BOP staff recognition and morale guidance for prison leadership

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Words of Appreciation & Saying “Thank-You”¶

These quick and simple ways to thank your employees boosts morale, builds meaningful relationships, and reminds employees working in a challenging environment that they are valued.¶

USE WHEN:¶

• You see employees in the hallway, signing in for their shift, or notice an individual or group going above and beyond

• You wish to boost morale and encourage employees

• You want to set an example of appreciation for other executive staff or supervisors in the institution

• You want Executive Staff, Department Heads and Supervisors to practice recognition and build stronger connections

HOW OFTEN DO I USE THIS?¶

Provide employees with timely, specific, and personalized feedback. Ideally thank you would occur on the spot, but realistically it is most effective to provide a note of thanks or words of appreciation within a month of the action, whether that’s in person, through an email or in a handwritten note.¶

WHAT DO I SAY?¶

When thanking an employee, think about including details such as:¶

• What action was taken and when

• How it positively impacted other employees and the institution’s success

EXAMPLES:¶

• “Thank you for taking an overtime shift today; your commitment keeps all of us safe.”

• “I appreciate that you shared your ideas during the staff recall. That encourages others to share their thoughts.”

• “The night/early morning shifts are crucial to keeping inmates and employees safe. Thank you for being here.”

• “Thank you for coming in early to prepare food for everyone; your efforts are appreciated.”

• “Thank you for jumping in so quickly to cover a post you’re not used to.”

STAY INTERVIEW FEEDBACK¶

(Conducted Nov. - Dec. 2022):¶

“Acknowledge staff on the spot when they do a great job.”¶

“[Leaders] can better recognize staff by pulling you to the side, having a conversation with you, and letting you know you are doing a good job.”¶

“I like face-to-face recognition for specific work and getting feedback, too.”¶

Take 15-30 minutes each week to walk around your institution and thank employees. Consider utilizing other executive staff and CST to ensure more people are acknowledged and off-shifts are not forgotten.¶

Use primarily generic, broad thank yous that address the entire institution. While kind, these do not make employees feel valued for their specific efforts.¶

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Warden Newsletter¶

Start a newsletter to consistently and transparently communicate timely information to employees, highlight achievements, and share “shout-outs.”¶

USE WHEN:¶

• You feel like you do not have consistent interaction with employees

• You feel there is a disconnect in communication between levels or shifts

• Due to scheduling conflicts or institution specific situations, you often don’t have enough time to visit employees, but you want to make sure that all are aware of what is going on

• You have heard that employees want more transparency and information from leadership

• You think your employees need more avenues for recognition

• You want to share major accomplishments made by individuals or your institution

WHAT DO I SAY?¶

Consider writing a newsletter once a month or once a quarter to share consistent communication and frequently-occurring highlights to employees. You can include the following items in your newsletter:¶

• An update on what is going on in your life and around the institution

• Highlight upcoming events or programming

• Highlight different operational or policy changes

• Appreciation for employees or leaders who are consistent, reliable, and hard working (i.e., an employee or group spotlight)

• Share institution or regional achievements (i.e., how many medical trips were completed, how many meals were served, new processes implemented)

• Highlight new trainings and teams at your institution with a point of contact

WHAT MATERIALS SHOULD I USE?¶

Consider using the template attached on this page in the blue box. Include your employees! Ask what they would like to see and hear about, then update the template to match the needs of your institution.¶

SPEAKING POINTS:¶

I want to use this newsletter to be transparent about what is happening in our institution and providing a¶

way for staff to recognize one another.¶

I’m excited to use this form of communication to better share news and achievements from our institution, our region, and all of BOP.¶

CLICK HERE FOR TEMPLATE¶

NEWSLETTER TEMPLATE¶

Provide various details and segments in the newsletter. Try to incorporate information alongside recognition, new opportunities, and staff spotlights. Consider asking employees what they would like to see in the newsletter!¶

Send the newsletter at infrequent intervals. Commit to a routine basis (i.e., first Monday of each month)¶

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Tying Contributions to the Mission¶

Share with employees how their efforts contribute to the mission of their institution and the Bureau to demonstrate how their day-to-day work ties to a larger purpose. It is important for employees to feel that every post and task leads to meaningful impact.¶

USE WHEN:¶

• You wish to boost morale and remind staff of the big picture

• You want to highlight all departments and employees’ impacts in a specific way

• You want Executive Staff, Department Heads and Supervisors to practice recognition and practice tying seemingly small contributions to larger institution or Bureau-wide impacts

HOW OFTEN DO I SHARE THIS INFO?¶

These “Contribution Reminders” can be shared when your Executive Staff completes required monthly or quarterly reports for your institution or region. You can share the information with staff at a staff recall, through the newsletter, or in an email.¶

WHAT IS IMPACTFUL TO INCLUDE?¶

• How many FSA programs were offered or conducted this month or quarter

• Number of inmates kept safe through events such as medical transports

• Amount of contraband discovered

• Employees who have made a level of tenure

• Promotions

• How many inmates complete their GEDs this year

• Did our institution or any staff members get recognized locally, regionally or at BOP?

WHO CAN HELP?¶

Work with Department Heads and Executive Staff who frequently work on routine reports to decide what statistics may be most meaningful for employees at your institution: key notes and statistics on inmate safety, medical achievements, new programs and initiatives, number of new hires that joined during the quarter, etc. This is also a great way to increase connections between departments and cross-train leaders!¶

STAY INTERVIEW FEEDBACK¶

(Conducted Nov. – Dec. 2022):¶

“I like interacting with inmates. I want to learn how to say something meaningful!”¶

“BOP is great about allowing you to do collateral duties and be part of things besides your job. I joined the¶

DCT (disturbance control team) team as a medical staff member and it helps me do something bigger than my position which provides a wealth of knowledge.Ӧ

Utilize BOP’s core values (Courage, Respect, Integrity, Correctional Excellence) and connect employee contributions to the BOP’s impact.¶

Highlight negative events or areas where the institution did not meet requirements (i.e., staffing levels).¶