How HR Managers Can Build an Inclusive Workplace

As HR managers, you have the unique opportunity to shape this inclusivity and drive both employee satisfaction and business performance. 🚀

In this blog post, we’ll explore practical, actionable steps to help you encourage an inclusive environment in your organisation. We’ll talk about: 

• The importance of involving all employees in inclusion efforts
• Equipping managers with the tools to support inclusivity
• creating and regularly evaluating inclusive policies
• And measuring progress with data

Let’s dive right in ⬇️

Involve all employees in inclusion efforts

Collective responsibility

Inclusion is not just a top-down mandate or a task limited to HR managers and business owners — it is a collective responsibility that requires active participation from every member of the organisation. 

It’s crucial that every employee feels both empowered and responsible for nurturing a culture of inclusivity to build a truly inclusive work environment. This means creating a workplace where everyone clearly understands their role in advancing inclusion, actively participates in inclusive practices, and collectively holds one another accountable to the organisation’s standards.

The first step in building a collective responsibility for inclusion is to establish and communicate clear standards of behaviour across the entire organisation. These standards should outline what inclusive behaviour looks like and set expectations for how employees should interact with one another. It’s crucial that these standards are not just abstract concepts but are supported by practical examples and real-life scenarios that employees can relate to.

How HR managers can implement this

Develop a comprehensive inclusion charter that is co-created with input from employees across different levels and departments. This charter should include a clear definition of inclusive behaviours, examples of unacceptable behaviours, and the consequences of not adhering to these standards. Make this charter a living document that is regularly reviewed and updated, ensuring that it remains relevant as the organisation evolves.

Culture of accountability

For inclusion to become a part of the organisational fabric, there needs to be a culture of accountability where every employee feels responsible for upholding the standards of inclusion. This means creating mechanisms where employees can easily report non-inclusive behaviour without fear of retaliation and ensuring that these reports are taken seriously and acted upon promptly.

How HR managers can implement this

Launch a company-wide campaign that emphasises the shared responsibility of all employees to uphold the company’s inclusion values. This campaign could include workshops, visual reminders (such as posters and digital communications), and regular town hall meetings where leadership reinforces the message. Additionally, implement a recognition program that rewards teams or individuals who demonstrate outstanding commitment to fostering an inclusive environment.

How employees can contribute to building an inclusive workplace

While organisational policies and leadership set the tone for inclusion, the everyday actions of employees bring these policies to life. 

Each employee has a role to play in creating and maintaining an inclusive workplace, and this can be achieved through the following behaviours ⬇️

Active listening and empathy

Active listening and empathy are foundational to understanding and respecting the diverse experiences of colleagues. 

When employees actively listen, they not only hear the words but also understand the underlying emotions and perspectives, encouraging deeper connections and reducing misunderstandings.

How HR managers can implement this

Implement “listening circles” where employees can share their experiences and challenges in a safe, supportive environment. 

These sessions should be facilitated by trained moderators who can guide the conversation and ensure that all voices are heard. The insights gained from these discussions can be used to inform ongoing diversity and inclusion efforts.

Inclusive language

Language shapes our perceptions and interactions. Using inclusive language ensures that all employees feel respected and valued. This involves avoiding language that may be perceived as biassed, offensive, or exclusive, and instead using terms that are neutral and inclusive.

How HR managers can implement this

Develop a glossary of inclusive language terms and phrases tailored to your organisation’s context. Distribute this glossary as part of onboarding materials and make it easily accessible via the company’s intranet. 

Additionally, incorporate inclusive language training into all communication-related workshops and seminars.

Self-education

Inclusivity starts with awareness, and self-education is key to building this awareness. Employees should take responsibility for their own learning about diversity and inclusion topics, which can range from understanding unconscious bias to recognising microaggressions and embracing cultural competence.

How HR managers can implement this

Offer a library of resources, including books, articles, videos, and online courses on diversity and inclusion topics. Encourage employees to complete these courses by offering incentives such as certification, recognition in company meetings, or even small rewards like gift cards. Additionally, organise “lunch and learn” sessions where employees can discuss what they’ve learned and how it applies to their work.

Challenging exclusionary behaviours

Employees should feel empowered to speak up against behaviours that undermine inclusivity, whether these are overt acts of discrimination or subtle microaggressions. It’s important that the organisation creates a supportive environment where employees can report such behaviours without fear of retaliation.

How HR managers can implement this

Establish an anonymous reporting system that allows employees to report exclusionary behaviours safely. Pair this with a clear, transparent process for investigating and addressing these reports. Regularly communicate the outcomes of these reports (while maintaining confidentiality) to reinforce the organisation’s commitment to accountability.

Advocacy

Employees can act as advocates for diversity and inclusion within the organisation by participating in or leading initiatives that promote these values. Advocacy can take many forms, from joining an employee resource group (ERG) to spearheading a new diversity initiative.

How HR managers can implement this

Create and support employee resource groups (ERGs) that focus on various aspects of diversity, such as gender, ethnicity, LGBTQ+ identity, or disability. Provide these groups with the resources and autonomy they need to organise events, workshops, and mentoring programs. Encourage senior leaders to act as sponsors for these groups, helping to elevate their initiatives and integrate them into the broader organisational strategy.

Develop managers’ capabilities for inclusion

Why managers play a critical role in an inclusive workplace

Managers are pivotal in shaping workplace culture and influencing the day-to-day experiences of employees. However, the modern workplace presents new challenges, such as managing hybrid teams and addressing high levels of burnout, making a strong focus on inclusion more important than ever.

How to help managers be more inclusive

Educate on unconscious bias

Unconscious biases are automatic, deeply ingrained thought patterns that can affect how managers perceive and interact with their team members. These biases often influence decision-making, sometimes leading to unfair treatment or missed opportunities for employees. Educating managers about these biases is essential for creating a more equitable workplace.

How HR managers can implement this

Begin by conducting mandatory unconscious bias training sessions for all managers. These sessions should go beyond simply defining unconscious bias—they should include interactive elements that help managers recognise their own biases and understand how these biases might influence their decisions. Follow up with practical workshops where managers can role-play various scenarios. For instance, they could practise evaluating candidates for promotion, making hiring decisions, or resolving team conflicts, all while being mindful of potential biases. These exercises help managers develop the skills to mitigate bias in real-world situations.

Going further

Offer ongoing support through regular check-ins or coaching sessions where managers can discuss challenges they face in recognising and addressing bias. Encourage peer-to-peer learning where managers can share their experiences and strategies for overcoming biases.

Effective leadership of diverse teams

Leading a diverse team requires a unique set of skills. Managers need to understand the different backgrounds, perspectives, and needs of their team members to foster an environment where everyone can thrive. This includes being aware of cultural nuances, communication styles, and differing values.

How HR managers can implement this

Introduce a mentorship program that pairs managers with experienced leaders who have a track record of successfully managing diverse teams. Through these mentorship relationships, managers can learn best practices, such as how to adapt leadership styles to different team members, address conflicts that may arise from cultural misunderstandings, and create a team culture that values diversity. Additionally, provide managers with access to resources such as case studies, research articles, and best practice guides on leading diverse teams.

Going further

Encourage managers to participate in leadership workshops or seminars focused on diversity and inclusion. These events should cover topics such as emotional intelligence, cross-cultural communication, and inclusive decision-making. Offering opportunities for managers to engage in global leadership exchanges or diversity fellowships can also expand their understanding of leading diverse teams.

Helping inclusive environments thrive

An inclusive environment is one where all employees feel valued, respected, and empowered to contribute. Managers play a critical role in creating and maintaining this type of environment by setting the tone for inclusivity through their actions and decisions.

How HR managers can implement this

Develop a comprehensive manager’s toolkit that includes detailed guidelines on inclusive hiring practices, team-building activities that celebrate diversity, and strategies for resolving conflicts in a way that promotes understanding and cohesion. This toolkit should be a go-to resource for managers, offering practical tips and checklists to ensure that inclusivity is embedded in their daily routines.

Going further

Implement regular training sessions on specific aspects of inclusivity, such as how to conduct inclusive meetings where all voices are heard, how to provide feedback in a way that is culturally sensitive, and how to create development plans that address the needs of diverse employees. Also, consider establishing an inclusion ambassador program where selected managers are trained to champion inclusivity within their departments.

Regular data reviews

Data is a powerful tool for uncovering patterns of bias and inequality in the workplace. Regularly reviewing hiring, promotion, and compensation data helps managers identify and address disparities, ensuring that all employees have equal opportunities for advancement.

How HR managers can implement this

Implement a quarterly review process where managers audit hiring and promotion decisions for potential bias. During these reviews, managers should examine demographic data, compare it against industry benchmarks, and analyse trends over time. Any discrepancies or patterns that suggest bias should be addressed immediately. The findings from these audits should be shared with senior leadership and used to inform future diversity and inclusion strategies.

Going further

Encourage managers to use data dashboards that track diversity metrics in real-time. These dashboards can include data on recruitment, retention, employee engagement, and pay equity. By having access to this data, managers can make informed decisions and proactively address issues before they become systemic problems. Additionally, involve managers in setting data-driven diversity goals and hold them accountable for achieving these targets.

Continuous investment in development

The landscape of diversity and inclusion is constantly evolving, and so should the skills and knowledge of managers. Continuous investment in training and development is crucial for ensuring that managers are equipped to lead inclusively in an ever-changing work environment.

How HR managers can implement this

Allocate a specific budget for diversity and inclusion training programs tailored to managers. These programs should be ongoing and adaptive, covering emerging topics such as intersectionality, neurodiversity, and allyship. Make it mandatory for managers to complete a certain number of training hours per year, and offer advanced courses for those who wish to deepen their expertise.

Going further

Create a leadership development pipeline that integrates diversity and inclusion training at every stage. For example, new managers could start with foundational courses on unconscious bias and inclusive leadership, while senior managers might focus on advanced topics like leading organisational change for diversity or building a global workforce. Encourage managers to pursue external certifications or participate in diversity leadership programs offered by industry organisations.

Regularly evaluate and create policies & practices

Creating and maintaining inclusive policies is foundational to building a workplace where every employee feels valued and respected. However, it’s not enough to implement these policies once and consider the job done. Regular evaluation and updates are crucial to ensure these policies remain relevant, effective, and aligned with legal requirements and best practices. 

The key components of inclusive policies 

Preventing discrimination

Preventing discrimination is a fundamental aspect of any inclusive policy. It involves ensuring that all employees are treated fairly, regardless of their personal characteristics such as age, gender, ethnicity, sexual orientation, religion, disability, or any other protected status. An effective anti-discrimination policy should clearly define what constitutes discrimination, provide examples, and outline the consequences of discriminatory behaviour.

How HR managers can implement this

Regularly update the company’s anti-discrimination policy to include new legal standards, emerging issues, and best practices. For instance, as societal understanding of issues like gender identity and neurodiversity evolves, these should be reflected in the policy. Updates should be communicated to all employees, and training sessions should be provided to ensure everyone understands the changes. Additionally, incorporate real-world scenarios and case studies into training to help employees and managers recognise and prevent discrimination in various contexts.

Going further

Engage with external experts or legal advisors to review your anti-discrimination policy annually. This ensures that your policies are not only compliant with the latest laws but also reflect the most current understanding of diversity and inclusion issues.

Equitable practices

Equity in the workplace means that all employees have fair access to opportunities, resources, and rewards. This includes equitable pay, benefits, and professional development opportunities. Establishing and maintaining equitable practices requires a proactive approach to identifying and addressing disparities.

How HR managers can implement this

Conduct regular pay equity audits to identify any disparities in compensation across different demographic groups. If disparities are found, take immediate corrective action, such as adjusting salaries or reevaluating job roles and responsibilities. These audits should also be applied to benefits, ensuring that all employees have access to comparable health insurance, retirement plans, and other perks.

Going further

Beyond pay audits, implement a broader equity audit that includes career progression, training opportunities, and workload distribution. Use the findings to create targeted initiatives that address any inequities, such as mentorship programs for underrepresented groups or leadership development programs aimed at levelling the playing field.

Training on rights and responsibilities

Training is crucial to ensuring that all employees understand their rights under the company’s diversity and inclusion policies. It also ensures that they are aware of their responsibilities in fostering an inclusive work environment. This training should be comprehensive, covering not just the legal aspects of diversity and inclusion, but also the ethical and cultural reasons behind these policies.

How HR managers can implement this

Hold annual training sessions on equality, diversity, and inclusion. These sessions should be mandatory for all employees and tailored to different levels within the organisation, from entry-level staff to senior management. The training should include interactive elements, such as role-playing exercises, to help employees better understand their role in promoting an inclusive workplace. Additionally, consider incorporating assessments or quizzes at the end of each session to ensure that the material has been understood and retained.

Going further

Expand the training program to include microlearning modules that can be completed on demand. These modules can focus on specific topics, such as understanding microaggressions, practising allyship, or navigating cultural differences. Offering refresher courses throughout the year can help reinforce the concepts covered in the annual training.

Monitoring workforce composition

Tracking the composition of your workforce is essential for understanding the effectiveness of your diversity and inclusion efforts. This involves collecting and analysing demographic data to identify trends, gaps, and areas for improvement.

How HR managers can implement this

Create a diversity dashboard that tracks key metrics, such as the representation of different demographic groups across various levels of the organisation, recruitment and retention rates, and employee satisfaction scores. Make this dashboard accessible to all employees to promote transparency and accountability. Use the data to inform your diversity and inclusion strategies and to set measurable goals.

Going further

Use predictive analytics to anticipate and address potential challenges in maintaining a diverse workforce. For example, if data shows a higher turnover rate among a particular demographic group, investigate the underlying causes and develop targeted retention strategies, such as mentorship programs or changes in workplace policies.

Policy compliance

Ensuring that all employees understand and adhere to diversity and inclusion policies is critical to maintaining an inclusive work environment. Compliance should be monitored and enforced consistently across the organisation.

How HR managers can implement this

Include policy acknowledgment as part of the annual review process. Employees should be required to review and sign off on the company’s diversity and inclusion policies each year, confirming that they understand and agree to comply with them. This process should also involve a review of any incidents or issues that have arisen over the past year and a discussion of how they were resolved.

Going further

Integrate diversity and inclusion compliance into performance evaluations for managers and leaders. This ensures that those in positions of authority are held accountable for fostering an inclusive work environment. Consider linking bonuses or other incentives to the successful implementation of diversity and inclusion initiatives.

Why regular reviews are important

The workplace is constantly evolving, and so too should your policies. Regular reviews help maintain fairness, ensure legal compliance, and reinforce a positive workplace culture.

Schedule bi-annual reviews of all diversity and inclusion policies and practices. These reviews should involve a cross-functional team, including representatives from HR, legal, management, and employee resource groups. This approach ensures that multiple perspectives are considered, and that policies are evaluated holistically. The review process should also include a gap analysis to identify areas where policies may be lacking or where improvements can be made.

After each review, hold a company-wide meeting or webinar to communicate any changes to the policies and explain the reasons behind them. This transparency helps build trust and reinforces the organisation’s commitment to diversity and inclusion. Additionally, consider using anonymous employee surveys to gather feedback on the effectiveness of current policies and to identify areas where employees feel improvements are needed.

Create a positive culture 

Prioritising the wellbeing of employees

As HR pros, we all understand that employee wellbeing is the cornerstone of a sustainable and thriving business. But what can we do to prioritise the wellbeing of employees?

Set specific, measurable goals

It is essential to set specific, measurable goals that align with the company’s broader mission to effectively prioritise employee wellbeing. These goals should be clear, attainable, and designed to promote inclusivity and diversity within the workplace.

How HR managers can implement this

Define inclusion goals for each department. For instance, aim to increase diverse representation within leadership roles by a specific percentage over the next year. 

This could involve setting targets for hiring or promoting individuals from underrepresented groups, ensuring that the company’s workforce reflects the diversity of its customer base and the community it serves. Regularly review these goals to track progress and make adjustments as needed.

Going further

Incorporate these goals into the company’s strategic plan, ensuring they are discussed at the highest levels of leadership. Communicate these goals widely across the organisation to ensure everyone understands their importance and is committed to achieving them.

Encourage ownership

Empowering employees to take ownership of their personal and professional development is crucial for fostering a sense of responsibility and accountability in the workplace. 

When employees feel that they have control over their goals and can see how their work contributes to the company’s broader objectives, they are more likely to be engaged and motivated.

How HR managers can implement this

Use performance reviews as an opportunity to tie individual employee goals to the company’s broader inclusion objectives. 

For example, an employee in a leadership role might set a goal to mentor a junior colleague from an underrepresented group, helping to develop a more diverse leadership pipeline. When you link personal goals with company-wide initiatives, employees can see how their contributions make a difference, fostering a deeper sense of ownership and accountability.

Going further

Offer continuous feedback and support throughout the year, not just during annual reviews. Implement a system where employees can set and adjust their goals as needed, with regular check-ins to ensure they are on track and have the resources they need to succeed.

Foster open communication

Open communication is vital for creating an environment where employees feel safe to express their ideas, concerns, and feedback. It builds trust and ensures that issues are addressed promptly, leading to a more harmonious and productive workplace.

How HR managers can implement this

Implement regular “pulse checks” where employees can anonymously share their thoughts on the company culture, leadership, and policies. These surveys should be short, frequent, and designed to gauge the overall mood and satisfaction within the organisation. The results should be reviewed by senior management and HR, with action plans developed to address any issues or concerns that arise.

Going further

In addition to anonymous surveys, encourage open-door policies where employees can speak directly with managers or HR about their concerns. 

Our favourite employee wellbeing ideas 

A holistic approach to employee wellbeing covers multiple dimensions, including physical, mental, financial, social, and professional development. Here are some of our favourite employee wellbeing initiatives 👇

Physical wellness

• Offering yoga, pilates, or aerobics classes during lunch breaks or after work can promote physical health and stress relief
• Provide discounts or reimbursements for gym memberships to encourage regular exercise
• Host company-wide challenges that promote healthy eating, such as a “no sugar” month or a plant-based diet challenge, with rewards for participation

Mental wellness

• Provide employees with access to professional counselling services, either through an Employee Assistance Program (EAP) or in-house wellness programs
• Allow employees to take mental health days without stigma
• Create dedicated quiet spaces in the office where employees can relax, meditate, or recharge during the day

Financial wellness

• Offer workshops on budgeting, saving, investing, and retirement planning to help employees manage their finances better
• Provide financial assistance or guidance on managing and repaying student loans, which can be a significant burden for many employees
• Help employees set up emergency savings accounts with automatic payroll deductions to build financial resilience

Social wellness

• Organise regular team-building exercises that encourage collaboration, communication, and mutual support among employees
• Encourage employees to volunteer by organising company-sponsored community service days, fostering a sense of purpose and connection to the community
• Host events where employees can bring their families, such as picnics, holiday parties, or sports days, to build a sense of community and work-life balance

Work-life balance

• Allow flexible working hours to accommodate personal commitments and improve work-life balance
• Offer the flexibility to work remotely, either full-time or on a hybrid schedule, to cater to different employee needs
• Provide generous parental leave policies that support new parents, including extended leave and flexible return-to-work options

Personal development

• Offer workshops focused on developing leadership skills, particularly for those from underrepresented groups, to create a more diverse leadership pipeline
• Provide financial support for employees pursuing further education or professional certifications, helping them advance their careers
• Create a culture of continuous learning by offering access to online courses, seminars, and conferences on a wide range of topics

Measure progress with data

Tracking the success of your inclusion and wellbeing initiatives through data is essential for making informed decisions and ensuring continuous improvement.

Data provides the evidence needed to assess the effectiveness of your initiatives, identify areas for improvement, and measure progress over time.

How HR managers can implement this

Develop a quarterly inclusion report that tracks key metrics such as employee satisfaction, diversity ratios, engagement levels, and turnover rates among diverse groups. This report should be reviewed by senior management and used to inform strategic decisions related to diversity and inclusion.

Conduct regular audits

Regular audits of your people processes, from recruitment to retention, are crucial for 

identifying and addressing inclusiveness gaps.

How HR managers can implement this

Perform an annual diversity audit that examines all aspects of your talent management processes. Use the findings to adjust your strategies, such as refining your recruitment efforts or enhancing your retention programs to better support underrepresented groups.

Combining surveys and data

Combining demographic data with employee engagement surveys provides a comprehensive view of the workplace climate and overall employee satisfaction.

How HR managers can implement this

Use pulse surveys in combination with demographic data to identify trends in employee engagement and satisfaction across different groups. Analyse this data to understand the unique experiences of various demographics within the organisation and to develop targeted interventions where necessary.

Setting goals and metrics

Establishing clear goals and metrics for inclusion, and regularly measuring progress, is critical for maintaining focus and accountability.

How HR managers can implement this

Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals for your diversity and inclusion initiatives. For example, aim to increase the representation of women in leadership positions by 15% within the next two years. Review progress in quarterly leadership meetings and adjust strategies as needed to stay on track.

🚀 Looking for more insights to help you build a more inclusive and supportive workplace? Visit the SubscribeHR blog for a wealth of information tailored for HR managers. 🙌