Admittedly, suggestion boxes have become something of a joke in contemporary workplaces, where they may be an invitation for facetious observations or even catty criticism, but these simple tools can sometimes provide unexpected benefits.
The box can be a physical object, located in a break room or lobby or any central area. Modern equivalents are more likely digital mobile-friendly software platforms on online portals to which workers can submit from any device. The latter are faster to operate, especially using QR codes, and can reach more people. Examples like Trello, Survey Monkey or Officevibe all use specialized software.
Make it accessible
To encourage participation visibly, you need to display and promote "the box." The goal is to establish an open flow of communication to management. You can apply what is captured in the box for many purposes, such as for feedback before making firmwide or team changes or to elicit employees' opinions on new products or services. Here are some starter tips:
- Use the suggestions to determine long-term goals.
- Track the most popular ideas.
- Display the top suggestions publicly and rotate the list.
- Test software before implementation and support it continuously.
- Add a regular section in the company newsletter to highlight feedback.
- Advocate both interdepartmental ideas and department-specific suggestions.
- Monitor the collected data for abuse or negative language and insist on a respectful attitude.
- Offer rewards and incentives, such as gift cards or time off.
- Use gamification, which should depend on clear and fair rules and be open to all.
- Promote the box with reminders such as posters, emails or social media channels.
- Request practical details for implementation.
Follow-up is critical. Without any accountability or tracking, the whole exercise will seem pointless and even demoralizing. (You might be better off simply brainstorming.) If your box is not anonymous, respond and thank contributors for each suggestion. It all adds up to help create an employee ownership culture.
Good things come in small boxes
Team members may be eager to give feedback but lack a platform. A suggestion box could furnish that outlet for opening up a channel to management.
Team leaders could use their observations to help spot inefficiencies or resource wastage. So many small expenditures tend to get swept under the rug when nobody takes the initiative to point them out. Another subtle benefit is the opportunity to take preemptive measures to preclude minor issues from escalating.
Are you looking to stimulate a more innovative culture? Do you want to boost engagement and morale? The humble suggestion box can be particularly helpful for empowering shy or introverted team members who might otherwise be inhibited from voicing their valuable ideas. In an extreme case, it may serve to protect whistleblowers as a first route for stepping forward.
An anonymous refuge
You must decide whether to give cover by making your box anonymous. If you do so, participants need not provide their names and can feel secure in knowing their locations and IP addresses will not be disclosed. If you are using an online system rather than a physical box, dedicated software is available to prevent recording any personally identifiable information. In any case, employees should be urged to take their observations directly to management if they do not feel comfortable using any type of suggestion box.
There are advantages to anonymity. Although it is true that it makes it harder to track down discussions, it is simultaneously much more likely to prompt candid feedback, as there will be no concern over retaliation. At the same time, employees will probably be willing to engage, providing a more inclusive set of views.
The box may expose significant hidden issues, such as workplace safety concerns. Again, management must commit to reviewing and acting upon any viable information. If they neglect to follow through, they risk losing credibility.
If you do go the anonymous route, however, it is imperative to preserve strict confidentiality. There must be no leaks or traceable input. Otherwise, the entire initiative may backfire or, worse, cause irreparable harm to employee relations.
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