How to implement a suggestion box in large companies

8 of May, 2025

Have you ever wondered how to implement a suggestion box in a company? This is key to increasing your employees’ participation in your business.

In this article, we will explain how to develop the entire process in a few simple steps. You’ll discover the best practices to get your suggestionbox up and running. Keep reading and implement internal communication in a practical way!

What should a suggestion box look like in big companies?

For a suggestion box to work in large companies, it needs to meet certain requirements. This will give them the confidence to communicate irregularities without fear of reprisals.

👉 Do you want to know in depth how a complaint channel works for companies? Remember, all companies with more than 50 employees must have one. Fortunately, the experts at Sesame HR have prepared this webinar for you. Sign up now!

1. Confidentiality

An effective suggestion box must operate completely confidentially. No personal information of employees should be made public.

This ensures that workers feel safe when submitting their feedback.

2. Quick response

Large companies must commit to reviewing and responding to employee suggestions promptly and within the established time frame.

Otherwise, workers may feel that their voices are not being heard and complain. It’s important to communicate how suggestions are being addressed and any resulting changes.

3. Issue tracking

A well-designed suggestion box should allow for systematic tracking of suggestions and complaints.

The people in charge of the system should be able to track the progress of each case, from submission to resolution. This helps ensure that no issue is overlooked.

With these requirements in mind, large companies can implement an effective suggestion box. Don’t you think it’s worth the effort?

objectives of the suggestion box in a company

The main goal of implementing a suggestion box in your business is to actively listen to your employees’ views and proposals.

It is also the way to highlight irregularities within the company.

Promote participation

A well-managed suggestion box encourages workers to feel like an active part of the organization and can contribute ideas to improve processes or services.

Detect opportunities for improvement

The suggestions you receive will allow you to detect areas of opportunity in your operation and identify possible solutions to problems you may not even know about.

In addition to improving processes, the suggestion box can serve as an internal communication system to identify potential problems before they become crises. By receiving constant feedback, the entity will be able to address concerns early and proactively.

Improve internal communication

A suggestion box is a direct line of communication with your collaborators. By listening to their proposals and implementing changes, you show them that their opinion is taken into account.

Attract and retain talent

Employees value feeling part of decision making. A suggestion box, combined with a culture that encourages participation, will help you position yourself as a great place to work. This will attract valuable talent and retain it.

Improve processes

One of the primary objectives when deciding how to implement a suggestion box is to identify areas for improvement in internal processes. Such recommendations can reveal inefficiencies or problems that may not be evident to management.

Increase employee satisfaction

With the suggestion box, team members will feel that their opinions are valued and that they contribute to change. All this will have an impact on their motivation and performance.

👉 In short, a well-implemented suggestion box can generate great benefits for your organization and team. Don’t you think it’s time to listen to your employees?

How to implement a suggestion box in your company in a few steps

We explain how you can implement a suggestion box in a company in just 4 steps. The process is easier than you thought, right?

1. Choose the communication platform

There are several options to implement a suggestion box. You should choose the platform that is most comfortable and accessible for your employees.

Take into account that a personnel management software like Sesame HR facilitates the management of the suggestions received.

2. Spread the initiative

It is important to communicate the launch of the suggestion box to the whole organization. Explain the objectives, the available channels, and encourage employees to participate.

You can organize information sessions, send emails, or post the information on the company’s intranet.

3. Evaluate and respond to suggestions

Designate a team that will be in charge of periodically reviewing the complaints or suggestions received. Respond to each one explaining whether it will be implemented or not, and the reasons.

This will motivate employees to continue participating. Viable suggestions can be transformed into real improvements in the company.

4. Make changes and follow up

Once you determine which suggestions to implement, execute them. Afterwards, evaluate the impact they have had to verify if you have achieved your objectives.

You can conduct satisfaction surveys to measure the improvement in the experience of your collaborators.

In a few steps, you can implement an effective suggestion box that transforms your company. Small changes can have big results, so get motivated to listen to your employees’ ideas.

👉 Have you not yet chosen your employee communication platform? At Sesame HR we offer our complaint channel so that employees can communicate anonymously. The time for change has arrived!

Best practices for implementing a suggestion box in your company

Once you install your suggestion box, you’ll need these tips for good management. This way, you can effectively establish and manage your reporting process:

Assign a project manager: this person will need to oversee the operation of the suggestion box and coordinate the necessary actions for its implementation and follow-up.
Document usage policies: all information about the suggestion box must be documented. Employees must know at all times how they can access it and what they can expect after submitting a suggestion.
Involve the HR department: HR can play a key role in managing the suggestion box by providing support in communication, training, and follow-up of the actions taken in response to the suggestions received.
Integrate the suggestion box with your HR software: employees will be able to easily access the system using the same credentials they use for other HR functions, such as consulting payroll or requesting vacations.
Promote a work climate of trust: ensure the confidentiality of the suggestions received. Employees must feel safe when sharing their concerns, without fear of reprisals.
Establish a prompt response: set up a process to quickly review and respond to the suggestions received. The estimated response times must be known by all employees.
Maintain transparency at all times: regularly communicate about the suggestions received and the actions taken. This not only generates trust, but also motivates continued participation.

With these good practices, you can implement an effective suggestion box that encourages the participation of your employees and continual improvement in your business.

👉 If you want to take your company’s internal communication to another level, it’s time to hire your HR software. With Sesame HR, you will have your complaint channel centralized. You can also schedule your internal communications and activate a direct chat with HR. Are you ready to try it?

Implement your suggestion box with Sesame HR

Sesame HR is a HR software, which allows you to implement a comfortable and efficient suggestion box for your employees. In addition, it integrates multiple functions such as:

Management of internal communication.
Implementation of labor surveys.
Analysis of company data.
And much more!

With Sesame HR you’ll be able to manage all the suggestions you receive in one place. This will allow you to keep track of which suggestions have been addressed, which are in process, and which are pending review.

Our software offers a comprehensive solution when considering how to implement a suggestion box in a company. Its internal communication software allows the creation of an accessible and anonymous space for employees to share their ideas. With features that facilitate suggestion management and effective communication, Sesame HR can help you turn staff feedback into real opportunities for improvement.

In addition, you can classify them according to the type of complaint detected, always ensuring the confidentiality of the employees who send suggestions.

As you can configure the box for proposals to be sent anonymously if they prefer. This way, you will promote your collaborators to feel safe expressing their ideas without fear of reprisals.

👉 With tools like Sesame HR you can digitize the process and save time. Get motivated to try it and request a free trial for 14 days!

HR professional with experience in building strong 𝐜𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐯𝐞 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐢𝐞𝐬 among HR leaders. As the founder of the 𝐇𝐑 𝐂𝐥𝐮𝐛 and 𝐇𝐑 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐭𝐲, I leverage my 15+ years of experience to enhance the professional landscape for HR leaders.

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tiagosantos

HR Content Specialist