A transparent action plan is the first step to ensuring that the whole organisation is on the same page. It is also proven that increased transparency and reporting back on what actions carried out helps ethnic minority groups build better trust and belonging, therefore aiding retention. Use the Maturity Matrix to help guide you through the steps.
The action plan can include:
• High level objectives and cascade down under each the associated actions and targets.
• A statement, ideally from the CEO or a senior sponsor, on why this agenda is important
• Where your organisation is now: Celebrate some of the successes achieved so far, but explain that this is a journey and the progress of the plan will be reported back on
Phase 1: Formulate a clear action plan
The first step is to devise a clear strategy action plan, which will form the basis to feed back on
Where the organisation is now. Use existing reporting or include the following:
1. Utilise any data you have to access current position
If you haven’t reached over 70%, include that you need people to disclose data to help inform the plan and progress. If you are yet to collect data or your data for the UK is not yet usable, then include that as one of the actions and explain why it is important to report back on progress.
2. Use lived experiences (Matrix: [AE1/advanced] [ED3/start] and any qualitative data, i.e. through Employee Engagement Surveys, anonymous feedback, pulse surveys
3. Align existing D&I and company strategy
The Maturity Matrix
If utilising the Maturity Matrix, include areas of the Matrix that have been completed and successes so far.
The Action plan should include:
– Why this agenda is important to the organisation, preferably through a statement from the CEO or senior sponsor
– Be transparent to bring the whole organisation on the journey and position your organisation through making the plan accessible and transparent
– Be clear on high level areas on what you are trying to achieve or create targets, i.e. better culture, improve retention and progression (see Matrix recommendations)
– Give high level transparent outline on what implementation the organisation is going to put in place and give clear deadlines on when you are planning to achieve these
– Optional: Build a task force to help inform and implement the plan into the business [Matrix: AD3/advanced]
– Align the board, network group and all stakeholders to the plan. Include a more detailed report through HR Reporting which is seen by the board and invested stakeholders
– Align any reporting on figures such as Ethnicity Pay Gap Reporting on figures on representation.
– If possible, include mention of the action plan in Annual Reporting
Matrix points covered in Phase One:
[AD1/start] Have an ethnicity inclusion strategy plan, with aspirational targets on representation, that is reported on annually and is owned/sponsored by Board, CEO, Executive Committee or equivalent leadership groups.
[AD2/basic] Have a longer term strategy that covers a three-year period.
[AD3/advanced] Have a dedicated inclusion committee or ethnicity task force with a clear remit on progressing ethnicity, made up of key stakeholders who are responsible for driving inclusion. optional
[AD4a/advanced] If currently under-represented, make a commitment for a percentage increase in ethnic representation overall.
[AC3/advanced] Publicly report on progress of the ethnicity plan annually to external stakeholders. Findings should be included in the annual report and on external website.
Phase 2: Communicating the plan
– The plan should be reported back on. Outline if this will be every 6 or 12 months.
– Communicate the plan through a dedicated hub and associated communication plan. If suitable include in annual reporting [AC1-AC6: Planned]
Some recommendations to align to communication of the Action Plan:
[AA2/start] The Exec Sponsor must have spoken on the ethnicity agenda at an internal event at least once in the previous 12 months.
[AC1/start] The CEO or Exec Sponsor should make at least one annual statement committing the organisation to making progress and highlighting strategy and progress so far.
[AC2/basic] Quarterly communications should be sent to all colleagues from the Exec Sponsor or suitable Board representative updating on progress around the ethnicity agenda.
[AC3/advanced] Publicly report on progress of the ethnicity plan annually to external stakeholders. Findings should be included in the annual report and on external website.
Future recommendations
[AC4/advanced] Ensure that your annual report includes ethnic representation across the firm.
[AC5/outstanding] Ensure that your annual report includes a breakdown of Board, Executive Committee, Senior management, early careers and other groups of internal grades.
[AC6/outstanding] Ensure that your annual report includes a breakdown of hiring, promotion and attrition rates for general population, and a break down of ethnic groups across the organisation.
[EC7/advanced] Include an update on recruitment activities to all colleagues at least annually.
To include in the plan
The plan can include points on the Matrix but must also align to existing inclusion plans
Please note that it is important to create sustainable change, therefore set realistic targets and commit to the areas you can execute effectively to create sustainable change. Setting a plan that does everything at once is only setting your organisation up to fail.
Recommendations are based on the Matrix. The recommendations are to be discussed and decided as to which to take forward depending on the organisation’s needs and resources.
Matrix areas to inform your action plan include:
- Improve data and disclosure rates to enable useable data to identify gaps and monitor progress (Matrix Section BB)
- The plan to help awareness and understanding (Matrix Section AE and CC)
- Communicate the new Inclusion Committee (Matrix Section D)
- Employee Life Cycle – If you are planning on recruiting, then include Section Matrix EA-EC recommendations
- Employee Life Cycle – Hear lived experiences, Ensure representation on talent programmes, allocate a sponsor (advanced) (Matrix Section ED and EE)
Check out the Maturity Matrix for further recommendations to consider:
*Please note that recommendations are based on the Maturity Matrix and further understanding on data and lived experiences need to be examined to determine the best plan to put in place.
Please let us know if you need further help or advice on building the strategy action plan email: sarahg@spmgroup.co.uk
Examples of transparent Action Plan
• Lloyds Banking Group (winner of Ethnicity Awards Outstanding Employer 2020)
– Set targets and actions alongside a timeline
https://www.lloydsbankinggroup.com/who-we-are/responsible-business/inclusion-and-diversity/ethnicity/our-stand-for-racial-equality.html
• BP
– Statement from CEO
– Outline Framework
https://www.bp.com/en_gb/united-kingdom/home/news/press-releases/uk-framework-for-action-on-racial-injustice.html
• Government
https://www.gov.uk/government/publications/cma-diversity-and-inclusion-strategy-2020-to-2024/priority-focus-race-action-plan-2020-to-2021
• Linklaters (global: UK & USA)
– Reporting on progress one year on
– Outlining targets and objectives and reporting back on progress
– A word from the senior sponsor
https://www.linklaters.com/en/about-us/diversity-and-inclusion/race-action-plan
• FCA
– Transparency outlining five key areas
https://www.fca.org.uk/about/diversity-and-inclusion-why-it-matters-us/our-ethnicity-action-plan
• Deloitte UK
– Black Action Plan
https://www2.deloitte.com/uk/en/pages/about-deloitte-uk/articles/black-action-plan.html
