Safety & Compliance · SOP

Safety Suggestion Box And Evaluation

This standard operating procedure establishes a formal process for collecting, reviewing, and implementing safety suggestions from all employees. It ensures every idea is evaluated fairly and that improvements are tracked to close the safety feedback loop.

Estimated Time

30 min per cycle

Difficulty

Easy

Regulation

WorkSafeBC

Version

1.0

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Purpose

The purpose of this SOP is to empower every employee to contribute to workplace safety by providing a structured, anonymous channel for hazard reporting and improvement ideas. By evaluating each suggestion on its merit and feeding back outcomes, the organisation fosters a culture of continuous safety improvement and regulatory compliance.

Scope

This procedure applies to all departments, shifts, and employees (permanent, temporary, and contractors) within the facility. It covers physical suggestion boxes and any digital submission method adopted by the company. The evaluation committee consists of the safety officer, a shift supervisor, and an employee representative. All suggestions are logged and reviewed on a bi-weekly schedule.

Safety Precautions

ANONAll submissions must remain anonymous unless the submitter voluntarily provides contact information. Never disclose the identity of a submitter.
NO-RETZero tolerance for retaliation against any employee who submits a suggestion in good faith. Any retaliation must be immediately reported to HR.
SECUREPhysical suggestion boxes must be locked and mounted securely to prevent tampering. Keys kept only with the safety officer.
PAPERDo not leave blank forms or pens lying near the box to avoid accidental contamination. Keep forms in a sealed dispenser.

Required Tools & Materials

Lockable suggestion box (metal or heavy-duty plastic)
Pre-printed suggestion forms (two-part: one copy for box, one for submitter if desired)
Pens attached to dispenser near box
Secure lock and key system
Meeting room with whiteboard or digital display for evaluation committee
Tracking spreadsheet or logbook (paper or digital – see inline ad for a digital solution)
Anonymous submission envelopes (optional)

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Procedure: Step-by-Step

1 Install the suggestion box. Choose a visible, accessible location near the break room, time clock, or main corridor. Mount the box securely to a wall or post. Post a clear sign above the box explaining the purpose and how to use it. Include sample forms.

2 Design the submission form. Create a simple form (half-page) with fields: date, description of the hazard or improvement idea, exact location, suggested solution, and optional contact information. Use a two-part carbonless paper so the submitter can keep a copy.

3 Form the evaluation committee. Appoint a safety officer, a supervisor from a non-related department (to avoid conflicts), and an employee representative (elected or volunteer). Define a bi-weekly meeting schedule (e.g., every second Tuesday at 10 AM).

4 Collect and prepare suggestions. On the morning of the meeting, the safety officer unlocks the box and retrieves all forms. Transcribe each suggestion into the tracking log, assigning a unique ID. Remove any identifying marks (handwriting, names) if the submitter included them involuntarily. Redact personal info.

5 Evaluate and prioritise. During the meeting, the committee reviews each suggestion using three criteria: feasibility (can it be done?), impact (how much risk does it reduce?), and cost (resources required). Assign a priority: High (immediate action), Medium (within 30 days), Low (long-term). Document the decision and rationale.

6 Assign implementation. For each approved suggestion, assign an owner (e.g., maintenance lead, safety officer). Set a target completion date. Track progress in the log. If rejected, note the reason (e.g., too costly, already in place, not feasible).

7 Communicate outcomes. Post a summary of all suggestions (anonymised) on the safety bulletin board or intranet. Include the decision and status. If the submitter left contact info, send a personal thank-you and update. Emphasise that no action taken on a suggestion does not mean it was ignored.

8 Maintain the log and review trends. Keep a permanent record of all suggestions, evaluations, and actions. Perform a quarterly trend analysis to identify recurring issues. Use the findings to update facility risk assessments and annual safety plans.

Safety Suggestion Box And Evaluation

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