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Diversity, Inclusion, Philanthropy, and Wellness During COVID-19

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Intranet Article: Virtual teaming? Ways to be more inclusive

The Inclusion & Belonging team shares tips you can use every day

Given our shift to a work-from-home model, now is the time to make sure that all of our coworkers continue to feel included, connected, engaged and heard.

“We wanted to share a few ways we can all help maintain and even strengthen our inclusive workplace, in virtual space,” said Linde Virtue, Inclusion specialist in the Inclusion & Belonging Office. “Think of it as intentionally exercising a set of ‘microbehaviors’ every day, and ensuring we center on equity as a lens through which we do our work.” 

Shift accountability from the leader to all team members. Realize you all have a role to play in the team’s success. You’re not only relying on your manager’s leadership. (This also aligns with our core belief, Personal and Mutual Accountability.):

  • Redefine what “team” means to you. For example, have any expectations or communications changed, now that you’re virtual?
  • Commit as a team to support each other.

Identify your team’s needs and create transparency. Take the time to answer these questions with your team, to inspire greater understanding, trust and loyalty:

  • Are there non-negotiable hours when we are available or not?
  • Are there ways to manage work shifts differently?
  • Do we need to recalibrate workload demands among the team?
  • Do we need to clarify or shift accountability for ongoing work or special projects to help preserve work-family boundaries?
  • How do we make time for de-stressing?
  • How will we recognize and appreciate each other?
  • Will we have set meetings to manage the changes?

Intentionally plan to include input from everyone. Be thoughtful in making sure everyone can be heard and understood:

  • Agree on a regular meeting cadence.
  • Make sure there’s equitable access to the tools everyone needs to contribute.
  • Turn on the video function during Skype meetings.
  • Avoid using acronyms.
  • Identify yourself before speaking; include preferred pronouns if you wish.
  • Avoid making report-outs or status updates the entire focus of your meeting, particularly if you are trying to problem-solve.
  • Identify a single, team-health check-in question to discuss each meeting, e.g., “What can we do when we lose energy during a meeting?”

Most of all, be kind and understanding. While the list below is from the Council of Chief Diversity Officers at the University of California, it can also apply to our workplace:

  • Reject racism, sexism, xenophobia and all hateful or intolerant speech, both in person and online. Be an "up-stander," and discourage others from engaging in such behavior.
  • Be inclusive and remember that everyone has different circumstances. Continue to treat everyone with respect, both in their presence and in their absence. Do not resort or revert to unkind discussions about people, individuals or groups who might not be in your immediate social circle.
  • Try to make the virtual interview process as consistent for all candidates and as similar as possible to the face-to-face experience (e.g., if people can ask questions during an in-person job talk, arrangements should be made to permit them to ask questions during a remote job interview).
  • Be patient with one another during email, text and video conversations. There can be a tendency to want immediate answers, and typically friendly ways of communicating can break down. Try to be as clear as possible in online conversations. Don't assume that broad, sweeping statements will be fully understood.
  • Be kind and understanding regarding expectations. Relax requirements that can become impositions, such as demanding business attire for online video meetings or classes, or penalizing participants online for wearing casual attire. Remember that people may be operating without resources and access to many material items and services. Keep the focus on what is most important.
  • Build community through virtual coffee/tea hours with colleagues.
  • Do not use terms such as “Chinese Virus” or other terms that cast either intentional or unintentional projections of hatred toward any communities, and do not allow the use of these terms by others. Refer to the virus as “COVID-19” in both oral and written communications.
  • “Flatten the curve” by attending to the health-related guidelines set forth by federal and local governments.
  • Remember to practice self-care! Recognize your own stress, manage yourself before managing others, and make time for your physical and emotional needs.

Consider exploring other great resources, including this article from Headspace, “Mindfully transitioning to WFH culture,” and “Tips for remote inclusion,” from Paradigm.

Have other tips that work for you? Share in a comment below! As always, feel free to reach out to @Inclusion and Belonging.

Note: The photos illustrating these articles are meant to suggest a variety of workspaces. Wherever you set up your desk, even if it’s for a short period of time, be sure to take steps to maintain your health and avoid eye strain, back strain or other potential issues: Follow the ergonomic guidelines on Vista at COVID-19 Coronavirus Outbreak > Tips and Resources > Working from Home > Ergonomics.

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