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Libra

Creating DEI policy (for your unique organization)

The Libra and the Geeks Unite

So, the Libra says to the Chic Geek: “Would you… like to form an alliance?”
When women come together to create change, great things happen. When female-founded organization's Inclusion by Libra and Chic Geek teamed up to create one of the first small business Diversity, Equity and Inclusion (DEI) Commitment documents for small tech teams, we knew it would be unique.

Often we think of DEI in practice as only something that can be done through large or multilateral organizations. Chic Geek and Libra set out to show that even small organizations can work towards DEI written policy, they just need to jump out of the box; which is the whole point of DEI, right? We thought it would be easy, this is what we stand for, after all. SPOILER ALERT: As it turns out, not necessarily. DEI is a lifelong learning process, not a simple end game. DEI is fluid.

2021 marked a crucial year of change and growth for many organizations globally, and Chic Geek is no different. Founded by Kylie Woods, in the past the organization existed primarily on the passion of its founder and the support of many volunteers and dedicated board members.

Too small a startup to start?Never!

The new year ushered in much positive change for the not-for-profit, which was able to garner multiple new grant funding access as well as begin to grow its revenue streams. Meaning, new team members and voices could be added to the table while expanding reach and external communications efforts, as well as setting the stage to build our business models and services out.
It is an exciting time at Chic Geek, but with growth comes responsibility to reflect and ensure we’re not just following a mission and vision of supporting gender diversity in tech, but also taking a leadership role in the practices and discussions.
DEI is about supporting those outside of your organization as well as internally. This meant taking a deep dive into not only our own language and offerings but asking ourselves if we have the practices and infrastructure in place to help facilitate and support other tech organizations and women in technology careers to thrive and exemplify DEI in their own way.
We realized that DEI will be an ongoing and evolving process, which we need to revisit not yearly, or quarterly, but daily as part of everything we do. More now than ever, Chic Geek is open to ongoing change, evolution of language, and challenging our assumptions about gender equality.

How we will get there includes:
• Sometimes hard or uncomfortable meetings and group working sessions
• Starting each meeting with a value moment to debrief and connect with one another
• Reaching out to outside organizations to help facilitate change and educate us on new practise and culture
• Finding ways to implement uncharacteristic practices such as written policies, but with a Chic Geek value twist…

Natural practice vs policy and procedure

The team was eager to think about how the organization could begin to evolve and grow the mission, vision and mandate even further, while putting natural practice to documentation.

But “top down” documents, policies and white papers aren’t really the Chic Geek way. We are an organization founded on candid and connected relationships, not procedure and policy. So how to best document DEI practice and procedures was becoming a daunting task.

“We identified a gap in what Chic Geek was missing, we needed something tangible for all new Chic Geek members, employees, the Board and external stakeholders to be able to hold as a framework,” says Kylie. “But I’m not a fan of traditional policy documents that often grow stale, don’t necessarily resonate with or represent all.”

In Comes the Lion

It just so happened that two very fierce female founders across town and the pond were hashing out their own business plans to address some of the very issues Chic Geek was tackling.
Jillian Kruschell founded Inclusion by Libra, a boutique, women-owned consulting firm, offering tailored diversity, equity and inclusion services to organizations across Canada, in 2020. She works closely with senior Inclusion by Libra consultant Cheryll Januszewski.
“Throughout our careers we’ve both been aware of, and have witnessed first hand, the challenges that women face in entering and progressing in the workplace. We have long been passionate about ensuring that women are not hindered by inequitable practices or unfair pay and ensuring that businesses see the value that women bring to the workplace - it is this passion that has shaped the work that we have chosen to do,” Jillian says.
Frustrated at the backwards direction that gender equity was moving in, due to COVID-19, and seeing the incredible pressures faced by women to juggle work and home lives throughout the pandemic, the time felt right for Jillian to focus wholeheartedly on embracing working with organizations directly to shape their gender equity strategies and activities.
“We had a desire to work with organizations focused on gender equity,” explains Jillian, who has over a decade of experience as an entrepreneur working in Diversity, Equity and Inclusion (DEI) roles as well as women’s empowerment.
“This isn’t just our business, it's our own personal value system and mission.”
A Chic Geek and Libra alliance was the perfect fit. And the two groups began working together to refine a new “DEI policy.”

The bespoke mission for organizations less ordinary

The bespoke, people-first approach that Inclusion by Libra took to creating Chic Geek’s DEI commitment fuelled what turned out to be a highly unconventional documentation. Chic Geek by nature is personal, welcoming and conversational. Inclusion by Libra was aware that a stodgy commitment document would never fit the organization, who strive to be present and participatory, not top down.
Everyone involved with Chic Geek owns the evolution of the organization, through listening and solving problems as a group and making sure all who are part of Chic Geek feel they have ownership in the organization and mission.

Instead of working directly with the founder only and crafting a document from their perspective in an HR role, Libra involved the whole team in brainstorming sessions and activities that worked towards a completely tailored policy for the small but mighty organization which touches so many other groups and tech companies in Western Canada and beyond.
Lauren Gross, Chic Geek marketing and operations, says the process in working with Inclusion by Libra most stood out to her because of the safety felt while having uncomfortable conversations.
“From the get go, they involved our small (three people) but mighty team. They didn’t just talk to our founder. That meant that myself and the other team members were encouraged to share our experiences and thoughts as equals to those in leadership. Inclusion by Libra made the process inclusive and fun, but also safe. When our Diversity Equity and Inclusion Commitment was complete I didn’t just feel like it was a document that represented Chic Geek, I feel like it reflected me on a personal level. And that’s quite moving,” she says.
Inclusion by Libra kicked off the working sessions with discovery sessions which enabled the participants to create the document together, not just receive recommendations from Inclusion by Libra directly.
“Chic Geek is a small organization in terms of full time employees, but their community is large and because the organization is focused on improving female representation in tech it makes sense to embed the importance of DEI in absolutely every aspect of their relationships; be it employees, volunteers, community members, board members, suppliers and corporate partners. So although there was only three full time employees, there was a broader scope to consider in this policy,” Jillian says.
The two organizations shared passion for gender equity work allowed Inclusion by Libra and Chic Geek to have powerful and impactful conversations. It was clear that everyone involved was invested and interested in learning and creating a safe space. This created a unique atmosphere compared to clients who may be conducting this work out of a necessity that is more about meeting requirements (checking boxes).
The finished product combines a people first, conversational approach with best practices and policies embedded in its core.

Make it Unique

Some of the elements that make Chic Geek’s Diversity , Equity and Inclusion Commitment unique include:

Verbiage about culture not just process
Open opportunity for community members and the public to share feedback and suggestions with the organization
Collaborative approach with staff and stakeholders to come to the final commitment
Just as much emphasis put on how the document applies to relationships beyond the internal organization as the outside including external partners and suppliers
An emphasis on values not rules
A commitment to equity seeks groups
Roles and responsibilities for all and everyone
A commitment to keep this commitment document fluid and for all. Not to get bogged down in policy
A commitment to review verbiage such as the use of women to make sure we are always reviewing best practices
A link to the code of conduct and company brand and vision statement

Don’t let it get dusty

What defines success?
“The most effective D&I policies are the ones that drive real change in an organization. We know a policy is successful when it is owned by the whole team - it generates conversation, and guides behaviour, and members of the team hold themselves and each other accountable for following it. That’s why we believe it is so important that the policy creation itself is an inclusive process that includes voices from across the organization,” Jillian says.
Libra defines the success of Chic Geek’s commitment to DEI by the knowledge that having a policy or commitment in place meets the obligation of employer preparedness.
Chic Geek’s DEI Commitment will serve to:
• Exemplify the organization’s values
• Map out the responsibilities and expectations of the organization
• Define a process to handle and respond to complaints
• Allow leaders to implement the appropriate training and communication to all stakeholders
“It will not be effective if it is getting dusty on a shelf somewhere and the people who need it aren’t aware of its contents,” says Jillian.

Investors, government and organizational reputation are just a byproduct of putting people first

”It’s up to Chic Geek to use it effectively and we will know we helped craft the right DEI commitment when we can look back a year from now and measure how often that document is used and shared and referenced.”
For Inclusion by Libra, the mark of a successful policy is when those behavioural changes it outlines, leads to improved organizational outcomes. What those outcomes look like will differ from organization to organization, and they advise that organizations look back on a regular basis and reflect on what has changed.
While larger organizations may also choose to monitor specific metrics such as inclusion and belonging survey scores, recruitment, promotion and turnover data, gender pay gap data etc. so that they can directly see the impact that the policy is having.

**Jillian Kruschell, Founder Inclusion by Libra**

“Our work with Chic Geek got us thinking more about how we can support our clients who are at an earlier stage in their growth, but who are looking to be proactive in their approach to DEI, and to start embedding this work into their operations and culture from the outset,” Jillian says.
Through this case study in DEI for small orgs, Inclusion by Libra have become huge advocates of the belief that it is never too early to start the DEI journey. The more that orgs build inclusive and equitable practices from the outset, the more they set themselves up for continued growth and success.
Inclusion by Libra will use this process used with Chic Geek to inform their own expansion of service and offer inclusive HR support to small and medium sized businesses.
The end result for Libra is to always aim to work with clients to build HR functions aligned with their culture, and grounded in inclusive practices and positions, to set organizations up for successful recruiting and retention as they grow.
For Chic Geek, the proof will be in the implementation of a liquid document. While most DEI policies are high-level and broad, Chic Geek’s policy is meant to be open-ended, as well as detailed and practical to people’s daily life and work.
“It provides enough space for us to choose how we do that. It lays out the groundwork for us and lets us apply and prioritize its need on a case by case basis, for the individual as well as the group,” Kylie says.
“It’s tangible, it’s tailored to us and it makes everyone feel welcome — and that’s why we love it.”
We walk-the-walk and talk-the-talk about diversity and the importance of it. That’s a solid for us, you can take that to the bank. So working on this commitment policy with Libra helps us move that deal forward and really show our commitment in a way that is public. That can also be scary because now we have something to truly keep us accountable.

**Chic Geek envisions workplaces designed better for women and DEI statements and policies can be a first step in that direction. Join the movement…**
**Check out the** **Diversity Motherboard**

“Having a commitment policy is about the scalability piece as we grow. Chic Geek needs to grow in a way that’s healthy and meaningful as well as true to our values and what we stand for. This commitment and statement helps us do just that,” Kylie says.
When Libra was founded, Jillian knew that inclusion was at the top of the list for many companies and organizations to make sure they practice. Organizational leadership sets the tone and determines access to opportunities and resources. The behaviour modelled at work is taken back into the homes of their employees and vice versa.
“If we can create organizations that give humans space to show up authentically we can foster those attitudes in all areas of life,” Jillian says.
But make no mistake, diversity policies are not just about companies doing the right thing for the sake of saying they are or for moral reasons. DEI simply has better results across the board.
Inclusion by Libra knows that companies that prioritize diversity and inclusion perform better on many levels.
• Research shows teams that are diverse, equitable and inclusive culturally have happier and higher performance levels.
• Employee engagement and wellbeing is higher and that means higher retention rates, increased creativity and innovation and better talent across the board
• Diversity and inclusion also impacts the way
• Investors
• Government and
• Potential partners see and interact with businesses
• Investors know that research shows gender equality fuels economic growth and improves performance

According to Inclusion by Libra:

The global investment community is sending business leaders a powerful message through their recognition of the growing body of research showing gender equality fuels Environmental Social Governance (ESG) has become proxy for good risk management and long-termism. Companies who don't buy in will face a large and daunting differential in the cost of capital. Third party ESG rating sites are bringing these perspectives into the mainstream.
The Canadian government created the Department for women and Gender Equality in 2018 as part of its Pay Equity Act. Alongside Bill C-25, these initiatives are putting federally regulated companies on notice to provide disclosure on diversity metrics, policies and pay equity plans. The same criteria are being considered in applications for government funding.
In the wake of the global social justice movement, including the focus on #metoo and gender representation and pay, employees are increasingly choosing to prioritize working for organizations that are aligned with their own personal values, and where they will experience a diverse and inclusive culture.
Consumers are signaling a similar pattern, revealing their growing consideration of value alignment in purchasing decisions.”Groups such as Chic Geek exist to put a stop to this leaky funnel of diverse female voices and potential leaders leaving the tech industry. Having a commitment to DEI seemed to be the next natural fit, but the stakes were high, as it’s the backbone of Chic Geek’s value system and mission.

The time was NOW!

Jillian and Cheryll went to work to craft a document that was specific not only to an organization the size of Chic Geek, but applicable to the times.
“We know that COVID-19 has had a disproportionate impact on women. As over twenty thousand Canadian women left the workforce during this time … In Canada, closing the wage gap and increasing female participation in the workforce could add up to $150 billion to the Canadian Economy by 2026, increasing annual GDP growth by 0.6%. We could also stimulate the economy through increased income, relieve labor shortages and see the creation of more jobs,” Jillian says.
In a world where employees expect their workplaces to reflect the values that are personally important to them and want to be proud of the organization that they work for, it is essential to prioritize this work in order to remain competitive in the market.
According to CNBC, organizations that don’t keep pace run the risk of losing (or never attracting) the best talent of the younger generations, with 9 out of 10 millennials saying they would consider taking a pay cut to work for an org whose missions and values align with their own.

“Here we were, an organization that stands for diversity in technology, yet we didn’t have our own framework to base it off of. If we want to make meaningful change in this space, Chic Geek needs to do it in a way that’s true to the organization and an authentic representation of what we believe in.”
- Kylie Woods, founder of Chic Geek.

Continue the movement

Creating a working document and commitment is only the first step for Chic Geek.

Along with implementing DEI practice during each meeting and in everything we value, the Chic Geek team is constantly learning and training; taking part in everything from workshops with the Transgender Training Institute partnering with other groups such as Moments Matter, a sexual assault awareness campaign that focuses on change through positive workplace culture; and continuing our research and education outreach with our own Diversity Motherboard!
In 2021, Chic Geek underwent the process of examining pronouns and labels of language; we expect our views and practices will never stop evolving on these topics. Because it’s not about “being right,” … it’s simply about doing right.
WOMEN(AN)(XN)
Chic Geek uses women(an) spellings throughout our communication with our vibrant community. We respect and support ALL women, inclusive of trans and genderqueer. women, womyn and other spellings have intersectional and inclusive values and we support your preferred spelling as part of our community! We have identified women(an) spelling as those that encompass all, however, we value the differing schools of thought. We are reminded that gender identity is a vibrant, beautiful spectrum and Chic Geek welcomes all women and allies.
This decision is made with the consult of the Transgender Training Institute. A leading organization in the area of transgender and non-binary education. At Chic Geek, we are constantly learning and growing, brave exploration and peer elevation are two of our core values, therefore we are open to change, embrace education and continue to strive to be part of the conversations and actions that lead to healthy support and change for all women.

In conclusion, but never the end

Chic Geek is an organization that stands for DEI naturally, so when we took a deep dive into our core values during our 2021 brand refresh and evolution, we had to ask ourselves: “Do we have the practices and policies in place to support our vision and mission?” The answer, quite frankly, was: “Sorta… but we can do better.” We realized that DEI will be an ongoing and evolving process which we need to revisit not yearly, or quarterly, but daily as part of everything we do. More now than ever, Chic Geek is open to ongoing change, evolution of language, and challenging our assumptions about gender equality.

Striving to lead in this area is our mission and purpose, it’s not always comfortable work, but it’s extremely important to us and those we support, so we pledge to keep moving the pendulum forward, embracing our mistakes and missteps and owning them as well as celebrating our successes! Let’s all strive to keep the conversation flowing and move that dial together!

Ready to update your DEI commitment?

Download the DEI Policy How To Guide

DEI policy Takeaway

About the Diversity Motherboard

Chic Geek’s Diversity Motherboard is here to help you put Diversity, Equity, Inclusion and Belonging to practice in your organization! Chic Geek exists to build gender diversity in technology, a sector that’s shaping the world we live in. Our mission is to engage, retain and support intermediate women so they can thrive in their technology careers. Welcome to Chic Geek, your space to thrive!

Libra Consulting is a boutique, women-owned consulting firm, offering tailored diversity, equity, inclusion and belonging services to organizations across Canada.

Special Thanks To

This resource is proudly brought to you through funding from Alberta Enterprise Corporation (AEC), which promotes the development of Alberta’s venture capital industry by investing in venture capital funds that financial technology companies. Learn more at alberta-enterprise.ca

Alberta Innovates is a provincial research and innovation agency that expands the horizon of possibilities to solve today’s challenges and create a healthier and more prosperous future for Alberta and the world. Learn more at albertainnovates.ca