Purpose: KO is a small, fast-moving team. We work better when everyone feels comfortable sharing ideas, flagging problems, and challenging how we do things. This policy sets out how we gather, consider, and act on employee feedback.
Scope: This policy applies to all KO employees.
Our Approach to Feedback
We don't believe in suggestion boxes or annual surveys as a substitute for genuine conversation. As a small remote team, our primary feedback mechanism is direct, honest communication — in 1:1s, team calls, and day-to-day interaction. This policy formalises that commitment and ensures there are clear routes for feedback that goes beyond the day-to-day.
Feedback Channels
Employees are encouraged to raise ideas, concerns, and suggestions through:
- 1:1 meetings with the line manager — the primary channel for ongoing feedback in both directions
- Direct communication with the Director at any time — KO's structure is flat enough that this should always feel accessible
- Anonymous feedback — where an employee prefers not to raise something directly, they may submit feedback anonymously via the contact form on our website. Anonymous feedback will be reviewed by the Director and responded to in a general way where a response is appropriate. Note that anonymous submissions limit KO's ability to follow up or act on specific situations
- Team retrospectives or check-ins — where KO holds team calls or reviews, these will include time for open input
What We Want Feedback On
Employees are encouraged to share views on any aspect of working at KO, including:
- How we could work more efficiently or effectively
- Ideas for new services, tools, or ways of working
- Concerns about company culture, fairness, or team dynamics
- Suggestions for improving policies or processes
- Anything that would make KO a better place to work
How We Respond
Feedback will be acknowledged promptly. Where a suggestion is actionable, the Director will consider it and communicate a decision — either implementing it, explaining why it's not feasible at this time, or noting it for future review. Employees whose suggestions lead to meaningful improvements will be recognised, consistent with the Employee Recognition and Rewards Policy.
Not all feedback will result in immediate action. KO will always explain the reasoning where a suggestion is not taken forward.
Confidentiality and No Retaliation
All feedback is treated with discretion. No employee will face any negative consequence for raising feedback or suggestions in good faith — including feedback that is critical of KO, its policies, or its leadership. Retaliation against an employee for providing feedback is a disciplinary matter.
Complaints vs. Feedback
This policy covers ideas, suggestions, and general feedback. If an employee has a formal concern about their treatment, a colleague's conduct, or a breach of policy, this should be raised through the Grievance Procedure, which provides a structured process with formal protections. Employees are not required to use the feedback process before raising a formal grievance.
Review
This policy will be reviewed annually.
Last reviewed: May 2026.