Programs

Lunch and communal free time is typically the best time to hold meetings (approx. 11:30am-1:30pm, depending on the company). But here are some other tips to maximize attendance:

● Make meetings videoconference-accessible to include remote employees. (Doesn’t this seem so much more obvious after COVID-19?)

● Thursday lunches, after-work events and happy hours are great days for events. Why? Well, it’s almost the end of the week, and many folks take Fridays off. Wouldn’t you attend a Thursday happy hour, too?

● Standing First Fridays! If your group establishes a passion for certain types of events early on, honor that by making it a standing meeting/event. For example, Affirm’s Black@ agreed on the importance of Oakland-based events, supporting it’s 20% historically Black community, so they made Oakland’s First Fridays Art Walk event a regular thing.

First impressions count. The first couple of events and meetings will dictate a member’s continued involvement. Keep the first meetings light and fun.

They should focus on:

● Getting to know one another: ****Who are we? What brought us here?

● What events do we want to action on?

● Building consensus / voting on events

💡 Q – Tip: Every office culture is different, but lunchtime meetings often maximize participation, especially if meals are provided at your company.

As your group gains momentum and enthusiasm, continually check in to see if they want to try organizing more frequent meetings, and/or bigger events.

Survey ERG members and the company-at-large after events for feedback and to determine how to adjust your programming. This increases buy-in, and ensures you’re meeting needs.

Example Survey Questions:

● How would you rate this past event?

● Would you recommend this event to a colleague?

● What did you enjoy most about the event? (multiple choice + short answer box)

● What could we improve on or do differently next time? (multiple choice + short answer)

● What types of events would you like to see more of? (Select all that apply)

● Fun events

● Educational events

● Panels

● Communal Meals

● Any further comments? (short answer box)

💡 Q-Tip: Increasing opportunities for input and feedback increases ERG motivation and satisfaction. The best surveys are short, and require no more than 2-3 minutes of effort.

When you reach out to speakers, make your messaging three things:

● Charming and flattering – butter them biscuits by explaining why you want them!

● Emphasize what they get out of it.

● Specific — proactively answer some questions they’ll have, like:

● Who are you? What is your company background?

● What is the name and purpose of this event?

● What date and time is this event?

● Where is this event?

● Will I be the only speaker? Who else will be there, and who will be moderating?

● For how long will I be speaking?

● To whom will I be speaking, and how many people?What is the compensation?

● Are there other perks, such as networking opportunities?\

● When should I get back to you about my decision?

To make sure they have the best possible experience, make sure to:

● Provide a detailed event agenda in advance, including contact info and where to meet whom in the lobby when they arrive

● Provide the questions you’re planning to ask ahead of time

● Ask about dietary requirements and access considerations

Example Event Confirmation Email Template:

Arrival: Please arrive by 3:40pm on Thursday, 6/20; meet Tom in lobby

Tom M kicks off panel

Discuss context and quick personal story (connecting w/ Kate during early 2000’s as news director of PlanetOut)

● Make engagement easy: Everyone’s busy. We know this. Make it as easy as possible for employees to attend your events by timing them during communal meal hours, or in the same space directly following all-staff events.

● People should be able to take something away from it: Survey the community for what they’d like to know, and find folks who meet this need. Focusing on what’s current or emerging will add shine to your programming.

● Find speaker who employees will be excited to network with, or who provide alignment to the work at your company

💡 Q-Tip: If you take photos at your events (and you def-o should), make sure to bring a clipboard with image releases for signature. That way, you can use photos in marketing.

Consider having a standing time for members to eat lunch together. We find these kinds of socials are great opps to develop buy-in, before trying on bigger initiatives or out-of-office events. Sometimes ERGs focus exclusively on these, and that’s okay too.

Example email template:

Subject Line:

{{Date}}- Join us for Lunch!

Hello {{ERG name}} friends and allies!

It’s second Thursday again! You know what that means… our LGBTQ ERG lunch kiki is happening today at {{Time}} at the {{Table}} the {{Location}}!

Let’s catch up, decompress, and share some hot goss!

There will be sugar-free twinkies (thanks to Audre). See you there!

{{Your Name}}

💡 Q-Tip: Try starting with low-lift programming to build momentum and rapport. Also, keep email or Slack invites for low-lift programming brief and light.

Compile a list of member birthdays, so the group can give surprise folks with signed cards and treats!

Template Alert:

Subject Line: Happy Birthday, Tessa!

Hello hello hello, {{ERG name}}!

{{A GIF Tessa would adore}}

Please send your finest GIFs… because it’s Tessa Thompson’s birthday! Tessa, we loved your work in WestWorld and are so glad to have you on our {{ERG name}} Recruiting team.

We’ll be working on {{Floor / Room / Common Area}} from {{Time Range}}. West World will be playing in the background, and there will be orange slices (To honor Tessa’s Whole30).

Come say hi! {{Your Name}}

Wear the same color to work to draw attention or awareness to an event or cause.

Template Alert:

Subject Line: Wear RED on {{Day}}!

Hi friends!

{{Picture of ERG Leads wearing red together}}

Pride Month starts Monday! We wanted to raise awareness by showing our true colors.

And that color is: RED.

Please show us some LGBTQ ERG solidarity by wearing a red top, and come bring some LGBTQ+ ERG stickers to hand out, if you have extras!

We’ll also be having a lunch social at our usual spot at {{Time}} at {{Table}} in the {{Lunch Room}}.

Can’t wait to see you!

Warmly,

{{ERG Name}}

Head to a local bar after work for a quick drink.

Template Alert:

Subject Line: {{Date}} Happy Hour is a go!

Hi y’all!

{{Picture of local queer bar}}

Let’s grab a drink at {{Local Gay Bar}} this {{Day}} at {{Time}}.

Marsha and I are meeting in the lobby at {{Time}} to head over.

Let us know if you can make it by responding to this email. We don’t wanna leave without you!

Can’t wait,

{{Your Name}}

Template Alert:

Subject Line: It’s Movie time!

Hi everyone,

{{Picture of Movie Poster}}

We’re screening Paris is Burning, the 1990 American documentary that chronicles the ball culture of New York City and the African-American, Latino, gay, and transgender communities involved in it.

{{Day, Date, Time}} {{Public Transportation Info}} {{Disability Access Info}}

Remember last meeting when Cody kept saying “Touch this skin darling! You just can’t take it!” They were referencing Paris Is Burning.

Let us know if you’re coming, so we know how much pizza to order!

Thanksies! {{Your Name}}

Opportunities to level up local communities, and/or support NPOs and community organizations.

Invite youth to see the office, have lunch, and talk about careers in tech.

Template Alert:

Subject Line: Your Students @ {{Company Name}}?

Hello {{NPO Contact name}},

My name is {{Your Name}}, and I co-lead the {{ERG Name}} at {{Company Name}}, a {{1-sentence Company intro}}.

Our {{# participants}}-member {{ERG Name}} really admires your work {{NPO mission}}, and would love to support you by hosting up to {{#}} for an {{Expected Time Range}} office-tour.

This would include a walk-through of our facilities, on-campus lunch, a resume lab and Q&A with our {{ERG member}} employees.

We think this would be a great opportunity to for your students to make connections, ask questions about careers in tech, and see what a day in the life is like. If this sounds interesting to you, {{Co-lead}} and I would love to chat!

Let us know some times that work for you, and we’d be glad to put something in the books.

Sincerely,

{{Your Name}}, {{Co-lead Name}} {{ERG Name}}, {{Company Name}}

💡 Q-Tip: If you have employees who graduated from youth programs, reaching out to those organizations can be rewarding for the employee, NPO staff, and students alike!

💡 HR Tip: Create, own and share a running spreadsheet of NPO partnerships forged, and speakers hosted, including contact info, dates of engagement, budget asked for/granted. This’ll help ERG leaders (especially new ones) determine what’s worked in the past.

Make SUCCESSful content:

● Simple – Get to the point, and quickly

● Unexpected- Break an existing pattern

● Concrete- Use images, objects, and examples, build on existing schemas

● Credible Sources- When detailing why you’re doing something

● Emotional- Personal anecdotes grab attention / appeal to self-interest

● Stories- Are memorable!

● Using GIFs / Images

● Number and bullets instead of writing long block paragraphs