The Infamous Suggestion Box1

August 18, 2015 03:54:18 PM

The Infamous Suggestion Box     

        One of the older techniques for gathering feedback is definitely the pen-and-paper suggestion box. Predating the advent of e-mail and instant messaging, this communication tool allowed entrepreneurs to gain insight into how their businesses were doing from the point of view of their employees.
       However, some think that the heyday of the humble suggestion box has come and gone. The corporate world has now automated most of its information delivery systems. In an era where people prefer their ideas typed up rather than written down, can your business still benefit from this age-old strategy? 

I. The Pros
       First, a suggestion box provides a venue for employees to present ideas or observations. Usually, it’s the employees who are in the field, marketing products or interacting with customers. This strategic vantage point makes them primary recipients of buyers’ comments or complaints, whether a business strategy needs re-working, as well as explore possible innovations that can make the job easier or the workforce more efficient.
       Second, anonymity allows for ideas to be evaluated with equal consideration. Each suggestion can be appraised by their true merit, without biases based on the rank or personality of the person behind it.
       Third,it’s practical. Managers don’t have to approach employees individually during their work schedules - this would not only be an interruption of an employee’s work schedule, but also taxing on an already-swamped manager.
       Last, the setup comes with very minimal expense. Total cost of a pen, paper, and a box can be reimbursed several-fold if even one suggestion ends up increasing overall revenue.

II. The Possible Pitfalls
  Realistically speaking, sometimes suggestion boxes don’t work – simply because employees don’t submit anything. Here are some common reasons behind this problem, followed by solutions you can try:
 
1. Employees say they can’t think of anything to suggest.
  You might want to help the creative process along by prompting them with certain topics or facets of the business that may need improvement. Using a whiteboard or bulletin board over the suggestion box, write down what you would like them to provide input on (e.g. “Company Summer Outing”). You can also add keywords or phrases on the pieces of paper themselves (e.g. “We can improve our product advertising by __________.”)

2. They are afraid or hesitant to provide ideas for improvement.

      This often stems from the belief that a negative outcome awaits those who speak up or “rock the boat.” Emphasize that their honesty won’t endanger their job security, nor will their ideas be denigrated in public – for instance, don’t read each suggestion out loud and go “No way, this will never work.” or “That’s ridiculous!”
      Instead, tell them the suggestions may be given anonymously, and will be reviewed in private. Bring to the meeting all the constructive ideas provided. Acknowledge that even though some were excluded, they were still carefully considered and that you appreciate the effort put into submitting.

3. They seem to display a consistent “Why bother?” attitude. 

       This often arises because employees (1) doubt the efficacy of the suggestion box, or (2) find it inconvenient to submit ideas.
         It is no wonder people distrust the employee suggestion system if, once they submit, they wait and wait, but employers give no indication of ever emptying the contents of their suggestion box. Most employees don’t expect that all their ideas are put into practice. They’re simply looking for confirmation that their suggestions have been read and considered.
         Make suggestion-giving as convenient as possible. Place the box somewhere visible and readily accessible. Provide a pen & paper as well as ample space to write. Don’t enforce rules that limit when entries can be given or what they should contain (e.g. rules like “Submit on Fridays only, 2-3pm.”). For the sake of privacy, avoid transparent boxes or ones that aren’t padlocked. Lastly, don’t enforce rules that limit when entries can be given or what they should contain (e.g. rules like “Submit on Fridays only, 2-3pm.”).

         Hopefully with these tips and tricks, the suggestion box will become less intimidating and instead more useful to you, your employees, and ultimately, to your business.

REFERENCES:
http://thesmallbizdigest.com/wordpress/?p=21
http://www.nytimes.com/2009/07/07/business/smallbusiness/07toolkit.html?_r=0
http://smallbusiness.chron.com/employer-suggestion-box-process-13800.html
http://www.cnbc.com/id/49377846
http://www.ehow.com/facts_5029964_advantages-disadvantages-suggestion-box.html
http://www.plasticproductsmfg.com/Encouraging-Suggestion-Box-Use.html
http://humanresources.about.com/od/quality/a/suggestion_pro.htm
http://johnny1555.hubpages.com/hub/Suggestion-Boxes
http://www.andrewjensen.net/create-a-suggestion-box-that-will-deliver-feedback-from-your-employees/
http://www.wisegeek.com/what-is-a-suggestion-box.htm

IMAGE SOURCES:
http://cinemacurmudgeon.com/wp-content/uploads/2011/03/suggestion_box_smaller.jpg
http://klenger.net/humor/suggestions.jpg
http://s7d5.scene7.com/is/image/Staples/s0622107_sc7?$splssku$
http://completeinnovator.files.wordpress.com/2011/04/put_some_stuffing_in_the_staff_suggestion_box.gif


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