How To Create an Effective Employee Resource Group Policy [FREE Template]

A conceptual idea of an employee resource group policy.

An employee resource group policy is key to formalizing your organization’s ERGs. It plays an essential role in outlining these groups’ guidelines, objectives, and governance in line with the broader organizational goals.

Let’s take a closer look at what employee resource groups do and how to create an effective employee resource group policy for your organization.


What does an employee resource group do?

Employee resource groups create community-led solutions to workplace and workforce issues that are likely more unique to that community. They are a way for companies to bring their Diversity, Equity, Inclusion and Belonging (DEIB) policies to life and show support to those groups.

ERGs give employees space to share their experiences and support each other. They can discuss how they are being affected by specific situations, policies, or company decisions.

You may hear ERGs referred to as affinity groups, which are typically less formal employee-led groups without direct ties to the organization’s DEIB objectives.

More recently, there’s been an off-shoot of business resource groups (BRGs). The business resource groups focus more on employees with similar goals or interests, e.g., Public Speaking Groups. That way, BRGs are more about networking and development than any particular group’s needs.

In the last 60 years, the workplace has changed a fair bit, and so ERGs should change to reflect the needs of modern employees. Some have modernized it by opening up membership to “allies”. An example is male members in the female-oriented ERG being invited to join. Others organize outside of the workplace. For instance, they volunteer to provide warm winter lunches for children at underprivileged schools.

Over 90% of Fortune 500 companies support some kind of ERGs in their organization. Despite their popularity, recent moves, such as Elon Musk axing all such groups at Twitter, have some leaders questioning whether they should be doing the same or looking to overhaul them altogether.

In this time of change, set out the purpose and the meaning behind the ERGs at your organization, no matter how big or small.

Returning to basics can remind you why they exist and show you the path ahead. I currently am in a company of 35 people, and I just created the Women’s ERG with 10 of us, which was, in my opinion, the right time to do so. This is why it is essential to go back to the foundations and create a clear set of policies to outline the purpose.

What is an employee resource group policy?

An employee resource group policy is a formal document that defines the purpose, structure, and operational guidelines of ERGs within an organization. It sets out the objectives, membership criteria, leadership roles, funding provisions, and the process for establishing new groups.

There are two levels of policies to look at – one is company-wide, and the other is group-specific.

Company-wide policies are important as they guide anyone who wants to create an ERG about what they should and should not do. It is a great show of initiative to have an employee volunteer to organize a group. However, they may not know what your organization wants to encourage or discourage.

Group-specific policies contain the purpose, mission, and terms of engagement for each ERG. It should also cover things like governance and forms of communication. It gives members and potential members a clear picture of whether or not they can participate and if they align themselves with what the group is about.


What to include in an employee resource group policy

The policies governing the creation, running, and participation of ERGs can vary depending on the organization or the group. Yet, there are certain foundations that each policy should have. Here are some tips on what to include at the two levels of employee resource group policy.

Company-wide

The company-wide ERG policy should inform employees how to create and run an ERG themselves. They must apply equally to all groups to ensure fairness and should include things like:

Statement of purpose

Guidelines on how to create an ERG

Company-wide employee resource group policy template.

Information on what is not allowed

Reporting requirements

Relationship with HR

What to include in an employee resource group policy, incorporating company and group specifics.

Group-specific policy (charter)

Group-specific ERG policies, also sometimes called charters, can be a bit more varied depending on the needs of each group and their purpose. For example, if it’s a business resource group around public speaking, the membership rules might differ from that of an ERG for Black female employees.

However, the basics have to be there to ensure that each group member understands where they stand and what the group is about. This should be clear regardless of whether they are a new starter or an employee of many years.

Here are some things to make sure your ERG policy covers:

Mission and objectives

Membership requirements

Governance and leadership roles clarification

Employee resource group policy/charter template.

Decision-making processes

Bylaws

HR tip

Develop a comprehensive employee resource group toolkit for ERG leaders and members. This toolkit should provide essential resources, templates, and guides on best practices, event planning, communication strategies, and measurement of outcomes. The document should serve as a ready reference to support the effective management and growth of ERGs within the organization.

How to write an employee resource group policy: Best practices


Key takeaways

It can be easy to assume that all you need to do is gather people from the same identity, race, orientation, and background in the room and make the magic happen. However, each of us is so much more than just that one identifying characteristic.

By creating a robust policy for your employee resource group, you can make sure that the community you are gathering unities around specific goals and impacts the company. That way, your company creates an environment that doesn’t only look at hiring people from diverse backgrounds – it looks to help them belong.

FAQ

What are the rules for employee resource groups?

The rules for employee resource groups (ERGs) are outlined in the organization’s ERG policy, which establishes guidelines on membership, leadership, meeting conduct, funding, and activities to ensure alignment with the company’s diversity and inclusion goals. This policy provides a structured framework for creating, operating, and evaluating ERGs, ensuring their activities contribute positively to the workplace culture and organizational objectives.

How can HR support employee resource groups?

HR can support employee resource groups by providing them with the necessary resources, guidance, and infrastructure to thrive. This includes funding and other resources, training for leaders, and organizational visibility platforms. Additionally, HR can facilitate the integration of ERG initiatives with wider organizational goals, offering strategic alignment. That helps get ERG efforts recognized and valued at all company levels.