Diversity & Inclusion Policy: The 13 policies your organization needs

Roxane Lavanchy, Internal Diversity and Inclusion Consultant at EW Group sets out the top equality and diversity policies businesses should consider for diversity and inclusion.

Systemic inclusion starts with robust policies. A full suite of inclusive company policies is a must for creating a culture of equity and belonging. The business case is clear — businesses that take an anticipatory approach to diversity and inclusion in their policymaking are coming out on top, both in terms of employee engagement and retention, productivity, and financial performance.

In addition, the growing focus across many industries on ensuring diversity and equality within their supply chains means having clear policies in place is a must for business success. Increasingly, client standards and tender processes request these policies and assurance of the ethical operation of their suppliers.

At EW Group, we work closely with our clients to review the inclusiveness of their policies and identify policy areas that need to be developed or strengthened. Through a collaborative approach working with HR teams, senior leadership, staff working groups and more, we consult with staff on how effectively existing policies are brought to life to ensure employee issues and concerns are addressed satisfactorily.

We know that no two organizations are the same so each will need a different suite of diversity policies, tailored to their unique business. As a starting point, we’ve put together the top diversity policies we think will provide the foundations for an inclusive workplace and culture:

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1. Diversity & Inclusion Policy
2. Recruitment & Selection Policy
3. Flexible Working Policy
4. Work-Life Policy
5. Code of Conduct
6. Dignity at Work
7. Bullying, Harassment & Discrimination Policy
8. Sexual Harassment at Work Policy
9. Disability & Reasonable Adjustments Policy
10. Trans-inclusion Policy
11. Whistleblowing Policy
12. Mental Health, Wellbeing Policy
13. Menopause Policy

This is not an exhaustive list and the specific policies your organization needs might differ depending on scale, industry and sector. If you’re a start-up shaping your first team, a Global Mobility Policy might not be at the top of your priority list. However, ensuring your Recruitment Policy is inclusive at its core and enables you to attract and hire the best talent – absolutely is. The key is that everyone is considered when creating and implementing the policy, and that even with processes that might not seem to have direct people-impact, that diversity and inclusion is considered through an analysis of those who might benefit and those that might be disadvantaged.

Diversity & Inclusion Policy

A Diversity & Inclusion Policy is critical to employee engagement. The policy should state the organisation’s commitment to ensuring an equitable, diverse and inclusive workplace. The policy should also include the process for making complaints of discrimination in the workplace, and how the company will monitor and assess the effectiveness of the policy and working best practices.

The Diversity & Inclusion policy should also cover the support and provisions made available for disabled individuals.

GET HELP WITH YOUR DIVERSITY POLICY →

Recruitment & Selection Policy

This policy should detail the steps the business is taking to ensure an unbiased and inclusive recruitment and selection process. A good process will be designed to be transparent, consistent and evident of anticipatory or proactive support. It will be explicit in its intentions to create a diverse and inclusive workplace.

The process itself should include clearly defined and inclusive job descriptions, assessing where you advertise the role with different groups in mind and how it will embed inclusive practices and adjustments in the application, interview and onboarding process.

Shortlisting and interviewing should be consistent with steps taken to mitigate the opportunity for bias; name-blank CVs, diverse panels and interview scoring can all support this.

The business case for hiring and retaining diverse talent is clear and a robust, inclusive recruitment and selection policy will only help you get there.

GET YOUR RECRUITMENT & SELECTION POLICY RIGHT →

Flexible and Home Working Policy

As a result of the COVID-19 pandemic, flexible working has increased globally. Many organisations previously sceptical have been surprised by the clear benefits, not only for their employees but also to overall engagement and productivity. Flexible working is here to stay and, from April 2024, employees will now have a legal right to request flexible working from the first day of employment.

Beyond it soon becoming a legal requirement, the benefits of flexible working are widespread. Adopting an effective Flexible Working Policy can help everyone, including disabled people, neurodivergent people and those with parenting or caring responsibilities, better manage their workload, wellbeing and work-life balance.

A clear and transparent flexible working policy is crucial to ensuring expectations are aligned between the business and employees, and there is a clear process for requesting and implementing it.

Work-Life Policy

A Work-Life Policy should encompass parental, shared parental, adoption, surrogacy and family-friendly leave, and support employees who are transitioning.

Several companies have also recently begun to introduce new policy addressing pregnancy loss, offering additional support for employees who have experienced miscarriages.

Code of Conduct

The Code of Conduct should essentially set out how the organization expects its employees to behave in the workplace. This should include complying with requirements such as health and safety and environmental laws. The policy should detail the standards of professionalism expected such as appearance/dress code, corruption and anti-bribery, employee benefits and an expectation of open and honest communication from all.

Should an employee be in breach of the organization’s Code of Conduct, it is important to ensure a robust Disciplinary and Grievance Policy that has the right EDI clauses is in place.

Dignity at Work Policy and Procedure

A robust Dignity at Work (or anti-bullying, harassment and discrimination policy) plays a crucial role in preventing staff from experiencing bullying or harassment at work. It must ensure that every member of staff is clear about what is acceptable behavior in the workplace It should apply to all staff, including contractors, volunteers and visitors and consider both the in the company’s premises and online contexts.

This policy should clearly set out the organization’s values and its requirements under the Equality Act 2010. Leaders and HR managers must ensure that there is a clear and formal procedure in place for complaints. This means following up with anyone who flags misconduct and ensuring they are kept informed about how you are tackling it.

READ MORE ABOUT RESPECT & DIGNITY AT WORK →

Bullying, Harassment & Discrimination Policy

These policies must be crystal clear in setting out the organisation’s values and its requirements under the Equality Act 2010. And although a policy can’t cover every aspect of unwanted behaviour, it needs to clarify what sexual harassment is and that it could constitute gross misconduct.

Leaders and HR managers must ensure that policies communicate the right things, and that there is a formal procedure in place should anyone have a complaint. This means following up with anyone who flags misconduct and keeping them informed of how you are tackling the complaint. Looking the other way does not help anyone. The incoming Worker Protection Bill will also place additional onus on employers to prevent not just to redress sexual harassment in the workplace.

PREVENT DISCRIMINATION IN THE WORKPLACE →

Sexual Harassment at Work Policy

Alongside a Dignity at Work policy, a specific Sexual Harassment at Work policy is an important mechanism to promote a working environment free from sexual harassment. This policy should clearly define what constitutes sexual harassment and, in line with the upcoming Worker Protection Bill, focus on prevention.

PREVENT SEXUAL HARASSMENT AT WORK →

Disability & Reasonable Adjustments Policy

A Disability & Reasonable Adjustments Policy should detail how the organisation will remove the barriers that disabled staff face, promote inclusion and accessibility and make adjustments and provide adequate support. This could mean making adaptations to the workplace, providing specialized equipment or assistive technology, flexible working and additional support. There is no absolute definition of what is reasonable, but organisations should consider whether an adjustment is effective, practical and affordable.

We encourage organizations to consider what changes and practices they can anticipate and make standard practice for employers to limit the burden placed on employees to request reasonable adjustments. The policy should also consider hidden disabilities, learning difficulties and the adjustments and support needed for relevant individuals.

CREATE AN INCLUSIVE WORKPLACE WITH A NEEDS ASSESSMENT →

AN EMPLOYER’S GUIDE TO REASONABLE ADJUSTMENTS →

Trans-Inclusion Policy

A Trans-Inclusion Policy should detail the company’s commitment to the equality of transgender and gender non-conforming people in the workplace, free from discrimination or harassment. The policy should set out its intent and the organisation’s responsibilities to ensuring these, as well as the rights of the individual. It should include guidance and support on those transitioning, the process of updating personal details, and the process for reporting discriminatory behaviour.

A trans-inclusion policy should consider transgender people at all times, not just those are transitioning, and may also cover support available for those with a family member who is transitioning.

Whistleblowing Policy

A Whistleblowing Policy should provide a definition of whistleblowing and relevant examples. It should capture how employees can raise and resolve serious issues and concerns, and outline how the organisation will respond and the process for handling the concerns flagged.

Whistle-blowers are protected by law and if an employer dismisses or unfairly treats the employee, the matter can be brought to a tribunal.

Mental Health, Wellbeing & Menopause Policy & Inclusion Policy

This policy should communicate the importance of mental wellbeing, how the organisation ensures a safe workplace and its commitment to staff wellbeing.

It is helpful to include details of the resources and support available to employees, whether this be on-demand counselling, contact details for appropriate helplines and associations, or mental health first aiders in the business they can speak to.

It is also important to consider specific menopause policies to support women managing the symptoms of the menopause in the workplace. This should address flexible and hybrid working, training for managers, guidance on where to source additional healthcare information and providing feedback.

CHAMPION WORKPLACE WELLBEING FOR ALL STAFF →

Menopause Policy

A Menopause Policy can spread menopause awareness, break down the stigma and barriers employees experiencing the menopause may face and, create a more supportive workplace. It should outline the guidelines and practices in place to support employees experiencing menopausal and perimenopausal symptoms. 

Your policy should detail your organization’s approach to providing support, including what resources, strategies and provisions are in place such as mental health support and health and wellbeing benefits, and refer to related policies such as flexible working, sickness leave, uniform etc. 

HOW TO CREATE A MENOPAUSE POLICY →

EW can create and review your policies with diversity and inclusion in mind, helping you strengthen your business and create a more inclusive culture.