Optimizing Employee Engagement Through Suggestion Box Implementation and Feedback Mechanisms

Dear All,

What should be the shape and size of a suggestion box? Or can we use any box for suggestions and name it as a suggestion box, like a plastic rectangle box typically used for a medicine kit? Alternatively, should suggestions be submitted through the internet, using our official email, and sending them to the concerned HR department?

Suggestions are always welcome.

Regards,
Anupama

Is it a very uninteresting question? But it's new for me.

I am going to put a suggestion box in my company, so just need suggestions from all of you.

Dear Anupama,

There is no particular prescribed shape for the suggestion box. What you can do is take a cardboard box, cover it neatly with colored paper, and give an opening on the top. Put the comment "All your valuable suggestions are required" on the box instead of 'suggestion box.' I say it is very useful. People who are very shy to come and speak will post their true comments. Keep the suggestion box where everybody will visit frequently. You can keep it in the dining hall, reception area, or meeting room.

One more thing is to check the suggestion box once a week and respond to their suggestions as early as possible because the employees will expect you to do so.

This is my suggestion. Furthermore, you are to respond/act.

Best wishes.

Regards,
Lavanya :)

Hi Anupama,

The Suggestion Box should be a box that can accommodate general complaints about the administration, facility management issues, and allied matters. There is no specific size requirement for the box, but it should be noticeable when placed in common areas. You can determine the size to ensure it can hold A4 size papers. Additionally, its location should be fixed and visible to everyone, with "Suggestion/Complaint Box" clearly labeled on it. It is crucial to communicate this during the induction or orientation sessions for new employees. For existing employees, you can send out an email to inform them about the suggestion box.

Lastly, the suggestions collected in the box should be thoroughly reviewed, and actions should be taken based on the decisions made.

I hope this addresses your query.

Thanks,
Barada

Hi Anupama,

I have observed that in organizations, the suggestion/complaint box is often the most ignored aspect. I believe that its design could be made a bit more informal, different from the typical hospital suggestion box, to make it more appealing and engaging. It ultimately depends on individuals whether they are comfortable expressing their thoughts on paper or through the internet. The concept of online suggestions is also promising, but it must follow a proper channel.

Regards,
Anuradha

Hi Anuradha,

This is very true that it depends on people whether they are comfortable with putting their thoughts on paper or through the internet. So, we have planned that people shall put only the suggestion without their name on that paper. I think it can work. What do you think?

Hi Anupama,

I believe writing names on the suggestion box should be a personal choice. In a company where we were consulting, we found that many people want their names on suggestion slips. This way, if the suggestion or initiative is accepted by management, they know whose idea it is and may receive recognition.

However, with complaint forms, this does not happen. Guidelines need to be established here as well - whether for suggestions, initiatives, company improvements, or grievances/complaints.

I think your idea will definitely be successful, and you can modify it as the requirements change.

Regards,
Anuradha

Hi Anuradha,

Do you think the suggestion box and complaint box should be combined? I don't think people should write about their complaints and put their name on it. I have observed that many individuals leave the organization because they are unable to voice their concerns against their seniors or reporting head. Management may not allow the person to leave if they deem the complaint invalid, possibly labeling the person as a complainer.

It might be better to refer to it as a suggestion box, allowing employees to come up with suggestions rather than just complaints. What do you think? Besides, seniors can also suggest or put forward their views.

Regards,
Anupama

Very true, Anupama! No need to create a fuss or a complex situation by making different boxes. I believe what you have thought of is very good. If you see any changes to be implemented, you can do that at that point in time.

Regards,
Anuradha

This is the proposal i have send to my reporting head....

can see and guide me if something has missed out...



Topic: SUGGESTION BOX



Concept:

It involve people as much as possible in all aspects of work decisions and planning. This involvement increases ownership and commitment, retains the best employees and fosters an environment in which people choose to be motivated and contributing.



A carefully constructed employee suggestion program launched with organizational commitment, clarity and ongoing communication can positively impact employees motivation and enthusiasm.It may include ideas that affect cost savings, quality, productivity, process improvements, revenue-generation and morale-enhancement.



Intrinsic to most employee involvement processes is training in team effectiveness, communication, and problem solving; the development of reward and recognition systems; and frequently, the sharing of gains made through employee involvement efforts.



Problem Observed:

The process decided upon for the submission and review of suggestions in the employee suggestion program should be publicly communicated.

Have to check the suggestion box once in a week and do respond to their suggestion as early as possible because employee will expect from the company to do so.

People, who fail to get timely feedback, stop submitting ideas. If every idea becomes a “why should we” rather than a “why should we not”, people get discouraged quickly.



Solution Analyzed:

Employees just want to know what is happening with their ideas.

Feedback to people with suggestions have to make in private, especially if the idea is rejected. Otherwise, people will be reluctant to possibly your most fruitful suggestions. On the other hand, when an employee suggestion is implemented and it results in a reward ...company has to acknowledge the contribution at a staff meeting.



Proposal and Approaches:

What we can do for now is to take a cardboard box cover it neatly with coloured paper.Give a opening on the top.Put the Comment as "All your valuable suggestions are required" on the Box .People who are very shy to come and speak will post their true comments which may very useful for company.

Before starting an employee suggestion programme Company has to share all of the guidelines and especially, the goals that company trying to accomplish

We can set a day a month for a luncheon /monthend meeting at which every employee is asked to submit at least one idea or can ask the reporting head to bring three employee ideas to each monthend meeting. Creativity serves you well in idea generation.



Efforts:

How to involve employees in decisionmaking and continuous improvement activities is the strategic aspect of involvement and can include such methods as suggestion systems, work teams, continuous improvement meetings, continuous improvement events, corrective action processes, and periodic discussions with the supervisor.

Financial Impact

Rewards can include gifts or certificates..Its a recurring cost...

Regards,

Anupama

Hi everyone!

Suggestion boxes tend to be cold, rectangular, squarish 'things' that take away the warmth and caress the feelings of companionship. Why not have them heart-shaped, or shaped (and colored) like some luscious, exotic fruit, or again a shape reminding of the company's logo? When the 'box' looks 'unbox'-like, people tend to notice it easily, and a sense of companionship prevails. People then tend to be more honest and open in coming up with their suggestions, complaints, or recommendations.

Make people feel comfortable, and see what they can come up with! You'll be amazed!