What a gift communicates when there is no office, when it is best to decide on it, and what to resolve before choosing the year-end corporate gift for a remote team, from the budget to shipping to each country.
In an office, the end of the year comes with a toast, a dinner, and someone handing something out. In a remote team, none of that happens, and the only thing that might arrive at each person's house is what the company decides to send.
That is why the gift carries more weight in a distributed team than in an in-person one. It is almost the only physical gesture of the year and, at the same time, one of the most difficult to execute: you have to choose something that works in different countries, gather addresses and sizes, and make sure it arrives before the holidays.
It is usually resolved late, in a rush, and without a clear person in charge. What follows organizes the decisions in the order in which I would make them.
Why give a year-end corporate gift to a remote team?
In a remote team, the gift replaces gestures that the office provides without anyone organizing them: the toast, the dinner, the in-person greeting. It is one of the few ways for each person to receive something concrete at home that says the company is keeping them in mind. That is why it is best to treat it as a team decision and not as a last-minute purchase.
Closeness is not included in remote work; it has to be built with concrete gestures. At First Plug, we see this every year and in companies from different sectors that work with us. When we reach the final stretch of the year, we begin to plan the gifts and logistics to reach each of the collaborators distributed in different countries.
When is the best time to start organizing the year-end gift?
Between October and November. During these months, decisions are made regarding what to give, to whom, and with what budget, and it is sent in December. If the decision is made in December, the gift runs the risk of arriving in January, when it has already lost its meaning.
An organized process can look like this:
Stage | What is decided | What usually blocks it |
|---|---|---|
Budget | Amount per person and who approves it | Decisions that arrive when the budget is already committed |
Selection | Type of gift and variants | Different tastes or ideas that do not converge |
Customization and production | Design, logo, and quantities | Additions and removals that change the total |
Shipping data | Addresses, sizes, and contacts | Outdated information |
Dispatch | When each shipment leaves | Different times and rules per country |
Delivery and tracking | Confirming that each gift arrived | Delays, damages, and claims |
The deadlines for each stage depend on the country and the type of gift decided upon. Issues can arise that delay schedules, which is why it is advisable to work backward from the date the gift should be in each home to start planning it as early as possible.
How much to spend on the year-end gift and who should be in charge?
There is no single correct amount for every company. What works is defining a value per person that is equal across all countries and consistent with what the company does for its team the rest of the year, and assigning a specific person responsibility for the entire process. A gift without an owner is one that arrives late.
In practice, the gift ends up in the hands of HR, an office manager, or the founder themselves, depending on who has a gap in their schedule. It is best to decide this beforehand. My recommendation is that it be led by the People department, with the budget approved by finance and management before starting to choose.
What to give to a team distributed across multiple countries?
In a distributed team, it is also important that the gift is equivalent across countries: that those living far from a major city receive the same care as everyone else.
Five criteria help to filter options: that it is suitable for daily use, that the branding is subtle, that there are variants when sizes are involved, that it is equivalent across countries, and that it is easy to ship (weight, volume, and fragility).
Choosing well is difficult because there are many things to take into account, such as tastes, sizes, shipping weights, and budget. Therefore, this year we have put together options based on what we have seen work over the years: designed to be used, to travel well, and to be replicated in different countries. They are a concrete starting point for anyone who needs to make a decision without starting from scratch.
What makes sending gifts to collaborators in different countries complicated?
Each country has different shipping times, requirements, and costs, and people's details (address, size, contact info) change right up to the last minute due to new hires and departures. What worries organizers the most is that some gifts will arrive in December and others in January.
Starting to plan in October saves more work than any other decision. Here is what you should gather before purchasing:
A finalized list of recipients, with a cutoff date and a criteria for any subsequent additions.
Country and complete address for each person, with delivery instructions if needed.
A contact person to coordinate the delivery.
Size and variant chosen by the person themselves, not estimated.
How do you handle a year-end gift for a team spread across multiple countries?
With a single point of responsibility from start to finish, a timeline that begins in October, and delivery details confirmed before production. When those three things are in place, the rest is just execution.
At First Plug, we manage hardware for remote teams with our own operations in LATAM, and this setup gives us traceability and accountability over every single step of the delivery process.
To make the process easier for HR, this year we have put together 5 corporate gift proposals. If you already work with us for equipment delivery, the gift can leverage that very same operation; if not, it is a great time for us to start talking.
Frequently Asked Questions
When is the best time to start organizing the year-end gift?
Between October and November. These months are enough to define the budget, choose the gift, gather addresses and sizes, and produce, so that in December only the shipping remains. The exact deadlines depend on the country and the type of gift.
How much should be spent per person?
There is no single amount. We recommend setting an equal value for all countries, consistent with other actions the company takes for the team, and prioritizing a well-thought-out gift over an expensive and generic one.
Can the same gift be sent to all countries?
Yes, at First Plug we reach every country in LATAM. However, not all items enter each country with the same ease or within the same timeframe. That is why it is best to plan it in advance.
Conclusion
A year-end gift for a remote team is handled successfully when it is decided upon in advance, has a designated owner within the company, and is thought out for specific people, not just a list of names. The rest, from the budget to the shipping to each country, is a sequence of decisions best made with a trusted partner.
This year we have 5 corporate gift proposals for remote teams in LATAM. If you want to start defining your company's gift, drop us a line.
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