Guide for Building Employee Resource Groups (ERGs)

Employee Resource Groups (ERGs) are vital in fostering an inclusive, supportive, and diverse workplace.

However, setting them up and ensuring their success requires strategy and planning.

How to Operate an ERG by Lola Ademeyo, ERG expert consultant and NOTA Speaker

To help support your charter and also define the operating principles of your ERG, I have developed a framework to aid in the functioning of your ERG. At its core, the role of the ERG is ultimately to serve its members and your organization at the same time. How can this be done in the most effective way?

THE 5 PS OF ERGS

1. Purpose
2. People
3. Processes
4. Planning
5. Priorities

What is the purpose of your employee resource group?
It is important to identify the key reasons for having this employee resource group exist in a formalized way. If these reasons can be articulated in the form of a vision or mission, that will help your group stay focused.

Write down your vision and mission and share it with the rest of your ERG leaders (and eventually your members). The purpose of your ERG should be clear and articulated in a way that is easy to understand for members and your general company community. There are many people who will not be a part of the employee resource group who would like to know its purpose.

People
The people involved in employee resource groups are the core of how the group operates. Without its people, there is no employee resource group! Key stakeholders involved in the ERG range from the members themselves to the leaders, to executive sponsors, to a diversity council (a cross-functional group focused on diversity goals in the organization). Make a list of the key stakeholders involved with your group and think about your goals for engaging each one of them.

Processes
Let’s discuss the processes needed to effectively operate an employee resource group. The first step is to establish a regular cadence of meetings. You will also need to understand and define the reporting structure of whom the ERG shares updates with and from whom it receives approval for decisions. To whom do the ERG leaders turn for advice, approval, support and any questions? There should be an established line of reporting and advising from the ERG to human resources leaders, DEI leaders or another point person at the company who oversees the groups. This manager helps streamline processes and offers support for decision making and budgetary requests. They are also invaluable at guiding ERGs through the dynamics of the organization and addressing any needs that arise.

In addition to reporting structure, there are other processes that need to be determined. How much money is an employee resource group allocated per year? How are budgetary requests approved? How do you get the input of executive team members on a large company event and have them say a few opening remarks?
These types of questions are common, and regular communication with the group’s advisors can help answer them. Having regular meetings with the HR, DEI or community relations manager in charge of the ERGs can help foster a sense of confidence in ERG leaders that they are on the right track.

Planning
Once you have the people and processes in place, it is important to plan the year’s activities and even have goals for each month.

First, the group should specify what meetings will occur each month and what communications will be sent out to the ERG membership.

How often will communications to the ERG membership be expected?
What is needed to prepare for the membership meetings each month?
How often will the ERG leaders make preparations for the other activities?
What types of surveys and feedback forms can be helpful to plan events?

It is important to start with feedback from the members in addition to ideas from the leadership to make sure that they are in alignment.

In addition, it is essential to come back to the purpose,vision and mission of the employee resource group.

If the vision is to promote career advancement of a certain demographic within the organization, then perhaps there can be mentoring programs and other activities that support individuals’ career development and professional goals.

If the objective of the ERG is to impact organizational culture to make it a more inclusive place to work, then activities that promote a sense of belonging, equity and inclusion for individuals from marginalized groups will be of the utmost importance.

If an ERG’s goal is to have more connections with the community or to build partnerships with associations in the industry, then perhaps there can be initiatives and subcommittees dedicated to this cause.

All in all, the importance of the planning phase of employee resource groups cannot be overstated. Activities such as a leadership retreat or an all-hands meeting can be used for planning and incorporating ongoing dialogue with members.

Common activities that are planned throughout the year for employee resource groups include social mixers, guest speakers, leadership retreats, mentoring conversations and programs, wellness and mental health workshops, community volunteering days, and more. With your own group, you can plan for a calendar year of activities and aim for certain objectives to be accomplished in each quarter.

Priorities
How do you prioritize activities throughout the year?

Brainstorm all the activities you’d like to do in a year and set out to organize when each of these events can take place and how they align with key moments throughout the year, such as heritage months, and also the company calendar. For example, it may be advantageous to consider inviting an African American speaker to address your company in conjunction with Juneteenth events at a celebration already planned at your organization. Planning with priorities in mind is both strategic and a way to ensure sustainability of your ERG.

The 5 Ps framework can be a starting point for brainstorming and organizing with your employee resource group each year. These fundamentals are essential to consider when operating your ERG to maximize its success.

5 hacks and insights to help you build effective ERGs:

Building a successful Employee Resource Group (ERG) requires clear goals, leadership support, and inclusive membership. ERGs that align with company diversity, equity, and inclusion (DEI) goals tend to see increased employee engagement and retention. Leadership buy-in and providing adequate resources are crucial for ERG success, as companies with executive sponsorship see higher ERG performance. Regularly measuring success and rotating leadership roles also ensures diverse perspectives. By supporting ERGs, organizations foster innovation, inclusivity, and a thriving workplace culture.

1. Define Clear Goals
Establish a purpose and mission for your ERG. Align it with company goals like diversity, equity, and inclusion (DEI). Statistically, companies with well-supported ERGs see a 21% increase in employee engagement and retention rates.
2. Secure Leadership Buy-In
Strong leadership support is crucial for ERGs to succeed. Leaders can provide resources, mentorship, and visibility. Research shows that ERGs with executive sponsorship are 70% more likely to thrive.
3. Diverse and Inclusive Membership
Ensure that your ERG is inclusive, not just for the target demographic but for allies as well. Inclusivity boosts participation and strengthens the group’s impact across the organization.
4. Provide Adequate Resources
ERGs need time, funding, and platforms to host events and discussions. Companies that provide resources for ERGs tend to see higher employee satisfaction and cultural innovation.
5. Measure Success
Track progress through metrics like participation rates, member feedback, and business impact. Regularly assessing the impact of ERGs helps improve their effectiveness and proves their value to leadership.

Hacks for Success:

* Rotating Leadership Roles: Encourage leadership rotation within ERGs to ensure diverse ideas and perspectives.
* Survey Members: Regularly ask for feedback to keep programming relevant and engaging.
* Leverage Technology: Use virtual platforms to connect members globally, especially in remote work environments.
* Investing in well-structured ERGs helps promote inclusivity, employee engagement, and retention—key drivers of a successful workplace.

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