Employee Suggestion System

An employee suggestion system turns employees’ ideas into a structured Kaizen process, from submission and evaluation to implementation and feedback.

Employee suggestion system – a simple Kaizen process that engages people

An effective system needs more than an ideas box. It requires clear rules, a short response time, process owners, visible suggestion status and a way to recognise employees. People can then see that submitting an idea is worthwhile, while the organisation systematically uses knowledge from everyday work.

We connect the system with Lean Management, TWI Job Methods and daily management. Broader context on Kaizen and continuous improvement is available in Wikipedia – Lean manufacturing.

We develop the employee suggestion system using data: submission numbers, response times, employee participation, idea quality and implementation results. Regular reviews help simplify the process and sustain engagement.

Assess the company’s current situation and identify barriers to sharing ideas.
Design a dedicated suggestion system suited to the company’s organisational structure and culture.
Create and install the necessary tools: forms, Kaizen boards and digital systems.
Describe suggestion submission, assessment and implementation standards clearly and understandably.
Train employees and leaders in using the system and developing a Kaizen mindset.
Help design and implement a motivation system: rewards, recognition and team rankings.
Support results monitoring and system development over time so that it becomes a lasting part of organisational culture.

employee suggestion systems established for clients

Kaizen ideas submitted

% increase in employee engagement

We provide support based on the Kata process, which allows us to adapt our activities to the specifics of your organization, taking into account the jointly set goals. The Kata process consists of four key elements that enable effective implementation of assumptions.

Determining the course of action

Designing a concept that responds to the organization's goals and challenges.

Determining the current state

Learning about the current situation and collecting input data to define the next step.

Determining the target state

Determining the desired and measurable end result and a plan for its implementation.

Experiments - consultations

Implementation of activities in accordance with the established cooperation model, based on PDCA cycles.

P

PLAN

Analyse the current situation by auditing existing employee suggestion activities, or their absence.
Define implementation goals, such as more ideas, improved quality or greater engagement.
Design a dedicated Employee Suggestion System tailored to organisational culture and structure.
Develop Kaizen process standards, from submission and assessment to implementation.
Prepare paper or digital forms, such as a Kaizen card or electronic submission.
Plan how to monitor results: submissions, implementations, savings and lead time.
Establish accountability: the Kaizen team, leaders, evaluation committee and HR.
Design the initial motivation system: rewards, recognition, points and bonuses.

D

DO

Create and install the system in the organisation: physical or digital Kaizen boards, a submission platform and forms.
Train employees on the rules for submitting ideas, examples and the system’s value.
Train leaders and coordinators to assess suggestions, implement them and report their results.
Describe and implement standards for handling ideas, step by step from submission to implementation.
Launch the motivation system, for example monthly rewards, team rankings, a wall of recognition and praise from leaders.
Support communication with posters, newsletters, kick-off meetings and a “Your suggestion matters” campaign.
Run initial pilots, analysing and implementing submitted ideas in a selected department.

C

CHECK

Collect data on submissions, implementations, response times and employee participation.
Analyse the quality of submitted suggestions and their effects on processes: cost, safety, ergonomics and quality.
Collect employee feedback on what works and what could improve.
Assess whether the motivation system supports or discourages participation and whether it is fair.
Verify leaders’ engagement and their role in sustaining the system.
Compare results with expectations and the established KPIs.

A

ACT

Update standards and forms using experience and feedback.
Adapt and develop the motivation system, for example adding team rewards, long-term points and development opportunities.
Scale the system across the organisation or to new departments and locations.
Provide regular refresher training for employees and leaders.
Integrate the Suggestion System with other company processes: TPM, Lean, performance reviews and employee development.
Create quarterly or annual reports and recognise the best teams.
Build a lasting Kaizen culture in which every idea counts.

(…) Mr. Kamil Müller led each workshop in a very interesting and engaging way. The workshops were 100% practical, based on many examples and exercises. Mr. Kamil was very willing to share his knowledge and experience with the workshop participants, creating a great atmosphere (…)

(…) Each training conducted by Leantrix Sp z o.o. was conducted reliably and adapted to the needs of our organization, which additionally strengthened the effectiveness of the activities. The experience of the trainers allowed us to meet the challenges posed by our specific production.(…)

(…) Leantrix Sp. Z o.o. demonstrated reliability. The company was open to our comments and suggestions, ready to modify the training program and develop individual solutions to enhance the effectiveness of the activities.(…)

Employee Suggestion System

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