Improvement Suggestion Form

Purpose

This form enables all Swedwise staff to submit ideas for improving our processes, systems, services, or working environment. All suggestions are valued as part of our commitment to continual improvement and our learning organization culture.

Instructions

Anyone can submit: All employees, contractors, and stakeholders can suggest improvements
Be specific: Clearly describe the current situation and your suggested improvement
Think broadly: Suggestions can relate to quality, environmental, security, efficiency, customer satisfaction, or staff well-being
Submit promptly: Don't wait for perfection—submit ideas as they arise
Follow up: You'll receive feedback on your suggestion within [TBD - e.g., 10 working days]

Submission Information

Field	Details
Submission Date	[YYYY-MM-DD]
Submitter Name
Department/Role
Email
Prefer to remain anonymous?	[ ] Yes [ ] No

Improvement Suggestion

1. Area/Process Affected

Which area does this suggestion relate to?

Quality Management (customer satisfaction, service delivery, quality controls)
Environmental Management (energy use, waste, travel, environmental impact)
Information Security (data protection, access control, security practices)
Internal Processes (efficiency, communication, collaboration)
Tools/Systems (software, equipment, infrastructure)
Training/Competence (skills development, knowledge sharing)
Health & Safety (workplace safety, well-being)
Customer Experience (onboarding, support, communication)
Other: _______________________

Specific process/system/area:

[Please specify, e.g., "Customer onboarding process", "Weekly team meetings", "Expense reporting system", "Office recycling"]

2. Current Situation

Describe the current state:

[What is the current process/situation? What challenges or inefficiencies exist?]

What problem or opportunity does this address?

[Why is change needed? What prompted this suggestion?]

3. Suggested Improvement

Describe your proposed improvement:

[What specifically do you suggest changing? Be as detailed as practical.]

How would this improvement work in practice?

[Describe the improved process/state. What would change day-to-day?]

4. Expected Benefits

What benefits would this improvement deliver?

Quantify if possible:

[e.g., "Save 2 hours per week", "Reduce travel by 10%", "Prevent 5 customer queries per month"]

5. Implementation Considerations

What would be needed to implement this? (optional—your best guess)

Consideration	Details
Resources Required	[e.g., Software license, training, equipment]
Estimated Cost	[If known]
Who should be involved?	[Teams, roles, or individuals]
Timing	[Any urgency or preferred timing?]

6. Supporting Information

Additional context or examples: (optional)

[Anything else that would help evaluate this suggestion? Examples from other companies? Related documents?]

For IMS Coordinator/Management Use Only

Initial Assessment

Field	Details
Suggestion ID	[Auto-assigned: IMP-YYYY-NNN]
Received Date
Assigned To
Initial Review Date
Priority	[ ] High [ ] Medium [ ] Low

Evaluation

Feasibility:

Feasible - can be implemented as suggested
Feasible with modifications
Not currently feasible - explain below
Requires further investigation

Alignment with IMS objectives:

Strongly aligned
Aligned
Neutral
Not aligned - explain below

Decision:

Approved - proceed with implementation
Approved with modifications - see notes
Deferred - revisit on: __________
Declined - see rationale

Decision Notes/Rationale:

[Explain decision, especially if declined or deferred. If approved with modifications, describe changes.]

Implementation Tracking

Field	Details
Implementation Owner
Target Completion Date
Resources Allocated
Actual Completion Date
Effectiveness Verified?	[ ] Yes [ ] No [ ] Pending

Feedback to Submitter

Feedback Provided Date: __________

Feedback Method: [ ] Email [ ] Meeting [ ] Anonymous acknowledgment [ ] Other: _____

Summary of feedback given:

[Record what was communicated to the submitter about their suggestion]

Submitter Recognition

If implemented, was the submitter recognized?

Public recognition (team meeting, newsletter)
Personal thank you from management
Included in performance review/development discussion
Submitter requested anonymity - no public recognition
Other: _______________________

Notes for Users

Why Suggest Improvements?

At Swedwise, we believe the people doing the work often have the best ideas for improving it. Your suggestions:

Drive our continuous improvement culture
Help us work more efficiently (Make Time For The Good!)
Improve customer satisfaction
Reduce environmental impact
Enhance security and compliance
Make Swedwise a better place to work

What Makes a Good Suggestion?

Specific: Clearly identifies what to change
Actionable: Provides enough detail to evaluate and implement
Benefit-focused: Explains the value of the change
Constructive: Focuses on solutions, not just problems

What Happens Next?

Acknowledgment: You'll receive confirmation within 2 working days
Initial Review: IMS Coordinator/relevant manager reviews within 10 working days
Evaluation: Feasibility, cost, and alignment with objectives assessed
Decision: You'll be informed of the decision and rationale
Implementation: If approved, the improvement is planned and executed
Follow-up: Effectiveness is verified and you're updated on results

Can I Submit Anonymously?

Yes. If you prefer anonymity, we'll acknowledge and evaluate your suggestion without identifying you. However, we may not be able to provide detailed feedback or recognize your contribution publicly.

Document Control

Version	Date	Author	Changes	Approved By
1.0	[TBD]	IMS Coordinator	Initial template creation	[TBD]

Next Review Date: [TBD]

Document Classification: Internal

Document Owner: IMS Coordinator