How to run an online suggestion box

1. How it differs from a paper box

In short: Same idea, but it reaches everyone, any time, and you can reply.

The idea is the same. What changes is who can reach it, and what you can do with what comes in.

2. Set it up

In short: Pick a tool, one box per audience, one question and one owner.

Most of the work is a few decisions before you share the link.

• Choose a tool. A general form is fine for a one-off. For ongoing feedback, use a tool that keeps messages anonymous and lets you reply.
• One box per audience. Customers and staff each get their own link.
• One question. For example, "What would make work better here?"
• One owner. Pick who reads it, with a backup.

3. Share it where people already are

In short: Pin it in chat, add it to emails and print the QR code.

An online box only works if people can find it in a second.

• Team chat. Pin the link in your team channel.
• Email. Add it to your email signature, newsletter or order emails.
• On the wall. Print the QR code for the break room, the counter or the door.
• Your website. Add a link, or a Feedback button on every page.

4. In Microsoft Teams or Slack

In short: Pin one private link, and do not collect feedback in the chat itself.

You do not need an app. A pinned link is enough, and it keeps people anonymous.

• Pin it. Post the link in the main channel and pin it, so it stays at the top.
• Name it clearly. Call it something like "Anonymous suggestions".
• Mention it. Remind people in meetings from time to time.
• Keep it out of the chat. Anything posted in the chat itself carries a name.

5. Keep it anonymous

In short: No sign-in, no name field, and say who reads it.

Online feedback is only anonymous if the tool is set up for it.

• No sign-in. Do not require a work account to send a message.
• No name field. Make any email address optional, and only for replies.
• Say who reads it. Name the role, such as the owner or HR.

Our guide to anonymous feedback forms covers this in more detail.

6. Answer and close the loop

In short: Reply to each message, and post what changed.

An online box makes replying easy, so use it.

• Reply to each message. Even a short answer shows the box is read.
• Group repeats. When several people raise the same issue, treat it as a priority.
• Share what changed. Post a short update in the channel or newsletter.

Checklist

1. Pick a tool that keeps messages anonymous and lets you reply.
2. Make one box per audience, with one clear question.
3. Name an owner and a backup.
4. Pin the link in chat, and add it to emails.
5. Print the QR code for the places people gather.
6. Reply to every message, and share what changed.