Authentic inclusion requires trust. Employees need to be able to trust that if they ask a co-worker or supervisor for support, the person they ask will not judge and try to help.
In a business environment, one of the ways that trust is built is by getting to know your co-workers. Beyond knowing that they are a wizard at Excel, knowing things about their family, friends, and things that happen outside of work creates the kind of connection that trust is built on.
Social events like office parties are one way to get to know who you work with.
Some things to think about when planning inclusive work events:
1) Provide lots of detail about the event. More information is always better. The people that do not need much information will skim, but the people that like lots of information will really appreciate the detail and feel much more comfortable participating. Include information like:
- A detailed agenda of timing,
- Description of the set up of the room,
- What the activities will be and how to participate,
- How to RSVP and provide information about dietary considerations,
- How to contact the person planning the event with any information about what they can do to support their participation.
2) Offer flexibility
- Make it clear that people can participate or pass on activities as they like.
- Offer a variety of activities.
- Consider the range of physical abilities of people that will attend.
- Consider the furniture. For example, have a selection of chairs that suit a range of body types and sizes.
3) Consider the sensory envrionment.
- Will there be music and bright lights? Can these things be adjusted?
- Provide a quiet space and/or help on the day of the event. You could say something like:
There are lots of quiet spaces available for anyone that would like a sensory or social break. If you need help finding a quiet space, please ask Jane and she can direct you to a space. As well, the lights in the party room can be bright and it will sometimes be loud. Please bring a hat, sunglasses, headphones or any other items that might help you adjust the sensory experience. - Consider the range of physical abilities of people that will attend.
- Consider the furniture. For example, have a selection of chairs that suit a range of body types and sizes.
4) Aim for inclusive language. For example, instead of Staff Christmas party consider End of Year Staff Celebration.
5) Encourage people to come as they are. Social events can be challenging for lots of people. Invite people to show up as they are and reassure them that there is no pressure to “look happy”.
6) Consider culture and identity. Does the event fall over Ramadan when many people are fasting? If the event, cannot be moved. with an open heart and mind, ask the staff member, how to adjust the event so they can participate in a manner that will make them feel welcome and included.