Performing a DEI scan.
A Diversity, Equity, and Inclusion scan is a way of transforming data into understanding. You set up quantitative and qualitative measuring to get an accurate view of your organization’s current diversity and equity. And of the feelings of inclusion that employees experience.
There are four reasons to set up a DEI Scan:
What to analyze
WHAT TO ANALYZE
You should measure different aspects to get a comprehensive image of what your organization looks like:
- Diversity in the organization, your partners’ organizations, stakeholders, and candidate pool.
- Equity both in the organization’s policies and in the way these policies translate into practices
- Inclusion by measuring and inquiring about feelings of belonging
Each of these three elements requires a different way of collecting and analyzing data. There are two main types of data: quantitative (information that can be quantified, counted, or measured and given a numerical value) and qualitative data (descriptive, expressed in terms of language rather than numerical values). Below you will find four ways of collecting data to create your own DEI scan.
Collecting & Analyzing data
COLLECTING & ANALYZING DATA
It’s essential to ensure that any data collection you do, is in full compliance with EU General Data Protection Regulation (GDPR) and national data protection rules. In line with the GDPR, data should not be published or publicly accessible in a manner that allows the identification of individual data subjects, either directly or indirectly. You can find more info from the European Commission on collecting data in line with GDPR here.
A quantitative analysis of HR data will help uncover DEI red flags, priorities, and knowledge gaps and allow you to measure future progress.
Collect data from a defined period regarding:
- Population, board & management: What does our employee population look like regarding gender, age, seniority, ethnicity, sexual orientation, and caregiver status?
- Recruitment, talent development & promotion: What can we learn from our current recruitment, talent development, and promotion processes? Who is a top talent? What does our talent flow look like?
- Attrition and employee turnover: What are our attrition and employee turnover rates? Do we capture reasons for leaving (for example, through exit interviews)?
- Equal pay: Do we have pay equality at all levels? Besides gender, are there other socio-demographics to take into account?
- Flexibility: Which work schedules are most common? Do employees use our flexible work options, do they take parental leave?
To keep the data easy to analyze, try defining a maximum of five levels in the organization. Make an overview of the functions/job categories/seniorities in each level. That will provide clarity for team members working on the scan.
Zoom in on different socio-demographic groups. Dig deep and try different cross-analyses to gain insight into how your organization is or is not providing equal access to opportunities for specific groups of employees.
You can also define (groups of) departments, clearly distinguishing between key and other business departments/support functions.
Other DEI metrics that your organization can collect and track are metrics on equal pay, employee turnover, retention, promotion, etc. You can find more info in this article by AIHR.
As your organization’s staff grows in time, the need for policies that guarantee equal opportunities increases, and DEI principles become more formally integrated into policies.
Policies can relate to recruitment, selection and onboarding, talent development, equal pay, learning and development, career planning, flexibility in the organization of work, top management endorsement, integration of DEI in the business, and DEI resources.
Discover more about the policies you need and how to implement them here.
Having well-defined policies does not guarantee good practices. Reflect on the following questions:
Use the tools listed below to take a closer look at your current policies and analyze their practice.
A company-wide inclusion survey allows you to ask all employees about their experiences and attitudes towards in/exclusion at work. If you ask the right questions and gather enough responses, a survey will help quantify feelings of inclusion and uncover red flags and DEI priorities.
A survey creates an opportunity to:
Some best practices for surveys are:
At the start of the survey:
At the end of the survey, add optional socio-demographic questions:
It is helpful to have concrete examples of practices or behaviors in the organization considered to be experiences of exclusion or inequality. To gather these stories, conduct in-depth interviews with:
Inquire about the company culture of belonging, respect, acknowledgment, collaboration, feedback, leadership, talent development & career opportunities. Choose your questions based on the red flags that surfaced in the Inclusion Survey.
Before you start the interview, always provide context. Explain why you are conducting interviews, who will have access to the transcripts, and whom you will share your conclusions with.
Asking about experiences of inclusion or exclusion is a delicate matter. It can be difficult for employees to trust internal interviewers with their personal stories.
Involve a DEI expert in the interviews. Having an interviewer with no direct link to leaders or colleagues in the organization will make interviewees feel safe. Besides expertise in conducting interviews, knowing which follow-up questions to ask and how to formulate them in a non-leading way, an external partner can guarantee complete anonymity in reporting.
After you have successfully collected and analyzed the data, don’t forget these essential last steps:
DEI facts and figures in tech
Become a DEI expert.
This is a collection of articles that allows you to take a deep dive.