Employee Suggestion Program Checklist [2.10.1c11]

Research has shown that successful employee suggestions programs are those that have clearly defined:

• Rewards
• Procedures
• Communication

Ground Rules for Effectiveness

Management should:

• Determine what topics can be covered. Examples are quality improvement; identifying funding streams; employee morale; organizational policies; and improved work methods, processes, utilities, or tools.
• Be specific about goals.
• Communicate guidelines and procedures.
• Assign an overseer to move the process along and keep the program visible.
• Include an evaluation process that determines the merit of a suggestion.
• Give credibility to the process by including a senior manager as an advocate for the process and to sit on a “Suggestion Review” committee.
• Keep employees updated on the progress of their suggestions throughout the process.
• Identify a reward or recognition for an implemented suggestion.

The employee suggestion process should:

• Emphasize quality, not quantity;
• Have a “Suggestion Review” committee;
• Provide timely feedback and updates on progress in the system;
• Supply private feedback if the suggestion is rejected and public acknowledgement if the suggestion is accepted;
• Include a timeline for implementation for approved suggestions;
• Offer recognition that is organization-wide; and
• Handle suggestions that are specific to a person’s job through another means, such as a meeting with the supervisor.

The employee’s suggestion must:

• Present a problem/situation and propose a solution;
• Supply details on implementation, not just a basic idea or theme;
• Explain how the suggestion will affect the organization;
• Provide a draft projection on labor, materials, capital, equipment, or other resources needed;
• Outline the individuals and/or departments that must be involved to implement the suggestion;
• Illustrate how the suggestion can affect the organization;
• Provide information or analysis on cost or savings benefit and how the cost saving could be measured; and
• Not be anonymous.

The Suggestion Review Team should:

• Be made up of members who represent a cross-section of the organization, such as administration, managers, and front line staff, plus any topic expert needed;
• Meet regularly, such as every 2 months, or as part of a regularly scheduled meeting;
• Distribute suggestions in advance;
• Rotate members off the committee, maintaining a mix of new and experienced members; and
• Include the employee who made the suggestion as a temporary member.

Basic concepts of rewards and recognition:

• If the suggestion is implemented and results in cost savings, consider awarding a percentage of the savings. To determine the true savings, “measure” the process before the change to make sure you use the same verifiable measures over a period of time.
• If the suggestion can’t be measured, use a standard award, such as a monetary or gift item. Examples include gift or dinner certificates, an organizational logo product, or a lunch.
• Often, the most valued reward is organizational recognition. Provide recognition at staff meetings, annual meetings, in staff newsletters, and through other communication vehicles.