From Jammed Printers to Big Ideas: Why Suggestion Boxes Still Work

Most workplaces run on unspoken rules. The printer that always jams but nobody reports, the meeting that always overruns and the office chair that squeaks so loudly half the team assigned it a name. And while everyone thinks about bringing these things up, it's rare anyone actually does.

That's where a simple, old-school suggestion box can make a surprising difference and they're easy to source.

From minor inconveniences that disrupt the flow of the everyday to bigger well-being issues, it's fair to say that people need a safe space to be honest, and sometimes, quietly slipping a note into a box feels far easier than speaking up in front of a manager, especially if you don't always see eye to eye. It’s also a lot easier when you know there’s an anonymous mode built in.

Let's look at why suggestion boxes still work, what to watch out for, and how to set yours up so it genuinely helps people feel heard.

Why have a suggestion box in the workplace?

There's no denying that every office now and again has frustrations that can brew under the surface. Maybe someone keeps hogging the kitchen space, maybe it's the fact that the air-con is permanently set to "Arctic tundra" or maybe the onboarding process leaves new starters feeling confused and stressed. These are the types of everyday working conditions issues people rarely raise out loud.

When people don't have an easy, low-pressure way to raise things, they stay quiet and problems grow.

A suggestion box gives employees:

1. A way to speak up without fear

Not everyone has the confidence to tell their manager that "the system just doesn't work". But anonymously popping it into a box? That's doable, especially if there’s a suggestion box form available nearby.

2. A voice in shaping the workplace

People want to feel like their opinion matters, even on small things like snack choices or chair comfort. This is a core part of boosting employee engagement.

3. A chance to improve wellbeing

A lot of wellbeing issues are tiny, but that doesn't mean they're insignificant. Poor lighting, noisy equipment, messy desks and uncomfortable seating can plague many office environments.
A suggestion box helps uncover these before they turn into burnout or frustration, and it can noticeably improve employee morale over time.

4. A space for creativity

Some of the best workplace improvements come from staff ideas, not management plans. Some workplaces even pair the box with an idea board where non-anonymous suggestions can be shared publicly.

In short, suggestion boxes are like a release valve for things people want to say, but never do.

Drawbacks of employee suggestion boxes

Of course, the idea of a suggestion box is not always plain sailing. If you've ever seen a suggestion box become a dumping ground for complaints (or sarcasm), you'll know what we mean.

Common pitfalls include:

1. Unhelpful comments

"Fix everything."
"More biscuits."
"Give Dave a new keyboard so he'll stop typing like he's playing the drum."
Funny? Yes. Useful? Not so much.

2. Lack of Trust

Everybody wants to be heard and valued in their workspace and if people think ideas will be ignored, they won't bother writing them. A poor suggestion system can do more harm than good.

3. Anonymous Trolling

It's a suggestion box, not a vent box. You don't want someone to write insensitive comments that could involuntarily create suspicion or anxiety in the workplace towards other colleagues. Clear rules about avoiding unnecessary personal information help.

4. No follow-through

A suggestion box with no response system quickly becomes just another aspect of the office decor.

Luckily, each of these issues can be solved with a little structure.

Who should use suggestion boxes?

Honestly, most workplaces. But they're especially helpful in scenarios where:

• People don't see management often (hybrid teams, shifts, rotating staff)

• New employees may be shy about speaking up

• There are lots of small frustrations that never make it to HR

• The workplace wants to improve wellbeing but doesn't know where to start

• You want to capture customer-facing insights (receptionists, support teams, retail floor staff) — especially in a busy customer facing environment

A suggestion box works anywhere someone might think, "I don't want to make a fuss, but...".

Best Practices for Implementing a Suggestion Box in Your Workspace

Here's how to avoid the classic "empty suggestion box" syndrome and actually make it useful.

1. Sell the idea to management

Management will ask: "Do we really need a box?"

You can explain:

• It catches problems early on, before they become bigger issues.

• It builds trust, because people feel heard.

• It boosts wellbeing, because staff can raise small comfort issues.

• It opens the door to innovation (often the best ideas come from people doing the work).

• It’s an inexpensive but effective suggestion scheme compared with digital systems.

2. Make a plan

Decide:

• What types of suggestions you want

• Who will collect and read them

• How often they'll be reviewed

• When feedback will be shared with the team

• How you’ll manage feedback collection consistently

A suggestion box without a process is just...a box.

3. Create guidelines for handling suggestions

You want to make sure feedback stays useful and that the noise gets drowned out. Clear guidelines might include:

• Submissions should be respectful

• All suggestions will be read weekly

• Decisions or updates will be shared monthly

• Anonymous submissions are allowed

• Everyone is encouraged to focus on solutions, not just problems

This keeps things positive and constructive.

4. Write the suggestion form

Keep it simple. Nobody wants to fill out a form longer than a mortgage application.

Useful prompts can include:

• What's your suggestion?

• Why would this help?

• Any ideas for how to solve it?

• Category (wellbeing, equipment, workplace culture, workflows, others)

Example:
"A quieter kettle would be great, the current one sounds like a rocket launch during meetings".

5. Set up the box

Choose a location that feels natural (not somewhere people feel watched, like directly outside HR's door).

Offer your colleagues:

• A stack of forms

• Pens

• A secure or lockable box (if submissions may be sensitive)

Some workplaces even use a voting box alongside the suggestion box when they want staff to prioritise or choose between ideas.

If your office has multiple floors, consider one box per area so people don't need to trek across the building.

6. Announce and promote the box

Tell people:

• Where it is

• Why it's there

• When it's checked

• How outcomes will be shared to the team

And remember: nothing kills a suggestion box faster than silence. If an idea gets implemented (even a tiny one), celebrate it and use it as a point of reference for reminding your colleagues that their suggestions are valued.

Something along the lines of:
"Thanks to your suggestions, we now have rolled out better desk lamps across the office!".

It shows the system works, and people will keep using it.

Top 3 Selling Suggestion Boxes

Here are three of the most popular suggestion boxes which are perfect for offices wanting to collect honest, helpful feedback.

1. Deflecto SuggestionCoin Box (89mm drop-slot)

Compact and ideal for reception areas or desks. Great for quick, anonymous notes. Think “Can we please fix the meeting room thermometer?”

2. Deflecto Suggestion Box with Lock and 2 Keys

Perfect for HR teams who handle sensitive suggestions. Secure, sturdy, and ideal for wellbeing feedback.

3. Deflecto Suggestion Box (140mm slot) with Leaflet Holder

If you want a more structured system with printed forms, this box is ideal. The built-in holder keeps everything tidy and accessible.

There’s plenty of companies that source suggestion boxes such as Office Stationery.

Final Thoughts

Suggestion boxes might feel old-school, but they’re still one of the easiest ways to gather honest feedback, especially the small frustrations that often go unnoticed but make a big difference to how people feel at work.

When people have a comfortable, anonymous way to share their thoughts, the whole workplace benefits: morale improves, culture becomes more open, and problems get solved faster.

Sometimes the smallest box in the office can lead to the biggest improvements.