Creating a Culture of Inclusion event recap: Implementing a DEI Program with Charlene Thomas

The Greater Oklahoma City Chamber of Commerce and Urban League of Greater Oklahoma City Inc. collaborated to create the Creating a Culture of Inclusion event series, which began in October 2020. The fourth event focused on the implementation of a DEI program within an organization. Guest speaker Charlene Thomas provided her suggestions and expertise as the keynote for the event. She leads UPS’s global diversity, equity, and inclusion efforts both internally and externally with UPS employees, suppliers, and customers around the world as their Chief Diversity, Equity, and Inclusion Officer.

“You have to be comfortable with the uncomfortable,” said Thomas as she opened the event. “This is a journey. It’s not a race, it’s not a sprint. It is constantly evolving, and it’s very important to understand where you are.”

Thomas encourages organizations to draw insights from their data and make efforts to truly understand the information they collect from exit interviews, workforce demographics, and surveys.

What should you consider when creating a program?

• Conduct a current state assessment – workforce demographics data, survey results, focus meetings, senior leadership interviews, exit interviews
• Determine what DEI solves for your organization
• Select initiatives and create governance
• Launch the strategy – engage marketing and communications

According to Thomas, one of the first actions an organization should consider when implementing DEI programming is conducting a survey. Thomas cautions: if you don’t ask the right questions in the survey, you may not get the answers you need in order to improve. Consider what questions you need to ask to gain the most insight and value.

“If you do not have the representation of a diverse group in your respective area, you need to cultivate a relationship with an organization that has access to individuals that you are seeking to attract. Make sure you understand what’s centric to that group [of people] that’s not present within your organization,” offered Thomas

Your organization may not fully represent all the identities you want to feel welcome. Connecting with outside organizations who represent minority groups and underrepresented identities can help you make your organization more open and a place where everyone can thrive.

Begin focus group meetings

Thomas provided some direction on hosting focus meetings. These meetings can offer effective opportunities for employees to connect with each other and better understand where their organization could grow in their DEI efforts. Through discussion, colleagues can work together in defining how they can help improve and expand on existing initiatives. Focus meetings offer an opportunity for clear and transparent dialogue. It’s important to set the tone of each meeting as a space that won’t necessarily provide a solution to all of the issues but offers a meaningful start. 

“Keep focus group meetings very structured and have a very good notetaker…you need to have touchpoints with participants later to thank them for participating,” said Thomas. Engaging everyone in a common effort is important as you select your initiatives and define your strategy.

Thomas suggests having a focus group meeting as soon as you decide to begin a DEI program. “Don’t wait to have issues pop up to start having focus meetings,” she said. She suggests that organizations host focus group meetings on an annual basis at minimum, but more frequent meetings may be effective for some organizations.

Direction from senior leadership

“It is critical that the words of the CEO match the action of all the executives,” said Thomas. Over the past year, the leadership of many organizations and companies have made broad statements in support of DEI efforts. Without the entire leadership team on board, these statements can become harmful for both the employee base and the broader audience.

Any initiatives an organization plans on launching should have the ability to make an impact for all employees. Executives must be very thoughtful with selecting their initiatives, both making measurable goals and not overpromising. Everyone within the organization should have a similar level to gain from the DEI initiatives defined by the leadership team. Once the initiatives are in place, it’s important to generate excitement about achieving them. Leaders should have a vested interest in the outcomes.

Analyzing the common definition of DEI in your organization

Ask your employees what challenges they face in relation to diversity, equity, and inclusion. When you consider how your organization defines and understands DEI, you can better determine how to move forward. 

Thomas encouraged participants to understand the root causes of issues. She also recommended for leadership to communicate broadly throughout the organization on how issues should be addressed. “Everyone has a role and an opportunity to support DEI efforts in their every day,” said Thomas.

How do you communicate DEI objectives?

Thomas said that communication can happen in various ways, but she recommends putting it in print to help hold individuals accountable and increase clarity. Leaders should decide which elements of communication should be shared internally vs. externally and make a plan for releasing information.

How do you get DEI to be a value and not a priority?

Your purpose should reflect what your people do and be relevant to every level of your business. At UPS, the team came up with a tagline which offered the entire UPS community something to align with.

Thomas’s tips for helping DEI become a value include:

• Review the organization’s broader strategic goals and imperatives (talent programs, sustainability, customer/supplier diversity, etc.)
• Tie DEI into your company’s purpose
• A DEI strategy supports the purpose and drives the organizational culture
• Ensure leadership commitment from the top, with actions to accompany words
• Highlight the importance of belonging and inclusion
• Have employees share their stories and advocate for you
• Stating your values regarding diversity and inclusion and remain authentic

“We want everyone to have an opportunity to be successful in order to reach their highest potential,” said Thomas. “This is not for the faint of heart. This is something that the whole world has been grappling with, and it’s not going to get solved in a day. Set objectives for quick wins and let those wins drive momentum.”

Thanks again to our inclusion series sponsors: American Fidelity Assurance Company, AT&T Oklahoma, Bank of America, The Boeing Company, The Chickasaw Nation, and Devon Energy Corporation.