How Trainual Makes Team Appreciation Part of Its Operating System

Showing appreciation at work shouldn’t be random, reactive, or dependent on one thoughtful person remembering everyone’s preferences.

At Trainual, team appreciation is intentional, documented, and shared across the company, which is why it feels genuine, personal, and consistent, even as the team grows. It’s also a big reason Trainual has been consistently recognized by Inc. as one of the Best Places to Work.

Here’s how Trainual turns “showing team love” into a tried-and-true HR operating system.

Why employee appreciation breaks as teams scale

In small teams, appreciation happens naturally. Leaders know everyone personally. Milestones are obvious. Needs are visible.

As companies grow, appreciation often breaks down because:

• Managers rely on memory instead of process
• Recognition becomes inconsistent across teams
• Remote employees feel overlooked
• Support shows up too late — or not at all

The result isn’t a lack of care. It’s a lack of structure.

That’s where systemized employee appreciation comes in.

Building employee appreciation into company culture (not just moments)

At the center of Trainual’s approach is the Cheerio Squad — a volunteer-based, cross-functional group with representation across departments.

Their responsibility isn’t to send gifts randomly. It’s to:

• Keep a pulse on what teammates are experiencing
• Surface moments that matter
• Ensure appreciation and support happen consistently

As Ariana, Trainual’s Office Manager, explains:

“One of our responsibilities is being that grapevine — knowing what’s going on with the teams and where a little support or cheer could go a long way.”

Because ownership is shared, appreciation doesn’t live only with HR or managers. Anyone can raise their hand when a teammate needs support or recognition.

Using clear triggers for employee appreciation and recognition

Rather than guessing when appreciation is needed, Trainual uses clear internal triggers.

Support is initiated when:

• A teammate is going through a personal hardship
• Someone is sick or recovering
• A family member passes away
• A birthday, milestone, or meaningful moment comes up

Leaders can submit requests, Cheerio Squad members flag moments they hear about organically, and the office team determines the most helpful response.

“We think about what actually helps in that moment—whether that’s a meal card, a care package, or something that just says ‘we’re thinking about you.’”

This ensures employee appreciation is timely, relevant, and human—not performative.

Personalizing employee appreciation without relying on memory

One of the hardest parts of employee appreciation at scale is personalization.

Trainual solves this by documenting preferences early and referencing them often.

During onboarding, teammates complete Typeforms that capture:

• Interests and hobbies
• Favorite snacks or drinks
• Personal preferences

Those details are stored and reused later — so appreciation stays personal even as the team grows.

“We don’t have to memorize everything,” Ariana says. “We reference onboarding forms often. It helps us keep gifts personal as the team scales.”

This removes pressure from leaders while still making recognition feel thoughtful.

Employee appreciation for remote and distributed teams

For remote-first teams, appreciation can’t stop at Slack messages.

When remote employees visit Trainual’s office, small “surprise and delight” moments are planned intentionally:

• Personalized welcome signs
• Desk details tied to hobbies or interests
• Favorite snacks and drinks stocked ahead of time

“Even something as small as having their favorite beverage in the fridge tells them, ‘We thought about you before you got here.’”

These gestures reinforce belonging—especially for teammates who don’t have daily in-person interactions.

Why systemizing employee appreciation makes it sustainable

What makes Trainual’s approach effective isn’t the gifts — it’s the structure behind them.

By systemizing:

• Ownership of appreciation efforts
• Triggers for action
• Where personal preferences live
• Appropriate responses for different situations

Employee appreciation becomes repeatable instead of reactive.

And when appreciation is consistent, employees don’t just feel valued — they feel supported, safe, and confident that care isn’t conditional.

TL;DR: How to systemize employee appreciation

• Create shared ownership across departments
• Use clear triggers for when appreciation is needed
• Document personal preferences early
• Support remote employees intentionally
• Document the process so appreciation doesn’t rely on memory

When employee appreciation is documented, it becomes scalable, consistent, and real.

Appreciation works better when it’s part of your operating system

The biggest takeaway isn’t to send more gifts — it’s to build systems that make appreciation inevitable.

When team appreciation is part of your documented processes:

• No one falls through the cracks
• Managers aren’t guessing
• Culture stays strong as teams grow

💛 Want to make employee appreciation consistent, personal, and scalable?
Documenting your culture, processes, and ownership makes it easier to support your team — without relying on memory or burnout.