How to Organize Secret Santa at Work: The HR-Approved Guide

Organizing a workplace Secret Santa can boost team morale and spread holiday cheer—but it requires thoughtful planning to be inclusive and appropriate. This HR-approved guide walks you through every step of running a successful office gift exchange.

🚀 Getting Started: Planning Your Office Exchange

Step 1: Get Management Buy-In

Before announcing anything, check with your manager or HR department. Some companies have policies about workplace gift exchanges or may want to sponsor the event.

Step 2: Gauge Interest

Send a quick poll or Slack message to see who's interested. Secret Santa works best when participation feels voluntary, not obligatory.

Step 3: Set Key Details

• Budget: $15-$25 is the workplace sweet spot
• Sign-up deadline: Give people at least a week
• Gift exchange date: Usually tied to a holiday party or team lunch
• Theme (optional): "Cozy winter," "Self-care," or "Under $20"

💰 Setting an Appropriate Budget

The budget for office Secret Santa needs to balance thoughtfulness with accessibility. Consider:

• Salary ranges in your team – A $50 limit might strain entry-level employees
• Company culture – Startups might go quirky and cheap; corporate may lean traditional
• Team size – Larger groups often go lower budget

🤝 Making It Inclusive

Handle Opt-Outs Gracefully

Not everyone celebrates Christmas or wants to participate in gift exchanges. Make it crystal clear that participation is optional and that opting out won't be held against anyone.

Consider Religious and Cultural Diversity

• Frame it as a "Holiday Gift Exchange" rather than strictly Christmas
• Avoid explicitly religious gifts
• Be mindful of dietary restrictions for food gifts
• Consider timing around various holidays (Hanukkah, Kwanzaa, etc.)

Accommodate Remote Workers

If you have hybrid or fully remote team members:

• Collect shipping addresses confidentially
• Set an earlier deadline to account for shipping
• Consider a virtual unwrapping session via video call
• Factor shipping costs into the budget (or set a separate allowance)

✅ Appropriate Workplace Gifts

Safe Choices:

• ☕ Coffee shop gift cards
• 📚 Books (non-controversial)
• 🪴 Desk plants or succulents
• 🎧 Tech accessories (phone stand, cable organizer)
• 🍫 Quality chocolates or snacks
• 🕯️ Candles (stick to neutral scents)
• 📓 Nice notebooks or planners
• ☕ Insulated tumbler or mug

Avoid:

• ❌ Alcohol (unless your workplace culture allows it)
• ❌ Perfume, cologne, or personal care items
• ❌ Clothing (sizes are tricky)
• ❌ Anything political or religious
• ❌ Gag gifts (unless that's the agreed theme)
• ❌ Items that could be seen as romantic
• ❌ Anything with inappropriate humor

📋 Organizing the Exchange

The Old Way (Paper in a Hat)

Pros: Simple, nostalgic
Cons: People can draw themselves, no exclusions, hard with remote workers

The Spreadsheet Way

Pros: Can handle remote teams
Cons: Time-consuming, organizer sees all matches, easy to make mistakes

The Best Way: Use Shneaky Santa

Our free online tool handles everything:

• ✓ No one draws themselves
• ✓ Set exclusions (e.g., don't match people in the same department)
• ✓ Everyone gets an email with their match and a wishlist link
• ✓ Even the organizer can't see who has whom
• ✓ Participants don't need accounts—just click the link

📅 Suggested Timeline

🎉 The Exchange Day

Popular Exchange Formats:

1. The Pile Method: All gifts go in a pile. Names are called, and each person finds their gift.
2. The Reveal: Each person opens their gift, then the giver reveals themselves.
3. The Circle: Everyone sits in a circle and opens gifts simultaneously.

Tips for the Event:

• Have extra generic gifts on hand (in case someone forgets)
• Take photos for the team Slack/newsletter
• Combine with food—potluck or catered lunch
• Keep the reveal lighthearted; don't force anyone to speak

🔧 Troubleshooting Common Issues

"Someone forgot to bring a gift!"

Have 1-2 backup gifts ready (gift cards work well). Buy something generic and neutral.

"Two people want to swap who they got."

Politely decline—it defeats the purpose and can create drama if others find out.

"Someone gave an inappropriate gift."

Handle privately with the giver. If it's egregious, involve HR.