It is important to note that terminology is ever evolving and may not be reflected in external links and resources throughout the What Works Toolkit. The terms used within the toolkit align with the Publicly Available Specification (PAS) document developed by the Diversity Institute, and sponsored by the Standards Council of Canada in support of the Government of Canada’s 50 – 30 Challenge. Section 3.1 in the PAS defines Equity-Deserving Groups as follows:
3.1 Equity-Deserving Groups
The Challenge’s equity-deserving groups include those identifying as: Racialized, Black, and/or People of Colour (“Visible Minorities”), People with disabilities (including invisible and episodic disabilities), 2SLGBTQ+ and/or gender and sexually diverse individuals, and “Aboriginal” and/or Indigenous Peoples. The program and participants recognize First Nation Peoples, Métis Nation, and Inuit as founding Peoples of Canada and under-represented in positions of economic influence and leadership.
Please refer to the PAS for additional information on the 50 – 30 Challenge as well as tools and resources for your organization.
For “Starting the Conversation” to be successful, it is important for organizations to have mechanisms in place leading up to and after the conversation.
The purpose of this tool is to:
How is this Relevant to the 50 – 30 Challenge?
Starting the Conversation
“Starting the Conversation” is more than the act of initiating a dialogue with your employees.
For “Starting the Conversation” to be successful, it is important for organizations to have mechanisms in place leading up to, and after, the conversation.
Actioning the Conversation
Continuing the Conversation
Pearl is a manager at a local art gallery. She believes that art can connect people together, and sees this being exhibited through the gallery which has started to attract more and more diverse talent.
Recently, Pearl heard rumours that many employees, especially those identifying with priority groups, do not feel supported at work and that their unique needs are not being met. Pearl wants to make a change, but is at a loss for where and how to start discussions on making a change.
Pearl comes to the Starting the Conversation tool for help.
1.0 Introduction
2.0 Why Start the Conversation?
3.0 What is Starting the Conversation?
4.0 How Do You Start the Conversation?
5.0 Where and When Should You Start?
6.0 Who Needs to Start the Conversation?
6.1 Asking the Right Questions
Starting the conversation is what allows organizations to create welcoming and safe spaces for equity-deserving individuals in organizations – so why is this important for your success?
Starting the conversation is a series of 4 critical steps that promote and foster equity and belonging amongst priority employee groups.
Know the data, conduct self-identification surveys, understand employee challenges, needs and barriers to success, and learn about leading practice.
Conduct a listening tour that includes 1-on-1 coffee chats with employees and/or focus group sessions. Ask intentional questions, be open to criticism, and provide multiple mediums for discussion such as in-person conversations as well as anonymous channels for communication.
Review the collected data, promote transparency in sharing the current state results, ensure accountability by sharing the desired future state, ask employees to hold each other and leaders accountable, and set goals and metrics.
Repeat the process and be open to iterations. Keep educating yourself and others, take courageous actions to challenge systemic barriers, and demonstrate humility throughout.
Boundary setting is critical to ensuring that important voices are being heard and that individuals feel comfortable to share their stories.
Boundary setting signals to employees that organizations care about their employees’ well-being throughout the process of EDI.
What does this look like?
Before conversations begin, set up clearly defined ground rules, including:
Leveraging existing equity work, resources, and current and relevant information to continuously strengthen individual leaders’ and the organization’s knowledge basis.
What does this look like?
For conversations to be impactful and to avoid having employees from priority groups carry the burden of educating their colleagues, take it upon yourself to:
Frequent learning and sharing opportunities allow employees to show up authentically, strengthen their connections, and bolster their confidence and sense of belonging.
What does this look like?
To foster collaboration and confidence throughout organizations, ongoing training that brings employees along a knowledge journey should be provided through multiple channels. These can include:
Organizations should be transparent and honest throughout their EDI journey to showcase a genuine willingness to confront the current state of their organizational dynamics.
What does this look like?
Looking to experts within the community to support, enhance, and educate is critical to ensuring that EDI commitments remain tangible and aligned with current social expectations and movements.
Time's up
Make a commitment to courageous EDI goals that will transform your organization and are embedded in your business strategy.
Share your commitments with your employees, customers, and other stakeholders to encourage transparency and build trust.
Start the conversation to create a welcoming and safe atmosphere for employees.
Work with employees from identified priority groups to ensure EDI commitments are tangible and resonate.
Create a structure to receive continuous feedback to ensure your EDI commitments lead to maximum impact and minimal harm.
Set your EDI goals and map them against your 5- to 10-year business strategies with clearly defined metrics for success.
Showcase these goals through varying channels such as employee newsletters, company intranet site, external website, and social media platforms.
Refer to the Four B’s of How to Start the Conversation (Return to “4.0 How Do You Start the Conversation?”).
Co-create solutions with established Employee Resource Groups (ERGs) such as the Black Professionals Network and existing Employee Equity and Diversity Councils.
An anonymous employee feedback survey and regular touchpoints with employees through focus groups and in-person dialogue.
Time's up
It is the responsibility of all employees in an organization to ensure creating and sustaining a sense of belonging for everyone, however, there is a greater responsibility for the leaders in an organization to create spaces where others feel welcome through the provision of learning opportunities as well as their own behaviours and actions as individuals.
Time's up
A leader in an organization is someone who manages a team or several teams, and/or has an important stake in the organization and a role in making decisions that push for change. The following are some questions that you can ask the employees you lead and manage:
When starting the conversation, creating a safe space by setting ground rules is important. Safe spaces allow individuals to feel comfortable having brave and honest conversations, where one can openly express themselves and their ideas to others on a team without risk of punishment, humiliation, or rejection.
Let individuals know the following:
Small or non-profit organizations tend to lack the resources that are readily available in larger or for-profit organizations – time, human resources capacity or budget, etc. – to help them along their Equity, Diversity and Inclusion (EDI) journey. The following are some considerations to help these organizations to begin and continue on their EDI journey:
There are many other resources that you can leverage to help you start and continue the conversation at your organization.
With the help of the Starting Your Conversation tool, Pearl is pleased to see an increase in employee engagement and retention!
She is looking forward to inviting local artists and grassroots organizations as well to continue driving the conversation forward in the upcoming months.
BMO launched its Road to Allyship training program to help employees on their own journey to allyship with the 2SLGBTQ+ community. Through the training, BMO employees have been able to have difficult conversations about how individuals can show up for each other encouraging staff to ask questions and educate themselves on the issues so they’re more aware, empathetic and active listeners.
Since completing the training program, the bank’s Chief Inclusion Office has learned that she’s not the only employee who didn’t know what it feels like to identify with a marginalized community. “If you don’t have that lived experience, [then] you don’t know what it’s like identifying with the [2SLGBTQ+] community. The training program is eye-opening.”
Now, when employees see micro-aggressions from their colleagues, they know they can step up and speak up. Additionally, The bank continues to focus efforts on its gender pronoun initiative that provides branch managers with the tools and resources required to train employees to have inclusive conversations with customers.
As a way to start important conversations, create an opportunity to exchange ideas and build team dynamics, Hero Digital started a book club that focuses on self-development and diversity and Inclusion topics.
“We’re lucky that Hero provides the book for everyone who wants to participate in order to make book club as accessible as possible. To ensure everyone has enough time to commit to reading, we only host book club three times a year, and we encourage people to attend the discussion even if they haven’t finished the book. The beauty of group reading is that it creates a natural social circle that can fill in any blanks in comprehension and motivate each other to read. Of course, you may still need to inspire the group, including by demonstrating top-down support. For instance, our CEO Dave Kilimnik read and joined the discussion at our kickoff meeting. This set the example.”
Click on the following link for more on Hero Digital’s Book Club: How to start a company wide book club that fosters inclusion.
One company that shines in this area of education and diversity training is the International Business Machines Corporation (IBM) because of the depth and breadth of their commitment to Native/Indigenous diversity and development initiatives. Recognized by Mediacorp Canada Inc. as one of Canada’s Best Diversity Employers for 2021, IBM is proving it is one of the leaders in diversity, inclusion and Indigenous reconciliation in the corporate world.
“At IBM, we are seeking to educate everyone in our organization to shift, shape and broaden the way decisions are made across the board,” said Sophia Dozier, diversity and inclusion leader at IBM. “We have diversity training, sure, but our approach goes much deeper than that by exposing IBMers to different cultural perspectives on a regular basis from many angles.”
IISB speakers illuminated IBM staff on topics such as the benefits of neurodiversity, Two-Spirit perspectives, and what it means to see with an Indigenous lens.
A significant part of VMWare’s effort in the aftermath of George Floyd’s death was designed to ensure that its Black colleagues felt secure. These efforts were co-created with the organization’s Employee Resource Group, the “African American POD (“Power of Diversity”) community.
A director in the organization felt that her white colleagues separate the Black people who have violently died in racist incidents as being somehow different from their co-workers. “By sharing, I wanted them to see that it’s all Black people that have fear, not just ‘those Black people’.”
The company created an intranet page that used the hashtag #wehearyou for them to share their feelings and concerns. Additionally, as part of the campaign, VMWare contributes to social justice organizations and matches employees’ donations. It has also instituted more training on inclusion for its managers.
As you advance through your EDI journey, continuous education means enhanced people and data analytics.
The type of data being collected is critical to understand the depth of systemic barriers within organizations. This includes information on the nuances and complex layers of specific roles and responsibilities at the workplace and how it differs for women and/or non-binary people, Racialized, Black, and/or People of Colour, People with disabilities (including invisible and episodic disabilities), 2SLGBTQ+ and/or gender and sexually diverse individuals, and “Aboriginal” and/or Indigenous Peoples.
A collection of comprehensive data will give direction and provide greater equity in approaching solutions. Ask questions such as:
Microaggression is defined as: “A comment or action that subtly and often unconsciously or unintentionally expresses a prejudiced attitude toward a member of a marginalized group” – Source: Merriam Webster
Unlearning is defined as: “To make an effort to forget your usual way of doing something so that you can learn a new and sometimes better way” – Source: Cambridge Dictionary
Intersectionality is defined as: A framework for understanding how different aspects of a person’s social and political identities (e.g., gender, race, class, sexuality, ability, physical appearance, etc.) combine to create unique modes of discrimination and privilege. Intersectionality identifies advantages and disadvantages that are felt by people due to this combination of factors – Source: Kimberlé Crenshaw, TIME
Privilege is defined as: “The unfair and unearned advantages individuals are granted for having, or being perceived to have, social identities that align with those deemed to be superior according to societal rules and norms. It is often experienced as an absence of barriers related to a particular social identity (e.g., White privilege, straight privilege)” – Source: Egale
Safe Space is defined as: “A place intended to be free of bias, conflict, criticism, or potentially threatening actions, ideas, or conversations” – Source: Merriam-Webster
Safe spaces allow individuals to feel comfortable having brave and honest conversations.
Emotional Tax is defined as: “The combination of feeling different from peers at work because of gender, race, and/or ethnicity, being on guard against experiences of bias, and experiencing the associated effects on health, well-being, and ability to thrive at work” – Source: Catalyst
Tokenism is defined as: “Performative policies that ostensibly promote diversity or equality (placing women or diverse groups in leadership positions), but do not truly have a positive impact on the workplace. Tokenism isn’t progressive, and it especially causes harm to tokenized individuals, causing extra pressure to succeed due to being perceived as representative of a group and often leaving them in an alienating work environment” – Source: Catalyst
Psychological Safety is defined as: “An environment that encourages, recognizes and rewards individuals for their contributions and ideas by making individuals feel safe when taking interpersonal risks. A lack of psychological safety at work can inhibit team learning and lead to in-groups, groupthink and blind spots” – Source: Gartner