How to Start an Affinity Group at Work: A Step-by-Step Guide

Affinity groups, also known as employee resource groups (ERGs), are voluntary groups of employees who join together based on shared characteristics or life experiences Starting an affinity group at work can be a great way to promote diversity, equity and inclusion, while also providing valuable support, resources and community for members

If you’re interested in starting an affinity group at your workplace here is a step-by-step guide to making it happen

Have a Goal in Mind

Before trying to start a group, think about what you want the group to achieve. Some common goals of affinity groups include

• Providing support and community for members
• Fostering professional development and growth
• Advocating for issues impacting the group
• Improving recruitment and retention of employees from the group
• Promoting cultural awareness and education

Having a clear vision and objectives will help guide the formation and activities of the group. Make sure the goals align with the organization’s diversity, equity and inclusion efforts as well.

Find Your Allies

Look for other like-minded individuals in your workplace who may be interested in joining the affinity group. Great places to start include existing diversity committees, employee surveys and HR contacts. You’ll need a core group to help launch the effort and recruit additional members.

Talk to colleagues one-on-one to gauge their interest level. Share your vision for the group and make sure you’re both aligned on the goals and purpose. Keep track of those who express interest so you can follow up with them.

Make Your Case

To gain approval for the group, you’ll need to make a formal proposal to organizational leadership and/or HR. Explain the need for the group within the organization, your goals and planned activities. Highlight the business benefits as well, such as enhancing recruitment, retention and professional development.

Provide examples of affinity groups at other leading companies. Having passion coupled with a strong business case will help get leadership on board. Be prepared to answer any questions or concerns they may have.

Work With the Resources You Have

Don’t let limited time, budget or staff resources deter you from starting. Many groups start small with just volunteers, low-cost activities and meeting during lunch breaks. Over time, the group can gain more formal support and resources once it demonstrates value.

Look for creative solutions like rotating administrative tasks, utilizing intranet platforms for communication, partnering with similar external groups, and using company facilities for meetings.

Outline What Your Meetings Will Look Like

Plan out the format for your regular group meetings, both in-person and remote options. Will it be mostly social, educational events, speaker series, community service projects, mentoring programs? Offer a blend of activities that provide value to members and align with your goals.

Send out agendas and readings in advance. Structure meetings efficiently with timed sections: welcome, agenda review, committee updates, new business, event planning and closing remarks.

Assign Roles

Determine the roles and responsibilities needed to coordinate the group. Here are some common ones:

• Leader – provides overall direction and strategy
• Program coordinator – plans meetings and events
• Communications coordinator – handles promotion, social media
• Administrative coordinator – manages logistics and scheduling
• Committee chairs – spearhead specific initiatives like mentoring

Assign roles based on members’ interests and strengths. Rotate roles periodically to give more people leadership experience.

Don’t Forget to Be Remote-Inclusive

With remote and hybrid work increasing, make sure to accommodate members who aren’t office-based. Use video conferencing for meetings and events. Create channels like email lists and chat groups to foster connection. And rotate meeting times to share the inconvenience across time zones.

Providing flexibility and thoughtful inclusion of remote members will allow more employees to participate and benefit from the group.

Understand What You Can (and Can’t) Do in the Workplace

There are some legal considerations when forming an affinity group under the umbrella of your employer. Make sure you understand your workplace policies and relevant laws regarding use of company resources. Don’t engage in political campaigning or expect formal preferential treatment as a result of group membership.

That said, affinity groups play an important role in promoting diversity, equity and inclusion at work. Done thoughtfully, they can benefit both employees and the organization.

Starting an affinity group does take effort, but it can provide community and empowerment for historically underrepresented groups. Follow these steps to launch an impactful group focused on meaningful goals. Gain buy-in from leadership and interested employees to turn your idea into reality.

Overcoming Challenges When Launching an Affinity Group

Launching an affinity group at work can encounter some challenges and obstacles along the way. Here are some common ones and tips for overcoming them:

Gaining Organizational Approval

• Clearly explain how the group benefits the organization, not just members. Highlight business advantages like recruiting, retention and professional development.

• Start small and grow. Don’t ask for a big budget upfront before demonstrating value.

• Focus on aligning with company diversity and inclusion priorities. Make it easy for leaders to say yes.

Identifying and Engaging Members

• Partner with HR and diversity committees to identify potential members.

• Promote launch in company publications, social media and intranet.

• Hold kickoff events to generate excitement and encourage sign ups.

• Offer activities that provide tangible value to get buy-in.

Coordinating Logistics with Limited Resources

• Get creative with existing tools like meeting during lunch hour or utilizing intranet.

• Share administrative work among volunteer coordinators.

• Partner with similar external groups for added resources.

• Gradually formalize over time once value is proven.

Navigating Company Policies and Legal Guidelines

• Understand relevant workplace laws regarding use of resources, political activity, preferential treatment, etc.

• Consult with HR and legal to ensure compliance with company policies.

• Maintain inclusive membership and activities focused on company values.

Maintaining Momentum and Participation

• Develop a schedule of events and communications to keep members engaged.

• Continually recruit new members through promotions and word-of-mouth.

• Ask members for input on activities and updates they find valuable.

• Recognize and appreciate members’ time through awards and empowerment opportunities.

Measuring Success and Impact

• Develop metrics based on goals like membership growth, event participation, and member feedback.

• Share results and success stories with leadership to show value.

• Survey members to gauge if group is providing desired benefits and support.

• Reflect on wins and areas for improvement to keep the group evolving.

With careful planning and commitment from its members, an affinity group can gain traction at an organization despite potential hurdles. Keeping the end goals in focus and creatively adapting to challenges will help ensure success.

Fostering an Inclusive and Supportive Member Experience

Creating a truly inclusive, supportive and welcoming environment should be a priority for any affinity group. Here are some tips:

• Set ground rules about respecting diverse opinions and perspectives, listening without judgement, maintaining confidentiality when appropriate, etc.

• Ensure activities and communications are accessible across language differences, physical abilities, religious needs, and remote locations.

• Develop mentoring programs and leadership opportunities to elevate voices of historically marginalized members.

• Share knowledge and connections to empower members in their careers and lives.

• Recognize holidays and observances relevant to members’ identities and cultures.

• Regularly survey members for input on their needs and experience in the group.

• Address issues of marginalization or exclusivity that arise promptly and honestly through open communication.

• Recruit members with a diversity of backgrounds within the affinity to prevent dominance of any one perspective or subgroup.

• Partner with other affinity groups to promote inclusion and allyship broadly across the organization.

Fostering a truly supportive space takes awareness, intention and commitment. But the effort pays dividends in terms of member engagement, organizational culture, and business success.

Example Affinity Group Activities

Affinity groups can offer a wide range of activities, programs and initiatives based on members’ interests. Here are some ideas to consider:

• Mentoring programs – Match mentors and mentees within the group to provide career development support.

• Guest speaker events – Host speakers on topics like leadership skills, work-life balance, advocating for change, etc.

• Cultural education – Offer learning opportunities related to group’s identity like history, language, heritage.

• Community outreach – Organize volunteering events supporting local community partners.

• Conferences and events – Attend relevant conferences together and discuss takeaways.

• Social gatherings – Arrange fun networking events like happy hours or cultural celebrations.

• Fundraising – Raise funds for causes important to membership through bake sales, donation drives, etc.

• Talent programs – Partner with recruiters on networking events, scholarships, internships for affinity members.

• Newsletters – Share news updates, event recaps, and articles relevant to the group.

• Advisory councils – Establish a council