Transforming Workplace Culture and Office Space: The Power of Effective Employee Suggestion Systems

Picture: an improvement suggestion gone awry with an Office Space twist.

In a scenario reminiscent of Office Space, Milton Waddams, who treasures his red Swingline stapler as much as Hank Hill loves propane and Beavis loves heavy metal, presents a meticulously thought-out improvement suggestion to address the issue of his stapler constantly going missing. However, his suggestion to add an electric shock feature to deter theft, while creative, is not viable due to safety concerns and practicality.

Moreover, implementing RFID for a single office supply would be excessively expensive. To make matters worse, Bill Lumbergh stumbled upon Milton's heartfelt proposal—25 years after it was submitted—while sifting through the office's forgotten suggestion box, buried under layers of dust and despair.

This highlights a serious issue: the need for a structured and respectful improvement suggestion system in the workplace. Even if a company like Initech has a standardized process for submitting improvement ideas, they might still rely on the traditional suggestion box—an outdated relic where good ideas go to die. As a result, good ideas are like TPS reports—piled high on the desk, ignored, and gathering dust, bereft of cover sheets and any chance of review.

The original scenario illustrates a common problem: employees' suggestions, even when well-intentioned and thoroughly prepared, are often dismissed without proper consideration. This not only demoralizes the employee but also misses opportunities for valuable changes. Consider how you would feel if your thoughtful suggestion was dismissed this way—would you be motivated to contribute another idea? Probably not.

In a lean culture, improvement suggestions are not just valued; they are essential. These suggestions align with key result areas such as enhancing safety, improving ease of work, increasing quality, boosting speed, and reducing costs. An effective employee suggestion system cultivates a thriving atmosphere and reinforces a culture anchored by continuous improvement and respect for people.

Consider a more positive example of feedback: After hearing Milton’s suggestion, Bill could say, within three days, "Uh, yeah, Milton, I appreciate your dedication and the effort you put into this suggestion. I’m concerned about the safety and cost aspects of adding an electric shock feature or using RFID for just one stapler. What do you think might be a simpler, safer way to keep track of our office supplies and ensure they don't go missing?" This open-ended question is an effective way to encourage employees to think outside the box.

Milton might then respond, "Well, um, I was thinking, maybe we could, you know, have a central, um, labeled repository for our, uh, supplies. That way, everything has its, um, place, and, um, we can, you know, easily find things."

Bill could respond, "Mmm, yeah, that sounds like a fantastic idea, Milton! Let’s go ahead and set up that system. I think it will really help improve organization and accessibility in our office. Great thinking! And, you don’t have to come in on Saturday, but…"

This approach not only respects Milton's initiative but also empowers him to arrive at a practical solution that aligns with the company's improvement goals.

By implementing a standard that all improvement suggestions are to be posted in a highly-visible area, reviewed within 72 hours, and discussed with the employee in a quick one-on-one, companies can see numerous benefits:

🟢 Increased employee engagement

🟢 Improved communication

🟢 Higher quality of ideas

🟢 Innovative culture

🟢 Exceptional customer valueBottom line savings and top-line growth

According to Gallup's latest State of the Global Workplace report, only “23% of employees” are actively engaged at work, while 77% are either not engaged or actively disengaged. Much of this disengagement stems from employees feeling like their voices are not heard. By fostering a culture where employees feel heard and valued, companies can significantly boost engagement and, consequently, productivity and morale. Every good idea deserves a fair shot—whether it's about a stapler, re-examining the flair accumulation standard, or even if a cover sheet for a TPS report is necessary.

Every good idea deserves a fair shot—whether it's about a stapler, re-examining the flair accumulation standard, or even if a cover sheet for a TPS report is necessary.