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  3. Employee Resource Groups Toolkit

Employee Resource Groups Toolkit

This toolkit is designed to support Employee Resource Group (ERG) leaders and members at 黑料吃瓜资源 by providing clear, practical guidance for starting, running, and sustaining ERGs. It brings together best practices, institutional processes, and tools that help ERGs foster belonging, professional development, and meaningful organizational impact.

Photo credit: Office of the Vice-Principal (Culture, Equity, and Inclusion)

Sophia 鈥淪oJay鈥 Jackson, guest speaker, talks to members of 黑料吃瓜资源 eight Employee Resource Groups about the connection between self-care and creativity. Jackson is a singer, entrepreneur, self-care expert, and author of a series of affirmation colouring book called, Soulful Colour.

Photo credit: Office of the Vice-Principal (Culture, Equity, and Inclusion)

Leads from eight 黑料吃瓜资源 Employee Resource Groups gathered inside the Mackintosh-Corry Hall Faculty and Staff Learning Facility to celebrate the growing number of ERGs offered.

Photo credit: Office of the Vice-Principal (Culture, Equity, and Inclusion)

黑料吃瓜资源 staff members provide an information table containing Employee Resource Group material during the 2025 Principal鈥檚 BBQ event.

Photo credit: Office of the Vice-Principal (Culture, Equity, and Inclusion)

黑料吃瓜资源 staff members provide an information table containing Employee Resource Group material during the 2025 Principal鈥檚 BBQ event.

Photo credit: 黑料吃瓜资源 Parents and Caregivers Village

Members of the 黑料吃瓜资源 Parents and Caregivers Village join for a photo during an on-campus event.

This toolkit was developed to support ERG leaders and members throughout the full lifecycle of an ERG, from early ideas and planning, to day-to-day operations, to long-term sustainability and growth. It brings together practical guidance, institutional processes, and shared best practices to help ERGs operate effectively while remaining grounded in 黑料吃瓜资源 values and commitments to equity, inclusion, accessibility, and anti-racism.

The toolkit is organized into seven sections, each reflecting a different stage or aspect of ERG work. The first section, Foundations: What Makes ERGs Work, introduces what ERGs are, how they contribute to the university, and why concepts such as small group dynamics and intersectionality are essential to their success. This section provides shared language and context that can help ERG leaders understand both the opportunities and challenges of collective work.

The second section, Before You Start an ERG, invites reflection before action. It explores leadership styles, communication approaches, conflict prevention, and allyship, helping prospective ERG founders think intentionally about readiness, capacity, and sustainability.

The third section, Starting an ERG, offers step-by-step guidance for establishing an ERG at 黑料吃瓜资源. It walks through defining purpose, creating vision, mission, and values, gaining institutional support, drafting a charter, registering the ERG, recruiting members, and planning initial activities.

Once an ERG is established, the fourth section, Running an ERG Day to Day, focuses on the practical realities of ongoing operations. It covers building a healthy and inclusive ERG culture, onboarding new members, making decisions collaboratively, working with Executive Sponsors, and maintaining accessibility and engagement.

The fifth section, Growing and Sustaining Your ERG, looks ahead to long-term impact. It addresses succession planning, leadership development, role clarity, annual work planning, and reflection, supporting ERGs as they evolve and transition over time.

The sixth section, Communication and Visual Identity, provides guidance on inclusive and accessible communications, along with expectations related to visual identity and promotion in alignment with 黑料吃瓜资源 standards.

The final section, Contacts, Sources, and Templates, brings together key university contacts, external learning resources, and practical templates to support ERGs at every stage of their work.

This toolkit is intended to be used flexibly, not read from beginning to end. ERG leaders and members are encouraged to move between sections as needed and return to them as their group grows and changes.

An Employee Resource Group (ERG) is a voluntary, employee-led group that fosters a diverse, inclusive workplace aligned with 黑料吃瓜资源鈥檚 mission, vision, values, and strategic goals. ERGs are typically formed around shared identities, experiences or interests and are open to all employees.

The primary purposes of an ERG include:

  • Supporting professional development and mentorship.
  • Promoting cultural awareness and inclusion within the workplace.
  • Providing a safe space for dialogue and community-building.
  • Offering insights that inform equitable policies, practices and initiatives.
  • Connecting with leadership to influence organizational change and innovation.

ERGs are not social clubs, nor are they replacements for formal Human Resources or Indigenization - Equity, Diversity, Inclusion, Accessibility, and Anti-racism (I-EDIAA) functions. They complement institutional efforts by providing grassroots engagement and lived-experience perspectives.

As integral assets to 黑料吃瓜资源, ERGs attain key benefits such as:

  • Increased employee engagement, retention, and wellness, which fosters feelings of belonging and increases social impact.
  • The provision of strategic HR and I-EDIAA advice to senior leadership.
  • Increased recruitment of untapped and diverse candidate communities.
  • Expansion of a more diverse leadership group.
  • Increased university connections to the broader community.

Because ERGs are built on relationships, shared purpose, and collaboration, they function much like small groups鈥攂ringing both opportunities and challenges that benefit from intentional leadership.

ERGs often function as small groups. A small group is a set of three to fifteen individuals who interact regularly, share common goals, and positively influence one another These groups are small enough to allow for meaningful participation, relationship-building, and collective decision-making. Small groups may serve different purposes depending on their context:

  • Task-oriented groups focus on achieving specific objectives, such as completing a project or solving a problem.
  • Social groups provide emotional support and foster interpersonal relationships.
  • Learning groups aim to share knowledge and develop skills collaboratively.
  • Regardless of their purpose, small groups typically engage in decision-making, problem-solving, planning, and coordination. Effective communication and collaboration are essential for their success.

Regardless of purpose, small groups commonly engage in decision-making, problem-solving, planning, and coordination. Effective communication and collaboration are essential to their success.

Research on group development suggests that groups tend to move through predictable stages over time. One widely used model describes four stages of development:

  • Forming: Members come together and begin to understand the group鈥檚 purpose. There is often politeness and a focus on avoiding conflict.
  • Storming: Conflicts may arise as individuals assert their opinions and vie for roles. This stage is crucial for establishing group norms and resolving differences.
  • Norming: The group begins to establish cohesion. Members agree on rules, roles, and expectations, leading to more organized and cooperative behaviour.
  • Performing: The group reaches optimal functioning. Members work effectively toward goals, leveraging each other鈥檚 strengths, and maintaining high productivity.

Recognizing these stages helps leaders normalize challenges and respond with intention.

Because ERGs bring together people with diverse and overlapping identities, an intersectional approach is essential to building inclusive, responsive, and effective groups. Intersectionality recognizes that individuals hold multiple, interconnected social identities which shape their experiences of privilege and marginalization.

These identities do not exist in isolation; they interact in ways that influence how people experience workplaces, systems, and relationships. Applying an intersectional lens helps ERGs:

  • Design more inclusive programming.
  • Support members with complex lived experiences.
  • Collaborate effectively across ERGs.
  • Advocate for nuanced, equitable change.

Benefits to ERGs members

  • More Inclusive Programming: ERGs can design events and initiatives that reflect the diverse lived experiences of their members.
  • Stronger Collaboration Across ERGs: Recognizing intersectionality encourages inter-ERG collaboration, fostering solidarity and shared learning. Supports members who belong to multiple ERGs.
  • Empowered Membership: Members feel seen, heard, and valued for their full identities. Build trust and psychological safety, increasing engagement and retention.
  • Better Advocacy: ERGs can more effectively advocate for inclusive policies, procedures, and practices that reflect complex realities. Enables more nuanced conversations around I-EDIAA and systemic barriers.

Benefits to the University

  • Enhanced Equity and Inclusion: Intersectional approaches help the university address overlapping systems of disadvantage, leading to more equitable outcomes. Supports a culture of belonging for staff and faculty.
  • Improved Policy and Program Design: Intersectional insights inform more inclusive policies, procedures and practices. Help avoid blind spots in I-EDIAA initiatives.
  • Stronger Reputation and Recruitment: Demonstrates a commitment to progressive, inclusive leadership. Attracts diverse staff and faculty who value authentic inclusion.
  • Increased Innovation and Collaboration: Diverse, intersectional teams bring richer perspectives, leading to more creative problem-solving. Fosters interdisciplinary collaboration across departments and roles.

Intersectionality is not an advanced concept reserved for later stages, but it is foundational For ERGs, intersectionality fosters psychological safety, belonging, and trust, while helping avoid one-size-fits-all approaches. For the university, intersectional insights support more inclusive decision-making, stronger policy design, and a culture of belonging that benefits staff and faculty across roles and identities. It is a foundational principle that strengthens ERGs from the outset.

Before launching an ERG, it is important to reflect on readiness, capacity, and approach. ERGs are sustained not only by shared purpose, but by thoughtful leadership, effective communication, and intentional practices that support inclusion and trust. This section invites prospective ERG founders and early leaders to pause before taking action and consider how the group will function, relate, and grow.

Things to Consider

Before launching an ERG, it is important to reflect on readiness, capacity, and approach. ERGs are sustained not only by shared purpose, but by thoughtful leadership, effective communication, and intentional practices that support inclusion and trust. This section invites prospective ERG founders and early leaders to pause before taking action and consider how the group will function, relate, and grow.

Effective ERG leaders often draw from multiple leadership styles that foster inclusion, empowerment, and collaboration. Here are leadership styles, along with why they work well in the ERG context:

Leadership Style

Focus

Why it Works

Servant

Supporting and uplifting others

ERGs are people centered. Servant leaders prioritize the needs of members, listen actively, and create space for others to lead and grow.

Transformational

Inspiring change and innovation

ERGs often aim to shift culture and drive equity. Transformational leaders motivate members with a compelling vision and encourage bold thinking.

Collaborative

Building partnerships and consensus

ERG leaders must work across departments, with other ERGs, and with leadership. Collaborative leaders foster trust and shared ownership.

Inclusive

Ensuring all voices are heard
 

ERGs thrive when members feel valued and respected. Inclusive leaders actively seek diverse perspectives and create psychologically safe spaces.

Adaptive

Navigating change and complexity

ERGs often face evolving challenges. Adaptive leaders are flexible, open to feedback, and able to pivot strategies as needed.

Strategic

Aligning ERG goals with organizational priorities

Strategic leaders ensure ERG efforts are impactful and sustainable by connecting them to broader business and DEI objectives.

 

Understanding is incredibly helpful for fostering inclusive, respectful, and effective interactions among members. Here's a breakdown of key communication styles and how they can be used to strengthen ERG engagement:

Communication Style

Definition

Why it Matters

ERG Tip

Assertive

Expressing thoughts, feelings, and needs clearly and respectfully.

Encourages open dialogue while respecting boundaries.

Use assertive communication to advocate for ERG goals and member needs.

Passive

Avoiding expression of opinions or needs; often deferring to others.

Communication norms shaped by cultural backgrounds (e.g., direct vs. indirect, high-context vs. low-context).

Encourage passive communicators to share their perspectives in safe, supportive spaces.
 

Aggressive

Expressing needs in a forceful or disrespectful way.

Can create conflict or discomfort.

Promote respectful dialogue and address aggressive communication through facilitation and community agreements.

Passive-Aggressive

Indirectly expressing negative feelings instead of addressing them openly.

Undermines trust and collaboration.

Foster transparency and encourage direct, constructive feedback.

Empathetic

Listening actively and responding with understanding and compassion.

Builds trust and psychological safety.

Use empathetic communication in member check-ins, conflict resolution, and allyship conversations.

Nonverbal

Body language, facial expressions, tone of voice, and gestures.

Often conveys more than words.

Be mindful of nonverbal cues, especially in virtual meetings or cross-cultural settings.

Cultural Communication

Communication norms shaped by cultural backgrounds (e.g., direct vs. indirect, high-context vs. low-context).

Misunderstandings can arise without cultural awareness.

Educate members on cultural differences and promote inclusive communication practices.

Becoming familiar with conflict management and mitigation strategies helps to promote respectful dialogue, early intervention, and collaborative problem-solving.  黑料吃瓜资源 Human Resources can recommend facilitators and coaches.

Strategies

Technique

Example

Benefit

Establish a Clear Community Agreement

Preventive Mediation

At the start of meetings or initiatives, set expectations for respectful communication, confidentiality, and inclusive participation.

Reduces misunderstandings and sets a tone of mutual respect.

Use Facilitated Dialogue

Facilitation

Bring in a neutral facilitator to guide sensitive conversations or planning sessions. 

Encourages balanced participation and helps surface concerns constructively.

Create a Peer Mediation Team

Peer Mediation

Train ERG members in basic mediation skills to help resolve interpersonal issues informally.

Builds internal capacity and trust among members.

Conduct Listening Circles

Restorative Practices

Use structured listening sessions where members share experiences without interruption or judgment.

Builds empathy and understanding, especially after conflict or tension.

Offer Conflict Coaching

Conflict Coaching

Bring in support to help individuals reflect on conflict, clarify goals, and plan constructive responses.

Empowers individuals to manage conflict proactively.

Use Mediation for Escalated Issues

Formal Mediation

When conflicts escalate, engage a trained mediator to help parties reach a mutually acceptable resolution.

Preserves relationships and avoids formal HR intervention.

Build a Culture of Feedback

Collaborative Communication

Encourage regular, constructive feedback among members and leaders.

Prevents small issues from growing and promotes continuous improvement.

Document and Reflect

Conflict Resolution Planning

Keep records of conflict resolution processes and outcomes to inform future practices.

Helps ERGs learn from experience and refine their approach.

 

An ally, in the context of ERGs, is someone who does not personally identify with the demographic or identity focus of the group (e.g., race, gender, sexual orientation, disability status) but who actively supports and advocates for the group鈥檚 vision, mission, values, members, and goals.

Allyship is demonstrated through consistent actions that center listening, learning and accountability in support of ERGs.

Pros of Including Allies

Cons of Including Allies

  1. Cultural Change and Inclusion
    Their involvement can foster a more inclusive workplace culture by encouraging empathy, understanding, and collaboration across different groups.
  2. Access to Resources and Influence
    Allies may hold positions of influence and can help drive policy changes or secure resources for the ERG.
  3. Education and Awareness
    Allies can learn from the group and help educate others, reducing bias and misinformation in the workplace.
  4. Stronger Networks
    Including allies can expand the ERG鈥檚 network, creating more opportunities for mentorship, sponsorship, and career development.

  1. Dilution of Safe Space
    Members may feel less comfortable sharing personal experiences or challenges if they feel they are being observed or judged by outsiders.
  2. Unintentional Centering
    Allies might unintentionally dominate conversations or shift focus away from the group鈥檚 core mission and members.
  3. Performative Allyship
    Some individuals may join for appearances rather than genuine support, which can undermine trust and authenticity.
  4. Resource Strain
    Managing and educating allies can require additional time and effort from ERG leaders, potentially diverting focus from primary goals.
  5. Policy and Identity Conflicts
    Allies may not fully understand the lived experiences of members, leading to disagreements or misalignment on priorities.

 

ERG Start-Up Process

Establishing an ERG through a stepwise approach is essential for ensuring its long-term success, relevance, and impact. A structured approach helps align ERG efforts with 黑料吃瓜资源鈥檚 strategic priorities and values, while also fostering inclusion, engagement, and sustainability. While each ERG is unique, successful groups tend to follow a similar progression:

  1. Clarify purpose and need.
  2. Build early support and gather feedback.
  3. Establish shared agreements and decision-making practices.
  4. Formalize structure through a charter and registration.
  5. Recruit members and plan initial activities.

The following 10 steps are designed to allow leaders for thoughtful planning, key partner buy-in, and measurable outcomes, reducing the risk of burnout or misalignment.

Key actions

  • Gathering informal feedback from potential members to assess interest and relevance
  • Identifying the shared identity, experience, or interest the ERG will focus on
  • Selecting a working name that is clear, respectful, and easy to understand
  • Drafting initial versions of the ERG鈥檚 vision, mission, and values

defines the aspirational future state, what the group ultimately wants to achieve or become. It serves as a north star that guides long-term direction.

Steps

Actions

1. Understand the Purpose of a Vision
  • A vision should describe the ideal impact your ERG wants to have on the organization and its members.
     

2. Gather Input from Key Partners
  • Involve ERG members, Executive Sponsors, and potential allies.
  • Use surveys, focus groups, or brainstorming sessions to gather insights on:
  • Aspirations for the ERG
  • Challenges the group wants to overcome
  • The kind of workplace culture they want to help create
     

3. Identify Core Values and Themes
  • Look for recurring themes in the feedback: Inclusion, empowerment, equity, visibility, advocacy, etc.
  • These values will shape the tone and content of your vision.
     

4. Draft the Vision Statement
  • Keep it short, clear, and inspiring (1鈥2 sentences).
  • Use future-oriented language (e.g., 鈥淲e envision鈥︹, 鈥淥ur goal is to create鈥︹).
  • Focus on impact, not activities.

Example: 鈥淲e envision a workplace where every Muslim employee feels empowered, celebrated, and supported to thrive authentically.鈥
 

5. Refine with Feedback
  • Share the draft with ERG members and leadership.
  • Ask: Does this reflect our aspirations? Is it inclusive? Is it motivating?
  • Revise based on feedback.
     

6. Finalize and Share
  • Publish the vision in ERG materials, presentations, and internal platforms.
  • Use it to guide strategic planning, events, and communications.
     

7. Revisit Periodically
  • As your ERG evolves, revisit the vision to ensure it still aligns with your goals and the organizational culture.

The mission defines what the group does, who it serves, and how it works toward the vision.

Steps

Actions
  1. Understand the Role of a Mission Statement
  • It defines the purpose of the ERG.
  • It should be clear, action-oriented, and aligned with the organization鈥檚 values.
  1. Reflect on the ERG鈥檚 Purpose
  • Why does this ERG exist?
  • What needs or challenges does it address?
  • How does it support the university鈥檚 I-EDIAA goals?
  1. Identify Core Activities and Focus Areas
  • Networking and community-building
  • Professional development
  • Advocacy and awareness
  • Mentorship and sponsorship
  • Cultural celebrations or education
  1.  Draft the Mission Statement

Use this structure: 鈥淭o [what your ERG does], for [who you serve], by [how you do it].鈥

  • Keep it concise (1鈥2 sentences)
  • Use active, inclusive language
  • Focus on what you do now, not future aspirations (that鈥檚 for the vision)

Example: 鈥淭o empower women in the workplace by providing mentorship, leadership development, and a supportive community that fosters growth and equity.鈥
  1. Gather Feedback
  • Share the draft with ERG members and leadership.
  • Ask: Does this reflect our purpose? Is it inclusive and actionable? Revise based on input.
  1. Finalize and Communicate
  • Publish the mission on internal platforms, ERG materials, and presentations.
  1. Revisit as Needed
  • Reevaluate the mission periodically to ensure it still aligns with your ERG鈥檚 evolving goals and the organization鈥檚 DEI strategy.

Values are the core principles and beliefs that guide a group鈥檚 behaviours, decisions, and culture. When developing values, it is essential to recognize why these key characteristics matter so deeply.

  • Foundational values provide the ethical and cultural bedrock upon which the group is built, ensuring that all actions and initiatives are rooted in shared principles.
  • Guiding values act as a compass, shaping decision-making, leadership approaches, and strategic priorities so that choices remain consistent with the group鈥檚 purpose.
  • Unifying values bring members together, fostering alignment, collaboration, and a collective sense of belonging that strengthens both relationships and outcomes.
  • Enduring values ensure stability over time; while strategies and goals may evolve in response to changing circumstances, the core values remain constant, offering continuity and trust.

Steps

Actions

1. Understand What Values Are
  • Values reflect what your group stands for, how members treat each other, and how you engage with the broader organization.

2. Reflect on Your ERG鈥檚 Purpose and Culture
  • What kind of environment do we want to create?
  • What behaviours do we want to encourage?
  • What do we want to be known for?

3. Facilitate a Brainstorming Session
  • Gather ERG members for a collaborative session. Ask the following:

鈥淲hat values are most important to us?鈥

鈥淲hat behaviors do we want to model?鈥

鈥淲hat do we want others to experience when they engage with our ERG?鈥

4. Identify Common Themes
  • Group similar ideas together (e.g., 鈥渞espect,鈥 鈥渒indness,鈥 and 鈥渆mpathy鈥 might form a theme).
  • Narrow down to 3鈥5 core values that best represent your ERG.

5. Define Each Value Clearly

For each value, write a short definition or description:

  • What does this value mean to us?
  • How does it show up in our actions?

 

Example:

Empowerment 鈥 We uplift and support each other to grow personally and professionally.

6. Validate with Members
  • Share the draft values with the broader ERG for feedback.
  • Ask: Do these feel authentic? Are they inclusive? Do they reflect who we are?

7. Finalize and Share
  • Publish your values in ERG materials, presentations, and events.
  • Use them to guide decision-making, programming, and member engagement.

8. Revisit Periodically
  • As your ERG evolves, revisit your values to ensure they still align with your mission and culture.

Value

What It Emphasizes

Integrity

Acting honestly and ethically in all situations

Respect

Valuing diverse perspectives and treating others fairly

Innovation

Encouraging creativity and continuous improvement

Collaboration

Working together across teams and functions

Accountability

Taking responsibility for actions and outcomes

Inclusion

Creating a welcoming environment for all individuals

Excellence

Striving for high performance and quality

Engagement with institutional partners helps ensure alignment, clarity, and long-term support.

Key actions:

  • Meeting with a Human Rights and Equity Office Equity Advisor to discuss the idea.
  • Exploring how the ERG aligns with 黑料吃瓜资源鈥檚 strategic goals and values.
  • Seeking feedback on scope, structure, and next steps.

Early consultation strengthens credibility and helps position the ERG as a collaborative partner within the institution.

The ERG Charter is a living document that formalizes the group鈥檚 purpose and structure. It helps distinguish ERGs from informal networks and provides a foundation for accountability and sustainability.

Key actions:

  • Include the ERG鈥檚 vision, mission, objectives.
  • Membership criteria.
  • Leadership structure and inclusive decision-making processes.
  • Meeting frequency and operating norms.

Key actions:

Key actions:

  • Promote the ERG through campus newsletters, social media, staff listservs, and word of mouth.
  • Host an interest meeting to introduce the group and gather feedback.

Key actions:

  • Create a leadership team.
  • Use a transparent selection process (e.g., nominations, elections).

Key actions:

  • Organize a kickoff event to build momentum.
  • Plan a mix of social, educational, and advocacy events that align with your vision and mission.
  • Ensure Activities and Events are Accessible.

Key actions:

  • through the Office of the VPCEI, university departments, or external grants.
  • Request space for meetings and storage of ERG material by emailing vpcei@queensu.ca.

Key actions:

  • Finalize Group name.
  • Create a logo and digital assets with assistance of Integrated Communications by reaching out to vpcei@queensu.ca.
  • Create a communication plan using email, social media, and campus platforms. The Communications Manager in the Office of the VPCEI is available to assist.
  • Share updates, event invitations, and success stories to keep members engaged.

Key actions:

  • Collect feedback regularly to assess impact and improve.
  • Set annual goals and review progress with members and university key partners.

Running ERG Day-to-Day

Once an Employee Resource Group is established, the focus shifts from creation to care. Day-to-day practices shape how members experience the ERG, how work gets done, and how sustainable the group remains over time. This section focuses on the routines, relationships, and practices that support effective ERG operations while fostering inclusion, accessibility, and shared ownership.

Effective day-to-day practices include:

  • Grounding meetings and activities in the ERG鈥檚 vision, mission, and values
  • Reaffirming the Community Agreement at regular intervals
  • Encouraging shared ownership rather than relying on a small number of leaders
  • Normalizing feedback, reflection, and learning

A healthy ERG culture supports belonging while preventing burnout.

A Community Agreement sets shared expectations for how members will work together. It should be created before significant organizing begins. Typically, it includes the following principles:

Principle

Actions

Respectful Communication
  • Listen actively and avoid assumptions or judgment.
  • Honor confidentiality and privacy.

Inclusive Participation
  • Encourage diverse voices and perspectives.
  • Be mindful of power dynamics and privilege.
  • Use accessible language and formats.

Curiosity & Learning
  • Approach differences with openness and curiosity.
  • Accept feedback and offer it constructively.

Conflict Resolution
  • Address concerns early and respectfully.
  • Seek mutual understanding and use restorative and ADR techniques when needed.

Accountability
  • Take responsibility for our words and actions.
  • Own mistakes and commit to growth.

Usage
  • Review at the start of meetings and events.
  • Revisit periodically to reflect and revise.

Community Agreements can be reviewed at the start of meetings, used in onboarding, and referenced when navigating challenges.

Inclusive decision-making ensures that no single voice dominates, and that decisions reflect the collective needs of the group.

  1. Consensus Decision-Making is a collaborative process where all group members work together to reach a decision. Rather than voting, the group discusses options until a mutually acceptable solution emerges. This model emphasizes active listening, respect for diverse perspectives, and shared ownership of outcomes.
  2. Nominal Group Technique is a structured method that encourages equal participation by combining individual idea generation with group discussion and ranking. After discussion, ideas are ranked or voted on anonymously. This model minimizes dominance by louder voices and ensures that introverted members have an equal opportunity.
  3. Participatory Decision-Making is rooted in democratic principles and is ideal for diverse groups where inclusion, transparency, and empowerment are key. Facilitators play a crucial role in guiding discussions, managing conflict, and ensuring that all voices are heard.

Right from the start it is important to ensure that every new ERG member understands the group鈥檚 vision, mission, values, feels included, and knows how to get involved.

Effective onboarding practices include:

1. Welcome Packet: Create a digital or printed packet with:

  • ERG vision, mission, values, and goals.
  • Overview of ongoing initiatives and events.
  • Leadership team contact information.
  • Community Agreement.
  • Membership benefits.

2. Assign a Buddy: Pair new members with an experienced ERG member for guidance

3. Personal Welcome Email:

  • Thank them for joining.
  • Share the welcome packet.
  • Invite them to the next meeting or event.

4. Highlight Accessibility: Let them know about any accommodations or inclusive practices in place.

An ERG Executive Sponsor is a senior leader within the university who is a passionate advocate for Indigenization - Equity, Diversity, Inclusion, accessibility, and anti-racism (I-EDIAA). They play an important role in supporting ERGs by amplifying voices, building visibility, and helping align efforts with institutional priorities.

The Executive Sponsor should serve for one year and assist in identifying a successor to serve for the following year.

Role of the Executive Sponsor

  1. Mentorship: Provides informal coaching and mentorship to ERG members.
  2. Resource Allocation: Raising awareness within the ERG about availability of potentially useful resources such as funding opportunities, professional development, and networking prospects.
  3. Visibility and Engagement: Regularly participating in ERG meetings and events, as appropriate, to elevate the group's visibility and encourage wider employee participation.
  4. Alignment with Strategic Goals: Helping align the ERG's initiatives with the university's strategic objectives.
  5. Championing Inclusion: Promoting I-EDIAA within the university and supporting inclusive policies and practice.

Recruiting an Executive Sponsor

Recruiting an Executive Sponsor for an ERG is a strategic process that involves identifying, engaging, and securing a senior leader who can advocate for the group鈥檚 vision and mission.  Here's a step-by-step outline of a typical recruitment process:

1. Define the Role and Expectations

  • Clarify responsibilities: Advocacy, resource allocation, visibility and mentorship.
  • Time commitment: It's critical for Executive Sponsors to meet with ERG Leaders at least once a quarter to ensure alignment on goals, provide strategic support, and demonstrate 黑料吃瓜资源 commitment to I-EDIAA.
  • Desired qualities: Passion, leadership credibility, and willingness to engage.

2. Identify Potential Candidates

  • Collaborate with the HREO, and HR to identify senior leaders who align with the ERG鈥檚 vision and mission.
  • Use internal networks: Ask current ERG members or leaders for recommendations.
  • Consider diversity: Aim for representation that reflects or supports the ERG鈥檚 focus.

b Develop a Recruitment Pitch

  • Create a compelling case: Highlight the ERG鈥檚 impact, goals, and how the sponsor can contribute.
  • Include benefits: Leadership visibility, employee engagement, and contributing to a more inclusive culture.
  • Prepare materials: One-pager or slide deck outlining the ERG鈥檚 vision and mission, recent achievements, and sponsor role.

4. Outreach and Engagement

  • Schedule one-on-one meetings with potential sponsors.
  • Gauge interest and alignment with the ERG鈥檚 vision, mission and values.

5. Selection and Confirmation

  • Evaluate candidates based on enthusiasm, availability, and influence.
  • Confirm commitment in writing or through a formal announcement.
  • Introduce the Executive Sponsor to the ERG membership.

6. Onboarding and Support

  • Provide a welcome packet with ERG background, goals, and upcoming initiatives.
  • Assign a liaison from the ERG leadership team.
  • Schedule regular check-ins to maintain alignment and engagement.

7. Review and Feedback

  • Gather feedback from ERG members and the sponsor. Adjust the role or support as needed.

Accessibility should be embedded into all ERG activities rather than treated as an add-on. Inclusive practices may include:

  • Offering hybrid or virtual participation options.
  • Using clear, plain language in communications.
  • Providing materials in advance when possible.
  • Being mindful of scheduling, cultural calendars, and caregiving responsibilities.
  • Inviting access needs without requiring disclosure.

Accessibility strengthens participation and reflects ERG values.

Planning for Continuity and Growth

ERG sustainability depends on clear priorities and realistic capacity. Effective practices include:

  • Setting annual goals that align with the ERG鈥檚 mission and institutional priorities
  • Using an annual workplan to guide activities, timelines, and responsibilities
  • Regularly reviewing progress and adjusting plans as needed

Annual planning helps ERGs balance ambition with sustainability.

Succession planning helps ensure leadership continuity, preserves institutional knowledge, prevents burnout, and supports long-term sustainability of the ERG.

 

1. Define Leadership Roles and Responsibilities

  • Clearly outline each leadership role (e.g., Chair, Co-Chair, Communications Lead, Events Coordinator, etc.).
  • Include expectations, time commitments, and required skills.
  • Create role descriptions that can be shared with potential successors.

2. Establish Term Limits and Transition Timelines

  • Decide on term lengths (e.g., 1鈥2 years) for leadership roles.
  • Set a transition timeline (e.g., 3 months before term ends) to allow for onboarding and knowledge transfer.

3. Identify and Develop Future Leaders

  • Encourage ERG members to take on small leadership tasks or committee roles.
  • Offer mentorship or shadowing opportunities with current leaders.
  • Track engagement and interest in identifying potential successors.

4. Create a Succession Planning Framework

  • Develop a simple process for nominating or expressing interest in leadership roles.
  • Include criteria for selection (e.g., commitment to ERG goals, collaboration skills).
  • Consider using a leadership pipeline or rotation model to ensure diversity and inclusion.

5. Document Institutional Knowledge

  • Encourage outgoing leaders to write transition notes or host a handover meeting.
  • Maintain a shared folder with:
    • Meeting agendas () and minutes ().
    • Event planning templates ().
    • Annual goals and metrics.
    • Contacts and vendor info.

6. Communicate Transparently

  • Share the succession planning process with all ERG members.
  • Invite feedback and questions to ensure clarity and inclusivity.
  • Celebrate outgoing leaders and welcome new ones publicly.

7. Evaluate and Improve the Process

  • After each transition, gather feedback from outgoing and incoming leaders.
  • Adjust the process based on lessons learned.
  • Keep succession planning as a standing agenda item in leadership meetings.

Clearly articulated job description for your leadership roles support clarity, accountability, and sustainability within your ERG.  You can find some suggested job descriptions here: 

The Chair or Co-Chair: This position ensures that the ERG鈥檚 initiatives align with the organization鈥檚 values and priorities while facilitating effective communication and collaboration across various levels. The Chair/Co-Chair also oversees critical operational aspects like budget planning and succession to support sustainable leadership and long-term impact.

The Communication Lead: is essential for maintaining the ERG鈥檚 visibility and fostering engagement both within the group and across the wider organization. By managing newsletters, announcements, and digital platforms, this role shapes the narrative and highlights the ERG鈥檚 contributions. Effective communication helps build awareness, encourage participation, and share the ERG鈥檚 impact stories. This position requires creativity and attention to detail to ensure messaging resonates with diverse audiences.

The Events/Programming Lead: plays a vital role in bringing the ERG鈥檚 mission to life through engaging and meaningful activities. Effective event planning also involves coordinating logistics and collaborating with other groups, helping to foster a sense of community and shared purpose. This role requires strong project management skills and the ability to balance multiple details to ensure successful and impactful programming.

The Data & Metrics Lead: supports the ERG by tracking its performance and measuring the impact of its initiatives. Through gathering and analyzing participation data, this role helps inform goal setting and provides valuable insights that guide continuous improvement. With a focus on DEI-related outcomes, the Data & Metrics Lead helps demonstrate the group鈥檚 value to the broader organization and supports informed decision-making.

The Membership Engagement Lead: is key to building a welcoming and inclusive ERG culture that attracts and retains active members. By managing onboarding processes, organizing networking activities, and conducting feedback sessions, this position nurtures strong relationships within the community. Their work encourages participation, promotes volunteer opportunities, and ensures that all members feel supported and connected. This role requires empathy, strong organizational skills, and a deep commitment to fostering an accessible and inclusive environment.

1. Define Competencies: Identify the core skills and qualities needed for ERG leadership:

  • Inclusive leadership.
  • Strategic planning.
  • Communication and facilitation.
  • Event and project management.
  • Data tracking and impact reporting.
  • Collaboration and relationship-building.

 

2. Create a Leadership Pathway: Offer a clear progression for members to grow into leadership roles:

Stage

Opportunities

Support Provided

Explore

Attend events, join committees

Welcome sessions, mentorship

Engage

Lead a project or event

Shadowing, feedback

Lead

Take on a formal leadership role

Training, coaching, peer support

Sustain

Mentor others, contribute to strategy

Recognition, legacy planning

3. Offer Training and Development: Provide access to learning opportunities:

  • Workshops: Inclusive leadership, public speaking, conflict resolution.
  • Resources: Event planning guides, communication templates.
  • Mentorship: Pair new leaders with experienced ERG members.
  • Lunch & Learns: Invite guest speakers or internal experts.

4. Encourage Cross-ERG Collaboration: Foster shared learning and leadership development across ERGs:

  • Joint leadership gatherings.
  • Peer coaching circles.
  • Shared resource libraries.
  • Co-hosted events and campaigns.

5. Build in Reflection and Feedback: Create space for continuous improvement

  • Annual leadership self-assessments.
  • Peer feedback sessions.
  • Exit interviews for outgoing leaders.
  • Leadership development check-ins.

6. Recognize and Celebrate Growth

  • Spotlights in newsletters or town halls.
  • Leadership appreciation events.
  • Opportunities to present to senior leadership.

7. Align with Organizational Support: Work with HR, HREO, VPCEI to:

  • Integrate ERG leadership into talent development programs.
  • Offer access to formal leadership training, including 黑料吃瓜资源 programming .
  • Ensure ERG roles are recognized in PDPs.

An annual workplan is a vital tool for guiding and sustaining the efforts of an Employee Resource Group (ERG) throughout the year. By clearly outlining the ERG鈥檚 mission, leadership structure, and core team members, the workplan establishes a foundation for coordinated action and accountability.

Setting strategic goals within the workplan ensures that the ERG鈥檚 initiatives align with broader institutional values and diversity, equity, and inclusion priorities. These goals provide direction and focus, whether it鈥檚 growing membership, promoting professional development, or fostering an inclusive culture.

Click here for the Annual Workplan TEMPLATE: 

It鈥檚 important for ERGs to collaborate with one another because it strengthens their collective impact and fosters a more inclusive, intersectional workplace culture. 
 

1. Purpose & Goals: Establish a shared purpose for collaboration:

  • Promote intersectionality and inclusivity.
  • Leverage diverse perspectives for broader impact.
  • Align efforts with institutional  strategic and I-EDIAA goals.
     

2. Governance & Structure: Create a framework to support collaboration:

  • Inter-ERG Community of Practice: Representatives from each ERG meet quarterly.
  • Shared Calendar: Coordinate events to avoid overlap and encourage joint participation.
  • Collaboration Leads: Appoint a liaison from each ERG to manage partnerships.
     

3. Joint Initiatives: Plan activities that benefit multiple ERGs:

  • Signature Events: International Day for Women, inclusive celebrations, wellness days.
  • Learning Series: Workshops on allyship, inclusive leadership, and cultural awareness.
  • Community Projects: Wellness Week (STRIVE), joint projects.
     

4. Communication Strategy: Ensure consistent and inclusive messaging:

  • Shared Teams channel for ERG leads.
  • Monthly inter-ERG newsletter or update.
  • Joint branding for collaborative events.
     

5. Resource Sharing: Maximize impact through shared tools:

  • Speaker databases.
  • Event planning templates.
  • Budget pooling for large-scale initiatives.
     

6. Measurement & Impact: Track success with shared KPIs:

  • Number of joint events.
  • Cross-ERG participation rates.
  • Member satisfaction and feedback.
  • Visibility and reach of initiatives.
     

7. Review & Continuous Improvement

  • Conduct an annual review of inter-ERG efforts.
  • Gather feedback from members and stakeholders.
  • Adjust collaboration strategies based on lessons learned.

Communications and Visual Identity

Effective ERG communications are:

  • Inclusive: Respectful of diverse identities, experiences, and communication styles.
  • Accessible: Designed so information can be accessed by all community members.
  • Clear and consistent: Easy to understand and recognizable over time.
  • Purpose-driven: Aligned with the ERG鈥檚 mission and goal.

All logos should be created in conjunction with the 黑料吃瓜资源 Integrated Communications team to ensure the logo is in line with: university-wide visual identity and Accessibility for Ontarians with Disabilities Act (AODA) requirements.

Efforts to educate the 黑料吃瓜资源 community about the existence as well as the resources available through ERG鈥檚 can be done utilizing multiple channels.

Social media posts: These posts highlight the activities of each ERG, the purpose of each organization as well as how those interested in participating can contact the individual ERG.

Calendar of Events: This method will inform those in the 黑料吃瓜资源 community about the events being hosted by or in conjunction with ERGs. This should be done for all ERG-related events to ensure maximum reach and participation.

黑料吃瓜资源 Gazette

  • Articles can highlight upcoming events or detail what took place at events that may have just occurred. Doing this can build a reputation for an ERG and put the organization on the radar for those who consume their information in different ways.
  • The VPCEI Staff will advocate for the inclusion of ERG events and coverage in the 黑料吃瓜资源 Gazette QGT emails that are circulated to faculty and staff twice weekly. Please contact VPCEI Communications Manager, via email (vpcei@queensu.ca) to submit items to the Gazette.
  • If an event doesn鈥檛 reach the threshold for a full story, a smaller, informational note can be written for the Gazette鈥檚 Campus Update section.
     

Digital Screens: ERG meetings and events can be strategically placed in relevant locations across campus to gain reach and inform faculty and staff across campus.

Newsletters: Information about ERG events/meetings can be included in newsletters produced by units across campus.

Listservs: Information about ERG events/meetings can be included in newsletters produced by units across campus. ERG leads can email equity@queensu.ca to share events and information through the equity listserv.

IMPORTANT

When submitting a photo to newsletters, listservs or sites, be sure to identify each person pictured and provide alternate text. Using alternate text is critical in helping those who require the use of a reader to access text and photos.

X/Instagram/Facebook/LinkedIn

Example 1

This Friday, [ERG name] will host guest speaker [speaker name] exploring [topic]. Registration for the event, which is open to 黑料吃瓜资源 faculty and staff, closes on [date ex. December 2, 2025]. Visit [website] to register now (or鈥 email [email address] to register now).

Example 2

黑料吃瓜资源 faculty and staff are invited to the next [ERG name] gathering on [date ex. March 21, 2025]. The event will take place at [location] from 2:30 to 4 pm. Visit the website [if an ERG site is available] now for more details.

Example 3

Did you know staff and faculty looking for a sense of community can find it with the 黑料吃瓜资源 Employee Resource Groups? Here鈥檚 a look at the official ERGs offered to help create an inclusive workplace by giving equity-deserving groups a formal structure within an organization to support their unique needs.

  • Photo of Speaker/黑料吃瓜资源 Campus Shot.
  • Hashtag(s): #InternationalDayfortheEliminationofRacialDiscrimination #QueensU #Kingston #YGK

This section brings together practical tools, templates, and key contacts to support ERGs at every stage of their lifecycle. These resources are intended to reduce administrative burden and help ERGs focus on community-building, inclusion, and impact.

Office of the Vice-Principal (Culture, Equity, and Inclusion)

 Location: Suite 251 Richardson Hall

 Website: 

 Email address: vpcei@queensu.ca

Human Rights and Equity Office

 Location: B506 Mackintosh-Corry hall

 Website:

 Email address: hreo@queensu.ca

Human Resources

 Location: Fleming Hall, Stewart-Pollock

 Website:

 Email address: hradmin@queensu.ca