An employee suggestion box can surface issues and ideas you would otherwise miss. This guide explains when a suggestion box is a good idea, how to set one up, whether to keep it anonymous and what you need to do so people actually use it.
Workplace culture thrives when people feel heard. A suggestion box — whether physical or digital — gives everyone in your team a voice, helping you uncover ideas, solve problems, and spot opportunities for improvement you might otherwise miss.
The best suggestion systems don’t just collect comments; they build trust, connection, and collaboration. Here’s how to make sure yours actually does that.
Is a suggestion box a good idea?
Yes — when it’s done well.
A suggestion box gives employees a way to share honest feedback and ideas at any time, without needing a formal meeting. It can help your business identify blind spots, improve morale, and even drive innovation.
Employees want somewhere to leave their feedback — according to a Forbes report, “74% of employees would be more inclined to give feedback about their company, workload and culture if the feedback channel was made truly anonymous.”
Gallup’s State of the Global Workplace report shows that only 31% of employees are engaged — the lowest figure in a decade. That’s a wake-up call for any business. Engagement doesn’t happen by chance; it’s built through clear communication, opportunities for growth, and feeling genuinely heard.
A well-run suggestion box plays a small but powerful role in this. When employees see their feedback leading to real action, they feel like stakeholders in the company’s future — not just bystanders. It’s a simple way to show that every voice matters, helping teams feel more connected, motivated, and invested in shared success.
But suggestion boxes can only work if people trust the process. The key is to show that suggestions don’t disappear into a void — they lead to real changes.
How to make a suggestion box
The design of your suggestion box matters less than how it’s used — but starting off on the right foot helps.
Decide on format: physical, digital, or hybrid
- Physical boxes work best for in-person teams. They should be clearly labelled and easy to access, ideally near communal areas like kitchens or breakout spaces.
- Digital boxes — like Google Forms or dedicated tools such as FreeSuggestionBox.com or Suggestion Ox — are ideal for hybrid or remote teams. They allow submissions 24/7, from any location.
- Hybrid systems combine both, giving everyone an equal chance to contribute.
Keep it simple
Make sure the process is quick and friction-free. The best forms ask only what’s essential:
- What’s your suggestion?
- What impact do you think it would have?
- Do you want to be contacted to discuss it further?
Set clear expectations
Explain when suggestions will be reviewed (e.g. monthly) and how updates will be shared. Transparency builds trust.
How to make a Google suggestion box
A Google Form is one of the easiest free tools to create an online suggestion box. Here’s how to set it up:
- Go to Google Forms.
- Choose a blank form or a template.
- Add short-answer questions, like: “What’s your suggestion?”, “What impact would this have?”, or “Would you like to be contacted for follow-up?”
- Turn on anonymous mode by removing name and email fields.
- Share the link via email, Slack, or your company intranet.
- View submissions in real-time through Google Sheets.
You can also create automatic notifications or summaries using Google Workspace integrations. For example, you can set up alerts in Gmail or Slack every time a new suggestion is submitted, or build a simple dashboard in Google Sheets to track themes, status, and follow-up actions. These small automations make it easier to stay on top of feedback without adding extra admin. Plus, because it’s all within the Google ecosystem, it’s cost-effective, secure, and easy to scale as your team — and your ideas — grow.
Where should a suggestion box be placed?
Visibility and accessibility make a huge difference.
If you’re using a physical suggestion box, the best spots are:
- Near shared areas — like the kitchen, staff room, or entrance.
- In neutral spaces (not a manager’s office).
- Somewhere people naturally walk past daily.
Avoid placing it near cameras or desks where people might feel watched. Privacy is essential for genuine feedback.
If it’s digital, make sure it’s easily accessible through your company intranet, Slack, or email signature. Consider adding a quick link in your weekly newsletter or pinned channel message.
What should be in a suggestion box?
A suggestion box isn’t just for complaints — it’s for all kinds of input that can shape your company culture and performance.
Encourage suggestions around:
- Workplace improvements (e.g. office seating layout, temperature, snacks, lighting).
- Team processes (e.g. onboarding, communication, project tools).
- Sustainability initiatives (e.g. recycling, green commuting).
- Events or benefits ideas (e.g. team socials, wellness days).
- Innovation and efficiency (e.g. new tech, workflow improvements).
You could also include prompt cards near the suggestion box or digital examples to inspire ideas — like “What would make your mornings easier?” or “What’s one small change that would make a big difference to your day?”
Should suggestion boxes be anonymous?
In most cases — yes, or at least give people the choice.
Anonymity encourages honesty, especially when suggestions involve management or sensitive topics. A 2024 CultureMonkey report found that organisations with anonymous feedback systems can get up to 58% more honest feedback.
However, anonymous systems can make it harder to follow up or ask for clarification. That’s why many companies now use optional anonymity — letting employees decide whether to include their name.
How do you announce an employee suggestion box?
The launch sets the tone — so make it engaging. Here’s a quick checklist:
- Explain the “why” — that this is about giving everyone a voice and improving how you work together.
- Outline the process — when feedback is reviewed, who reads it, and how updates will be shared.
- Encourage openness — remind everyone there are no bad ideas.
- Include visuals — if it’s physical, share photos of where to find it. If digital, provide direct links.
- Share examples — “We’d love ideas around sustainability, wellbeing, or workflow improvements.”
Follow up after launch with regular updates — like a monthly “Suggestion Spotlight” highlighting implemented ideas. When employees see real change, participation naturally increases.
How do you encourage suggestion box use?
Getting people to actually use a suggestion box takes effort — but it’s worth it. Here’s how to keep it active and valuable long term:
1. Lead by example
When leaders use the suggestion box themselves, it sends a powerful message — feedback isn’t just encouraged, it’s part of how the team works. Sharing your own ideas or openly acknowledging great suggestions from others shows that input is valued at every level. It helps break down any hierarchy around who “gets” to share ideas and makes participation feel normal, not nerve-wracking. When people see senior leaders getting involved, they’re far more likely to join in too.
2. Show impact
The quickest way to keep people engaged is to prove their ideas make a difference. Share regular updates — in team meetings, newsletters, or Slack — about what’s been actioned and what’s in progress. Even small wins, like better coffee options or clearer meeting room booking systems, deserve a shoutout. When employees can see their suggestions turning into real changes, it reinforces that their voices matter. It builds trust, boosts morale, and encourages even more great ideas to come through.
3. Reward contributions
Recognition goes a long way. Celebrate the people behind the ideas — whether it’s a quick shoutout in a team meeting, a feature in your internal newsletter, or a small prize for the month’s most impactful suggestion. It doesn’t have to be big; even a genuine “thank you” can mean a lot. The goal is to show that speaking up is appreciated and noticed. When people see that their input is valued, they’re more likely to keep contributing — and that’s how a culture of collaboration really starts to grow.
4. Keep communication open
A suggestion box is a great starting point, but it shouldn’t be the only way people can share ideas. Use it alongside regular catch-ups, team meetings, or town halls to keep feedback flowing in both directions. Some ideas are best discussed in real time — especially when they spark wider conversations or creative solutions. By combining written suggestions with open dialogue, you create a culture where feedback feels natural, not formal. The box captures the ideas, but the conversations turn them into action.
5. Measure engagement
Keep an eye on how your suggestion box is being used — it’s a handy indicator of how connected and engaged your team feels. Track the number of submissions, the themes that come up, and how many ideas actually turn into action. A steady flow of suggestions usually means people feel comfortable speaking up.
If engagement dips, don’t ignore it — treat it as feedback in itself. Maybe the process feels too complicated, or people aren’t seeing enough follow-through. Ask the team what would make it easier or more worthwhile to share their ideas. The best systems evolve with your people, not separately from them.
What are common suggestion box mistakes?
The idea might sound simple, but many companies trip up by making these classic errors:
- Ignoring submissions: If people never hear back after submitting ideas, they’ll stop sharing them. Always close the loop — even if the answer is “we’ve discussed this and can’t move forward right now.”
- Lack of follow-through: An unused suggestion box quickly becomes a symbol of poor communication. Regularly review submissions and showcase implemented ideas in company updates or team meetings.
- Overcomplicating the process: Lengthy forms, confusing links, or unclear instructions discourage participation. Keep it straightforward.
- No accountability: Assign someone — ideally in HR or operations — to oversee the box and ensure suggestions are addressed promptly.
- Not taking anonymity seriously: If anonymity is promised but poorly handled, it can damage trust. Be explicit about data handling and who can view submissions.
What’s another name for a suggestion box?
If “suggestion box” sounds a bit old-school, there are plenty of alternatives.
Here are a few modern alternatives that feel more collaborative:
- Feedback Hub
- Ideas Box
- Innovation Corner
- Team Voice Portal
- Improvement Hub
- Employee Forum
- Open Ideas Board
You could also opt for something that incorporates your company name, or a play on words — who doesn’t love a pun? For example, a suggestion box for us at Tally could be called “Tally Together” or “Tally Talks.”
Why a suggestion box still matters in 2025
In the age of instant messaging and real-time feedback tools, suggestion boxes might seem outdated. But they’re evolving — and still highly effective when done right.
Digital tools now make it easier than ever to gather feedback from both in-office and remote workers. Platforms like CultureMonkey, Braineet, and Polly offer analytics that track participation trends and themes across teams.
And with hybrid working here to stay — the ONS reported that more than 28% of UK workers had a hybrid pattern between January and March 2025 — keeping feedback channels open across locations is crucial.
A well-run suggestion system shows your people that their voice shapes the company’s future. It’s a small gesture with a big cultural impact.
Ultimately, a suggestion box doesn’t have to be complicated. It’s about listening — and showing that feedback leads to action.
Whether you’re a startup growing fast or an established business rethinking your culture, giving your team a simple way to share ideas can transform how you work together.
At Tally Workspace, we believe the right office space can make all the difference when it comes to communication and connection. From collaborative breakout areas to quiet corners perfect for focused thinking, we help teams find spaces that make feedback — and great ideas — flow naturally.
Explore Tally Workspace to find an office that helps your team thrive, talk, and Tally Together.
