Safety Suggestion Programs

Years ago, I asked a safety director how employees shared ideas for improving their facility. He pointed to their safety suggestion program: a form, a box and — when we opened it — a single suggestion that had been sitting there for two years. Experiences like that made me skeptical of safety suggestion programs — until recently.

Earlier this year, I was performing a safety assessment at a flour mill with a safety manager I enjoy working with. He and the company strike a strong balance between compliance and genuine concern for employees. Many of our conversations go beyond rules and regulations and focus on human behavior and its impact on worker safety. During one of those conversations, we discussed the company’s safety suggestion program. They had created a system where employees submit ideas or suggestions, receive recognition and see the company take action on each suggestion. The company also keeps a running list of the steps it has taken and communicates progress regularly, so employees can see that their input matters. By midyear, employees had submitted more than 20 suggestions — many with the potential to help prevent serious injuries and fatalities (SIFs).

During the ride home that day, I started to ponder why some employee suggestion programs fail and why others succeed. Let’s start with the failures. Understanding failure isn’t about the people implementing the program but about looking at the system itself. Perhaps the biggest reason these programs fail is a lack of follow-up.

Consider the first example: An employee’s suggestion sat in the submission box for two years. I’m fairly confident that employee never submitted another idea, and I can only imagine the jokes coworkers made about the program. When employees submit ideas that are not acknowledged, trust is lost. The lack of action sends a clear message that their suggestions do not matter. Other reasons for failure may include fear of retaliation, difficult multistep submission processes and misaligned incentives where the program only rewards implemented ideas rather than all submissions.

The same issues that cause suggestion programs to fail also reveal what successful programs do well. Successful safety suggestion programs have several things in common:

They Close the Loop. Successful programs acknowledge every submission within a defined period, such as 24 to 48 hours. They also work with the employee to develop corrective actions that eliminate, reduce or control exposure using the hierarchy of controls. This approach starts by trying to eliminate the hazard, then considers substitution, engineering controls, administrative controls and PPE when higher-level controls are not feasible.

They Make Reporting Seamless. Successful programs make it easy for employees to submit ideas. Instead of relying on paper forms, they use simple tools such as electronic reporting systems or QR codes that open a mobile submission form. These options reduce barriers for employees and notify management as soon as a suggestion is received.

They Communicate Outcomes. Successful programs regularly share the ideas employees submit and explain how each one was addressed. If a suggestion requires significant planning or investment, the company communicates next steps and, when possible, implements a temporary solution. Corrective actions are reviewed during routine employee meetings so employees can see that their input is taken seriously. When employees recognize the company’s commitment to the program, they are more likely to participate.

They Recognize Participation. Successful programs recognize employees for sharing their ideas, regardless of whether every suggestion is implemented. Recognition can be simple, such as thanking an employee during a routine meeting, highlighting the idea in a company newsletter or providing a small item or token of appreciation.

Even strong safety suggestion programs can struggle. Despite the company’s best efforts, some employees may still hesitate to participate. In these situations, conversation-based safety can help kick-start engagement. This approach involves talking directly with employees and asking questions about the tasks, conditions and hazards in their work areas, especially those with serious injury and fatality (SIF) potential. These conversations can take place during routine safety meetings, performance evaluations, site safety assessments or informal interactions on the floor.

During the flour mill assessment mentioned earlier, we had a meaningful conversation with an employee. When I asked what he considered the most hazardous part of his job, he described an activity where the machine guarding was inadequate. The safety director immediately connected the concern to the company’s suggestion program and explained how many items the program had already helped address. By the end of the conversation, the employee and safety director agreed to work together to correct the guarding issue.

Safety suggestion programs succeed when employees believe their voices lead to action. A form, a box or a QR code is only a starting point; the real value comes from acknowledging ideas, involving employees in solutions, communicating progress and recognizing participation. When organizations build that trust — and reinforce it through everyday safety conversations — suggestions become more than paperwork. They become a practical way to identify hazards, strengthen engagement and prevent serious injuries before they occur.