GUIDE: Hosting an Inclusion Discussion



Where We All Belong [Tips for Preparing to Host an Inclusion Discussion]Set Up the MeetingBook a meeting in advance to increase the likelihood of folks attending. Ensure that your meeting is accessible (DOC). Let your attendees know the purpose of this discussion so they come prepared to share and open to learning from their colleagues. Please do not make this a mandatory session. Suggested language: You are invited to attend a 60-minute (or a series of two 30-minute) discussion(s) on inclusion. The objective of this session is to: Identify experiences of inclusion in the workplace.Choose an action to remove a barrier to inclusion.This session and the conversations that take place are about learning. They may be new, emotional, and possibly uncomfortable. This will be a safe space centred on kindness, respect and consideration. This means participants will:Respect one another’s opinions and perspectives even when they are not the same as their own.Recognize that each person’s lived experiences are different and valuable.Abide by expectations outlined in the Standards of Conduct, including that employees “treat each other with respect and dignity” and “not engage in discriminatory conduct prohibited by the Human Rights Code” and that “the conduct of BC Public Service employees in the workplace must meet acceptable social standards and must contribute to a positive work environment.” Learn more about how to Promote Respect in the Workplace. Advise one of the facilitators if at any point they feel they need to leave the meeting.Contact LifeWorks (formerly Morneau Shepell) via phone 1-800-655-5004 or online to obtain additional support if at anytime they feel unsafe during the discussion.We are very passionate about creating a fully inclusive environment so the meeting will be facilitated using an accessible PowerPoint. If accommodations can be made to improve the equity of this experience, please let me know. Also, if you have any questions or concerns please contact [enter name] anytime. LogisticsThere are a few important things to consider before starting the facilitation process:Select Skype or Teams based on the needs of the group.Consider your group’s level of access and familiarity with the platforms.The presentation is one, 60-minute session but it can be separated into two, 30-minute sessions.Groups of no more than 15 people are recommended.Consider finding a facilitator (supervisor, manager or employee) from a different team or organize groups of people from different working areas. This may help to minimize the perception of judgement. Sometimes people participate more when the direct supervisor is not in the same discussion or when they don’t have direct interaction with other participants.Co-facilitation is beneficial so one person can provide technical support while the other is guiding the discussion. Co-facilitating also allows you to share the speaking notes and monitor who is talking a lot and who is not talking at all. Spend some time with your co-facilitator to talk about who is going to speak to which slide, who can run the technology and practice what you would say if a participant says something inappropriate.Using the technologyMake sure you are familiar with how Skype/Teams work. There are numerous resources in the Remote Work Toolkit. Here are some tips to help you out.Save the PowerPoint on your desktop.Open the PowerPoint so you can refer to the speaking notes (or print it out).Click your Skype/Teams meeting link in the Outlook invite.Click on the Sharing Content icon to share slides.Select Share PowerPoint Files and use the browser to open the PowerPoint so that the participants can view the deck.Review the PowerPoint Prior to the facilitated discussion familiarize yourself with the material. Review the PowerPoint presentation several times so you are prepared to speak to the content in an authentic way. Add Comments About Personal ExperiencesDon’t just read the slides. As the facilitator of this discussion you will want to add your own personal touches. Add comments in the notes that speak to your personal experiences. You can share about situations you have observed (without identifying information) or circumstances you have gone through. This is a way of keeping it authentic and drawing people into the discussion. Create a Space for Engagement and InteractionSpeak to the group as if you are having a conversation with one person. Give the group time to think about the questions in the presentation, and suggest they use their voice, write on the slide or write in the chat box. Silence is ok. Model inclusive behaviours by being welcoming, authentic and open to discussion. Don’t forget to read the comments that are written on the slide or chat box, and comment on what is written. Calling Someone InIf statements are made that are offensive it is important to “call in” (using curiosity) rather than “call out” (pointing blame). You want to create space for the person to recognize the impact of their comment and be open to changing their perspective. For example, “That’s an interesting perspective. What has brought you to that belief?” or “Can you tell me more about that?”. Perhaps offer a gentle explanation as to why the term or phrase they used is hurtful. Focus on what the person said. If what they said impacted you personally, let them know how what they said impacted you.If “calling in” is ineffective and the discussion is no longer respectful, stop the conversation altogether:State clearly, using facts, why you are calling an end to the discussion.Validate everyone’s feelings and give thanks to everyone for taking part.Contact the Manager Advice Line or AskMyHR?for assistance with next steps in addressing the inappropriate behaviour.You can also contact Conflict Management Services by submitting an?AskMyHR?service request or calling AskMyHR at?250 952-6000?or?1 877 277-0772.You can also contact LifeWorks 24/27 via phone 1-800-655-5004 or online for personal support.Coaching Services are also available, as well asPeople Leader Advice Line (note that it’s fairly buried on this page, down near the bottom).Need Help?If you have questions about hosting this conversation or you want support to do so feel free to contact Rishma Thomas on the Diversity and Inclusion team OR your Ministry Diversity and Inclusion Working Group member. ................
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