Employee Suggestion Box: Setting Up for Effective Feedback

What is a Suggestion Box?

A suggestion box is a tool that allows employees to share their thoughts and ideas with management. It serves as a platform where they can submit feedback, suggestions, or concerns about various aspects of the organization. This can range from providing input on projects, suggesting new initiatives, offering peer feedback, or expressing concerns about workplace policies.

There are two main types of suggestion boxes: traditional physical boxes usually found in common areas like break rooms, and digital suggestion boxes, which offer an online platform for easy submission from any location. The goal of a suggestion box is to promote open communication, make employees feel valued and involved, and ultimately improve the workplace. 

The Pros and Cons of Employee Suggestion Boxes

Suggestion boxes can be a powerful tool for gathering feedback and fostering a culture of innovation in the workplace. However, they come with their own set of advantages and challenges. Let's explore the pros and cons of why your organization needs a suggestion box:

The Benefits of Employee Suggestion Boxes:

• Boosting morale through meaningful follow-up on suggestions.
• Encouraging inclusivity by providing anonymity for all employees.
•  Driving problem-solving and continuous improvement efforts.
• Fostering innovation by providing a platform for idea sharing.
• Promoting a culture of feedback, demonstrating that employee input is valued.

The Challenges of Employee Suggestion Boxes:

• Risk of increased negativity if suggestions are not addressed constructively.
• Potential burden on management or HR teams to review and respond to suggestions.
• Deterioration of trust if suggestions are not acted upon in a timely manner.
• Difficulty in recognizing and crediting employees for their contributions in an anonymous system.
• Lack of engagement and interest if not actively promoted and encouraged among employees.

Things to Consider Before Introducing a Suggestion Box

Before you bring in a suggestion box, take a moment to think it through. Getting early-stage ideas or feedback from your team sounds great, but let's avoid potential drawbacks. 

Here are some questions to ponder before launching your new feedback box:

• What stops people from giving feedback now?
• What's the best way to set up guidelines and processes?
• Who should be part of the feedback loop?
• Can I clearly explain how to use the box and what happens next?
• Do I have time to review and act on employee ideas?
• How will I handle negative feedback about bosses or coworkers?
• Is there already a feedback-friendly atmosphere?
• Do higher-ups and team members support this idea?
• Can I reward helpful suggestions while keeping anonymity?
• Will people actually use it? If not, how can I encourage them?
• Do I have the right tools or software for this?
• Is a suggestion box the best way to gather feedback, or is there a better option?

Check out Litespace's blog 8 Suggestion Box Ideas to Increase Engagement to learn about different approaches to suggestion boxes!

Implementing Your Employee Suggestion Box

Here’s a step-by-step guide to help you implement this tool in your workplace, the right way!

1. Define the purpose and objectives

Start by outlining what you hope to achieve. It might seem like a no-brainer to just place this box in the office and let it be. But without a goal guiding your strategy, it will be difficult to make progress. Think of the outcomes you want in your workplace: 

• Do you want to collect feedback on a new initiative or idea? 
• Are you trying to gather ideas on a new project to drive innovation?
• Are you trying to increase engagement in the workplace?

There’s no right or wrong here. Having a clear objective going in will help guide the entire setup process.

2. Choose a central location

Selecting the right location for your employee suggestion box is key to its success. Imagine having it near the restrooms or tucked away in the manager's office—would that feel right? 

Ultimately, the goal is to position it in areas that encourage participation. All while respecting the comfort and privacy of employees. Consider high-traffic zones like communal spaces, by the reception, or near the office entrance. They're visible and easily accessible, making them ideal locations.

3. Select an Appropriate Box

Choose a visually appealing and sturdy suggestion box. It doesn't have to be extravagant, but it should command attention. A transparent box can encourage participation as more submissions come in. A covered box will do just well if you prefer having more anonymous submissions. Make sure the slot is big enough to fit submissions, whether a piece of paper or a suggestion form.

‍4. Communicate the Initiative

It’s important that both parties get on the same page for this initiative to work well. Start by making an announcement to create awareness about this tool. Whether you do it through email or in a town hall meeting, clearly explain its purpose, benefits, and how employees' ideas contribute to positive change. 

‍5. Establish clear submission guidelines

This is to ensure that you receive meaningful suggestions that are aligned with your organizational goals. Outline the type of feedback you're seeking, the preferred format, and any specific criteria for evaluation.

When it comes to anonymity, get insights from your workforce on what they prefer. Workers should feel comfortable in sharing honest and innovative suggestions. There can be instances where someone refrains from participating simply because they fear judgment. If that’s the case, maybe consider a system that allows optional name-sharing on their submissions.

‍6. Design an eye-catching suggestion form

To add some structure to your employee suggestion box, consider using a suggestion form. The key is to create one that’s simple, straightforward, and appealing. A black-and-white form might feel too corporate, which could over-formalize the process. Be creative and change it up with some color. It shouldn’t be lengthy either. You want to encourage participation, so keep questions and answering options as simple as possible.

‍7. Establish a regular collection and feedback routine

Having a routine helps create accountability. Set a regular collection period and assign responsibility to someone dependable. That could be a receptionist, team lead, or manager.

It’s also key to ensure transparency. Over 50% of employees cite that a lack of transparency holds their company back. By providing regular updates on the progress and outcomes of suggestions, you keep employees informed and show that you value their engagement. In turn, they’ll feel encouraged to share suggestions and feedback more freely.

‍8. Recognize and reward contributions

Great contributions deserve recognition. Particularly when they’re innovative and lead to new advancements. Having a reward system can be a great way to motivate and encourage creative suggestions. 

Gamification is an effective strategy for this. You can incentivize workers with a leaderboard or themed challenges to get further participation. There are many ways you can acknowledge and appreciate your worker’s contributions for example through:

• Verbal praise
• Badges 
• Monetary rewards (like gift cards, vouchers, bonuses)
• Social media features

To further increase engagement, check out these suggestion box ideas for some additional inspiration.

9. Collect employee feedback

This is key to the ongoing improvement of your employee suggestion box. They’ll have the most to say because, after all, it’s their experience. Conduct surveys or feedback sessions to understand how employees perceive the suggestion box and how it can better serve their needs. You’ll gain new insights but most importantly, keep an open mind and embrace improvements.

Conclusion

A suggestion box serves as a valuable tool for enhancing workplace communication and fostering employee engagement. Whether through traditional physical boxes or digital platforms, its aim remains consistent: to provide a channel for employees to voice their ideas, feedback, and concerns.

However, before implementing a suggestion box, it's essential to consider various factors such as setting clear objectives, establishing guidelines, ensuring transparency, and fostering a culture of feedback. By addressing these considerations thoughtfully, organizations can effectively leverage suggestion boxes to drive positive change and continuous improvement in the workplace.