How do you ensure your communication and feedback systems are inclusive and accessible?

In my experience, here are some strategies for achieving inclusive and accessible communication and feedback systems: 1. Provide language access services, such as interpretation and translation, for individuals who are non-native speakers of the primary language used in communication materials or meetings. 2. Offer options for providing feedback anonymously to encourage honest and candid input, particularly on sensitive or controversial topics. Use anonymous surveys, suggestion boxes, or online feedback forms to collect feedback without fear of reprisal or judgment. 3. Proactively solicit feedback from marginalized or underrepresented groups to ensure that their voices are heard and their perspectives are considered.

- Achieving a D&I audit certification involves a deep dive into organizational culture, requiring an open, honest reflection on where we stand and where we need to go. - It’s about integrating D&I into every aspect of operations, ensuring it’s not just a policy on paper but a practice in daily work life, impacting decisions and interactions. - This process also includes continuous education and training on D&I for all staff, fostering an environment where diversity is celebrated, and inclusion is the norm, not the exception.

A Diversity & Inclusion audit involves a thorough review of systems by a certified professional to check how inclusive and accessible they are. They look at everything from language to how easy it is for people with different needs to access and use our systems. Getting this certification is a bit like taking your car for a check-up; it helps identify any areas that need improvement. It's beneficial because it ensures we're not unintentionally leaving anyone out. Plus, it often leads to discovering new, more effective ways of communicating and gathering feedback.

As a DEI specialist, I can tell you that a DEI audit is an excellent place to start for organisations that are striving to become more inclusive. An audit simply lifts the lid on exactly where you are in terms of DEI and can be used to inform a DEI strategy. It will reveal areas of improvement and gaps in DEI but will also show you where you are currently doing well. Normally we want to measure demographics, representation, pay gaps, your recruitment process etc however every company is unique. Once the data has been collected then you are in a good position to develop a DEI strategy and program. For your DEI strategy/program to be successful it has to be owned, and championed by your senior leadership team.

I prioritise clear and simple language to make communication understandable for everyone. I use multiple channels, such as email, video calls, and instant messaging, to cater to different preferences and needs. Providing options for anonymous feedback helps those who may feel uncomfortable speaking up directly. I also ensure all digital communications are accessible by using alt text for images, captions for videos, and ensuring documents are screen-reader friendly. Regularly soliciting feedback on the inclusivity and accessibility of these systems allows for continuous improvement and ensures that everyone's voice is heard and valued.

- Engage with external D&I experts to bring fresh perspectives and benchmark against best practices. - Utilize technology to ensure accessibility in data collection, allowing for broader employee participation. - Regularly update audit criteria to reflect evolving D&I standards and societal expectations.

To conduct a D&I audit certification, start by thoroughly understanding your organization's current diversity and inclusion status. This involves gathering detailed data on workforce composition, existing policies, and practices. The audit team should be well-trained in D&I principles and aware of potential biases. Next, conduct a comprehensive review of internal procedures, hiring practices, and workplace culture. Use surveys and interviews for insightful employee feedback. Analyze the collected data to identify areas for improvement. Develop a strategic plan with clear, measurable goals to enhance D&I. Finally, ensure regular follow-up and adjustments to the plan, reflecting continuous improvement in your organization's efforts.

When carrying out a D&I Audit at your organisation it's all about Data Collection. There are a few ways that this can be done. I would recommend using a specialist to do this first. Additionally, you want to get the measure on a holistic approach ie speaking with employees to find out their perspective about inclusion within your organisation, facilitating focus groups of underrepresented people within your organisation to gain a deeper understanding, and asking them where they feel improvements can be made. This is data collection to inform your culture. Make sure that you provide a safe space and confidentiality when conducting these meetings. Reviewing your policies and practices around the pay gaps, equity, promotion, and recruitment.

When building any system not just communications or feedback systems the key to inclusivity is to build a team with diverse perspectives if that’s not possible ideate, test, research with a diverse group. A product or a system build usually does not exclude consciously but it happens coz it’s all similar people with almost similar thinking developing it. Hence building this team needs to be a conscious effort.

Whenever sharing or providing feedback, it's important we pay special attention to the language we're using, especially if that piece of feedback can impact someone's career and professional growth. For example, many studies suggest that men tend to receive feedback based on their actions and performance, while women receive feedback based on their attitude, personality, and executive presence. Left unchecked, these biased and un-inclusive pieces of feedback will negatively impact your teams' performance, sense of belonging, career growth, and trust.

Use clear, simple language and provide information in various formats, such as written, audio, and visual, to cater to different learning styles and abilities. Implement assistive technologies and ensure digital platforms are compliant with accessibility standards, allowing those with disabilities to engage fully. Solicit regular feedback on the accessibility of your communication methods and be open to making adjustments based on this input. Additionally, foster an environment where feedback is welcomed and valued from all members, ensuring voices from diverse backgrounds are heard and considered. This approach not only broadens participation but also enriches the decision-making process with a variety of perspectives.

Do people use your systems? If so, that's an indicator that they are useful and accessible. If your systems are vast wastelands, then you need to do some soul searching about the viability of their use.

Once you have carried out your DEI audit, the findings must be reviewed by the senior management team, including the CEO and any other stakeholders, ie a Diversity Committee. During an Audit that we carried out with an organisation, we gave them the time to review the data and findings. We made sure that the language that was used was inclusive and our approach was solution-orientated. All directors were able to express their opinions and ideas thus having an open and non-judgmental meeting in a safe space. The CEO led/chaired the review meetings in a constructive manner as he recognised the importance of building an inclusive culture meant that they had to face some home truths that needed to be addressed.