AI-driven employee suggestion box workflow template

A strong employee experience is built on trust,transparency, and meaningful communication. Employees want to know that theirideas and concerns are valued and acted upon. This AI-powered suggestion boxworkflow ensures every submission is acknowledged, categorised, and prioritisedefficiently. By automating the process, HR teams can focus on impactful changeswhile employees stay engaged through real-time updates. No more lost feedbackor manual sorting—this workflow enhances participation, boosts morale, andcreates a culture of continuous improvement.

How it works:

1. Employee submits a suggestion: Employees submit their suggestions through an online form available on the company’s internal portal. The form ensures structured input, making it easy for AI to analyse and categorise feedback effectively.

2. AI categorises the submission: AI classifies the suggestion into one of the following categories, with prompts that can be customised to match your specific organisational needs:
   • Process improvement: Streamlining workflows or optimising processes.
   • Employee wellness: Enhancing physical, mental, and emotional well-being.
   • Office facilities and environment: Feedback on workspace and amenities.
   • Technology and tools: Proposals for new tools or software.
   • Training and development: Suggestions for learning and career growth.
   • Communication and collaboration: Ideas for improving teamwork and company culture.
   • Sustainability and green initiatives: Recommendations for eco-friendly practices.
   • Diversity, equity, and inclusion (DEI): Initiatives for inclusivity in the workplace.
   • Policies and procedures: Suggestions related to workplace guidelines.
   • Other: Any feedback outside these categories.

3. AI conducts sentiment analysis: The AI evaluates the tone of the suggestion using natural language processing, categorising and identifying sentiment to determine whether the feedback is supportive, neutral, or requires urgent attention.
   • Very positive
   • Positive
   • Neutral
   • Negative
   • Very negative

4. AI assigns priority level: Based on three key factors and then AI then classifies the priority as:
   • Impact: How many employees will benefit? Assessing the scope and significance of the suggestion’s influence within the organisation.
   • Time sensitivity: Does it require immediate action? Determining if the issue needs urgent resolution or can be addressed in the future.
   • Feasibility: How easy is it to implement? Considering the resources, cost, and effort required to execute the idea effectively.
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   • High priority: Requires immediate attention and action.
   • Medium priority: Important but not urgent, scheduled for future review.
   • Low priority: Logged for potential consideration and long-term improvements.

5. Decision point:
   • If high priority, an email is sent to HR, and the employee is notified.
   • If not high priority, it is logged for inclusion in a monthly report.

6. Notifications: Employees receive automated emails confirming their submission status and thanking them for their valuable input.

Want to enhance your process?

• Enable high-priority suggestions to trigger a calendar event for urgent meetings.
• Deliver notifications through company communication platforms like Slack or Teams to reduce email overload.
• Use AI sentiment analysis to proactively address negative sentiments.
• Route notifications to different departments based on suggestion type.
• Ensure key stakeholders acknowledge and document their review of high-priority suggestions by submitting a confirmation form detailing the actions they will take.

Why use this workflow template?

• Save time: Reduce administrative workload by automating suggestion sorting, routing, and handling.
• Improve response speed: Ensure urgent feedback reaches the right stakeholders without delay.
• Increase transparency: Employees receive clear updates, fostering trust and engagement in the process.
• Boost engagement: Create an inclusive culture where employees feel their input is valued and acted upon.
• Customisable: Adapt workflows to meet your organisation’s unique needs and business processes.