Inclusion in the workplace: The in-depth guide to promoting inclusive companies

Inclusion is an essential part of a company’s CSR policy. Inclusive organisations make people central. They ensure that people’s disability, gender, age, sexual orientation, socio-economic status, or ethnicity are not barriers to their employment. An inclusive approach promotes growth and improves a company’s image. Our series “In the workplace” continues with this guide which aims to provide employers with everything they need to achieve inclusion at work.

The foundations of an inclusive company

The success of inclusion and diversity actions is intrinsically linked to the company’s core purpose. The spirit of inclusiveness must be at the heart of the company’s DNA.

A CSR policy supporting diversity and inclusion at work

Corporate Social Responsibility (CSR) follows the guidelines of the international standard ISO 26000. According to the terms of this standard, inclusion is one of the core concepts of the CSR policy.

Inclusion plays “a key role (…) in the performance of the workforce, companies, the economy and society at large“, says the International Labour Organisation’s 2022 report “ Transforming Business through Diversity and Inclusion“. This study draws attention to four principles for sustainable change. The diversity and inclusion policy must:

• Be an integral part of the company’s culture and strategy;
• Operate at the executive level;
• Must be supported by managers and staff setting the example;
• This applies at all stages of working life.

A written commitment through the signing of an inclusion charter gives this commitment a practical framework. To support an inclusive approach, the company can appoint a Chief Diversity & Inclusion Officer, who will be responsible for developing and implementing inclusive workplace actions.

An involved HR department

The Human Resources function is a key player in the CSR process. It instills a culture of inclusiveness in the company and creates a sense of belonging and a supportive working environment. From the moment employees are recruited and throughout their life in the company, the role of HR is to make the most of the qualities that make them different. Several actions support a HR policy that promotes inclusion and diversity in the workplace:

• Complying with regulatory obligations about inclusion at work;
• Raising awareness of inclusion issues with all the company’s key players;
• Training managers and leaders in diversity and inclusive environment in the workplace;
• Developing an action plan to build and promote inclusion at work;
• Measuring the impact of the inclusion policy.

A diversity and inclusion policy leads to a better working environment. It helps employees to improve communication and show more empathy. This improved team cohesion increases team productivity.

Recruitment as the starting point for inclusion in the workplace

One of the main barriers to inclusive recruitment is similarity and unconscious bias. Recruiters naturally tend to hire people who are like them. This raising of awareness enables them to correct this discriminatory tendency in hiring. Then they adopt practices that promote more diverse and inclusive jobs.

1. List the soft skills needed for the job

Recruiting mainly on hard skills limits the number of potential candidates. For example, statements such as ‘heavy lifting’ or ‘good communication skills’ may deter people with disabilities from applying. It is therefore important to assess in advance whether these are necessary.

Similarly, some skills can be developed after taking up the post. Focusing more on the soft skills needed for the job expands the pool of candidates.

2. Posting an inclusive job offer

An inclusive job offer encourages diversity. No one is directly or indirectly left out. For example, the words “junior” or “senior” should only be used if the candidate’s experience is really decisive for the position to be filled. Discrimination on the basis of gender identity should also be avoided by using inclusive writing.

3. Vary the sourcing channels

Partnering with inclusive employment firms is an effective way for companies to increase their talent pool and healthily promote inclusion in the workplace. It can, for example, collaborate with associations that help integrate people with disabilities into the workplace.

Another option is for the organisation to commit to employing young people from disadvantaged areas. By developing partnerships with schools, it can create vocations for its professions and recruit the talents of tomorrow.

4. Integrating the new employee well

Also known as onboarding, integration is the final stage of the recruitment process. Its objective is to support the new employee in their new position. They must believe they are able to develop and that they feel accepted in the company. The integration process can be divided into five key stages:

• Informing the relevant team of the new employee’s arrival;
• Preparing a complete welcome kit;
• Designing a suitable workstation;
• Celebrating the day they arrive with a pleasant and sociable occasion with the team;
• Creating custom support.

Every employee needs to feel valued and considered as an individual. Prejudice, discrimination, and unequal opportunities have no place in an inclusive working environment.

Good practices for creating inclusion in the workplace culture

A structure cannot become inclusive overnight. It takes time for an inclusive spirit to permeate the corporate culture. Nevertheless, this goal is perfectly achievable by all organisations. How do you promote inclusion in the workplace through practical actions? Follow these four tips for successful long-term inclusion.

1. Increasing manager training in this area

Managing heterogeneous profiles can be a real challenge for managers. This is why training them in inclusive leadership is essential. An inclusive manager is able to educate employees about the principle of inclusion. They know how to capitalise on the plurality of their team in order to create real cohesion. They adapt their management style so that each employee feels valued and respected for what they bring to the company. The team’s strength lies in the combined know-how and interpersonal skills of its employees.

2. Adopting inclusive communication

Cohesion can be facilitated by communication. However, for it to achieve its purpose, it must be understood by everyone. “Communication should be in plain language so that wording, structure, and design are clear for the intended readers” (International Plain Language Federation). Managers must ensure that they use language that is accessible to all employees.

Inclusive language respects individuals. What is important is not the intention behind the words they choose, but how they will be taken. Some expressions may be perceived as discriminatory. The concept of equality between men and women is reflected in the way we express ourselves. Another important point is to ensure that the visuals in the communication materials are not stereotyped.

3. Encouraging feedback from employees

Since managers cannot guess employees’ specific needs, they must be able to communicate them. To create an inclusive working environment, it is important to facilitate dialogue. Employees should feel that they are being listened to in a caring way. This will make it easier for them to point out any barriers to inclusion in the workplace during informal discussions.

Setting up a platform dedicated to inclusion and diversity is an excellent means of supporting the company’s CSR policy. Employees should feel free to report any behaviour that is contrary to the organisation’s ethical values. Companies can also conduct regular anonymous surveys about the topic of inclusion at work.

4. Creating inclusion in the workspace

The work environment has a profound impact on the physical and psychological well-being of employees. Human-centric design considers people’s needs.

Employees’ specific needs

Inclusion in the workplace is designed to make everyone feel at home. The company should start by identifying all the possible needs of present and future employees. Are the premises suitable for a person with a disability? Are they functional for large or small individuals? After verifying this, it is important to implement practical action. The layout of the premises has an impact on the quality of your employees’ working life:

• Adjustable office or workshop chairs;
• Height-adjustable worktops and desks;
• Ergonomic workstations.

Flexibility at work

Today, a growing number of employees want more flexibility at work. The option of remote working regularly is seen as necessary for a healthy work-life balance.

To meet these new requirements, companies are setting up flex offices. Desks are no longer allocated individually but shared according to the days worked by each employee. The challenge is to make every member of the team feel comfortable. Involving employees in offices’ design is an inclusive approach.

Disability focus: creating an inclusive work environment

One in four Europeans has a disability1. This is why promoting equal opportunities for people with disabilities is a central issue in the companies’ inclusion policy.

The founding texts

Article 9 of the UN Convention on Persons with Disabilities states that every individual should be able to participate fully in all aspects of life. States have a role in providing access to the built environment, information, communication, and transport.

As part of this, the European Commission has established a set of standards encouraging companies to help integrate people with disabilities. According to Principle 17 of the European Charter of Social Rights, people with disabilities have the right to “a working environment suited to their needs“.

PRM accessibility

The aim of making standards for PRMs (People with Reduced Mobility) is to enable everyone to move freely around the premises, without obstacles and in complete safety. They must be applied in all spaces used by employees:

• Parking spaces with the appropriate signage;
• Access to buildings complying with PRM standards;
• Secure access to stairs;
• Furniture that has been adapted to people with disabilities.

Signage designed for each individual’s autonomy

Signage should enable all employees, including the visually impaired, to find their way around the company. It must be visible and readable as well as understandable by all:

• Access paths must be created for the visually impaired;
• 3D signage;
• Each sign must be transcribed into Braille;
• Audible warning signals.

Even if none of the company’s employees are visually impaired, the company should take the lead and automatically adopt Braille signage on its premises. As a reflection of its inclusive approach, this gesture will contribute towards each employee’s commitment.

An ergonomic workstation

The employer must adapt the workstation of persons with disabilities to their needs. Consultation with a health and ergonomics professional is essential. This is the best way to invest in durable and suitable equipment.

At Manutan, CSR and inclusion are central to our values. As distributors, we assist companies with purchasing and installing PRM equipment. We also offer a wide range of ergonomic furniture.

Inclusion is a real asset for business and can increase growth by 30%2. Developing inclusive recruitment is a way to broaden the talent pool. In a team with heterogeneous profiles, employees are more creative, happier, and more productive. Inclusive businesses also attract a wider range of customers. Inclusion at work is therefore a genuine competitive advantage.

The company of tomorrow will be more inclusive! Today is the day to get your company set up for the way the world of work is changing. Our “Future of work” white paper is designed to help you meet the challenges ahead.

1 Council of the European Union, Disability in the EU: facts and figures, 2019 (updated 2022)

2 Deloitte, Diversity and inclusion: The reality gap, 2017