner.
all the bosses you’ve had in the past family. Try to get to know them a little
and ask yourself if that statement is more on a personal level. Create an agreement with your partner
true. Is it true of you? that helps you stay on track and be
ACTIVITIES responsible for what you agreed to.
According to Forbes contributor Dan
Schwabel, “Companies will continue to Letter-Writing Check in regularly with your account-
promote their workspaces and design ability partner to see how you’re doing.
them to facilitate interpersonal rela- Spend 15-20 minutes writing a letter
tionships between employees. Leaders to someone at work who has made a Celebrate your success at the end of
who encourage personal connections difference in your life. Tell them what the month!
will have more committed, satisfied, they did to make a difference and how
and productive workers.” much you appreciate them. Do this AT HOME
in a place where you can have quiet,
EASY ACTION reflective time. When you are finished, Practice active listening with your
you can fold it up and mail it... or call children, partner or friends when you’re
Read this Harvard Business Review them and read it to them... or, better home. See if you can follow these steps
article5 where the author offers four yet, hand-deliver it and read it to them. at the dinner table, while cooking, in
pieces of advice for leaders who want It is a powerful thing to say the words the car or when you’re at a restaurant.
to be more effective: out loud to them and to be on the
receiving end! • Maintain eye contact
Be personal. Put yourself in your • Don’t interrupt
employees’ shoes and imagine they are Now, spend 15-20 minutes writing a • Ask questions
family members or friends. letter to yourself. List your strengths, • Repeat back (in your own words for
how you’ve managed to grow from understanding) what the
difficult moments in your life and how speaker said
• Listen for total meaning

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

7. Celebration
INTRODUCTION EASY ACTION Generosity Board

In a 2017 study by WorkHuman it was Make it a priority to schedule time Create a “Generosity Board” in a shared
revealed that 45% of workers had to reflect on all the things you have space like a lunch room or conference
not received recognition in at least to celebrate - perhaps you met or room.
6 months while 16% had never been surpassed a sales goal, someone
recognized at all! But, according to landed a new account, a positive Put up a bulletin board or use a white-
Reward Gateway, 90% of leaders say review of the company was shared board (or just use a blank wall). Have
they make employee recognition a on social media or a personal success a meeting where everyone writes
priority. Celebration! The fun part! And was made in one of your employee’s ideas for being generous - charities to
yet, the thing we rarely do. lives. Whatever the reason, find ways donate to or activities that individuals
to recognize and celebrate. As Dale or teams can do to show generosity
According to Globoforce nearly 50% of Carnegie says, “People work for on colorful sticky notes. For example,
all workers say they would leave their money, but go the extra mile for people could bring in trial size toiletries,
job for a company that was better at praise and rewards.” granola bars, water, chapstick, and
recognizing employees. It’s such an other items to create care packages for
easy problem to solve. It comes back STEP IT UP a local shelter.
to gratitude, appreciation and recog-
nition. Truly effective employee appre- You can celebrate every day, but Try to come up with at least five ideas
ciation goes beyond thanking your consider doing something as a team per person. Write them on the white-
staff at an annual party. That being on Random Acts of Kindness Day6 board or put them on sticky notes and
said, “Not all employees respond to the (February 17 every year)! Take a look hang them on the wall in a common
same type of recognition and praise,” at www.randomactsofkindness.org area. Leave them up all month.
according to Dr. Sherlene McHenry. for ideas. Encourage your employees
Some people like words of affirmation, follow us on LinkedIn7 and join the As people come in and out of the space,
some like gifts, and others respond to movement to Make Kindness the they can pull a note from the wall and
quality time. Norm. complete the idea/activity. People can
pair up or create teams to complete as
Celebration doesn’t always equate ACTIVITIES many of the ideas as possible during
to a party. There are moments where the month!
celebrating a success or someone’s Celebration List
idea can be just as powerful. Authentic AT HOME
recognition is important for people Make a celebration list where you
to hear not only from their boss, but add something new everyday. The Create a celebration jar! Get a large
from their colleagues. However, a list should include something you’ve jar and once a day (or week, or month)
party is always a great way to celebrate accomplished as an individual or with write down on a slip of paper some-
everyone! your team, progress you’ve made thing you can celebrate. Perhaps it is a
as a company, all the ways you have good grade on a test or getting all the
personally changed for the better and laundry done and put away… it doesn’t
how your team has improved over the have to be a ‘big deal’, just something
last year. you’ve accomplished. At the end of the
year, read through all of your celebra-
Consider making the list public where tions and accomplishments!
people can add to it each day if you
have a public/shared space like a
cafeteria or break room. Encourage
everyone to add to the list!

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7 STEPS TO CREATE AN ACTION PLAN FOR A KINDER WORKPLACE

Citations
1 greatergood.berkeley.edu/article/item/how_gratitude_can_transform_your_workplace

2 www.encyclopedia.com/finance/finance-and-accounting-magazines/diversity-workplace

3 www.talentintelligence.com/blog/bid/377611/inclusion-and-the-benefits-of-diversity-in-the-workplace

4 work.chron.com/advantages-equity-workplace-2635.html

5 hbr.org/2018/01/why-do-so-many-managers-forget-theyre-human-beings

6 www.randomactsofkindness.org

7 www.linkedin.com/company/the-random-acts-of-kindness-foundation

www.randomactsofkindness.org

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