Guidance on Creating and Managing State of Colorado Employee Resource Groups and EDIA-Related Committees
In alignment with the State of Colorado’s commitment to a Colorado For ALL, this guidance provides a framework for establishing and managing Employee Resource Groups (ERGs) or Equity, Diversity, Inclusion, and Accessibility (EDIA)-related committees. This guidance is intended for agency leadership, HR professionals, and employees interested in launching or managing ERGs and EDIA-related committees.
Background
Agencies are not required to authorize ERGs or EDIA-related committees. Agency executive directors may disallow all ERGs or EDIA committees within their organizations at their sole discretion. If an agency authorizes ERGs or EDIA-related committees, individual ERGs or committees may not be prohibited from forming because of the group’s purpose in serving or supporting a protected class under the Colorado Anti-Discrimination Act (CADA) or Title VII. Consideration and approval or denial of State resources, such as time, technology, meeting space, etc., must be made consistently among all approved ERGs or EDIA committees.
The U.S. Equal Employment Opportunity Commission (EEOC), Title VII, prohibits employers from limiting, segregating, or classifying employees or applicants based on race, color, religion, sex, and national origin in a way that affects their status or deprives them of employment opportunities. This prohibition applies to employee activities which are employer-sponsored (including by making available company time, facilities, or premises, and other forms of official or unofficial encouragement or participation), such as employee clubs or groups. In the context of EDIA programs, unlawful segregation can include limiting membership in workplace groups, such as ERGs, business resource groups, or other employee affinity groups, to employees who are members of certain protected groups. This means that ERGs must be open to all employees, regardless of their membership in a protected class. Additionally, employees may not be segregated into different groups based on membership in a protected class during ERG activities or events.
Definitions
ERGs are voluntary, employee-led groups organized around shared identities, lived experiences, or interests (e.g., race, ethnicity, disability, religion, veterans, early-career professionals, etc.). These groups are intended to create safe and affirming spaces for connection, growth, and advocacy. ERGs operate with support from agency leadership but are grounded in employee voice and workplace experience.
EDIA-related committees are voluntary agency-supported working groups organized to address specific EDIA-related topics, strategies, or challenges. These groups may include employees from various backgrounds and job levels and are often sponsored or endorsed by agency leadership. Committees may be created to support the implementation of EDIA strategies, improve inclusive practices, or address EDIA needs within the agency.
Goals
ERGs can contribute meaningfully to both employee experience and organizational excellence. Their shared goals include:
Fostering Belonging and Inclusion
ERGs and EDIA-related committees may offer additional opportunities for employees to connect, share experiences, and build relationships. By fostering a culture of belonging, these groups help reduce organizational isolation and create a supportive environment where all employees feel valued. They also contribute to a #ColoradoForALL by building inclusive practices and supporting initiatives to improve access, representation, and inclusion for all employees.
Supporting Professional Development
ERGs and EDIA-related committees can help employees build skills, gain visibility, and grow professionally. Through mentorship, peer support, and leadership opportunities, they can support an engaged and capable workforce.
Advising on Initiatives
ERGs and EDIA-related committees may offer agency leaders direct insight into employee needs and experiences, helping shape responsive and equitable policies, programs, and practices.
Promoting Collaboration Across Agencies
ERGs and EDIA-related committees can also encourage cross-agency connections through joint events, shared initiatives, and resource exchange. This collaboration builds stronger networks, enhances innovation, and promotes unity across the State workforce.
Enhancing Cultural Awareness
ERGs and EDIA-related committees often lead initiatives that promote cultural understanding through speaker series, workshops, and events that reflect the rich diversity of Colorado’s workforce. These efforts build empathy, learning, and inclusive behaviors across agencies.
Key Principles
The following key principles are intended to support the successful development, implementation, and sustained impact of ERGs across State agencies.
- Membership in all ERGs is open to any State employee within an agency, regardless of their role, background, or identity. All members must be given the opportunity to participate fully in activities and meetings.
- Cross-group participation is integral to inclusion. Research shows that building proximity—working together across differences—promotes greater inclusion, understanding, and a stronger sense of belonging for all employees.
- Onboarding for all ERG and committee members should emphasize inclusive participation. Members should be encouraged to practice active listening, honor one another’s lived experiences, and create space for all voices to be heard and valued.
- The goals, activities, and outcomes of ERGs and committees should be communicated clearly across the agency. Including regular updates in internal or public-facing reports helps promote transparency, align efforts with agency priorities, and reinforce accountability.
- Agencies are encouraged to offer meaningful recognition to group leaders, with approaches tailored to their context and capacity. Decisions should be coordinated internally and aligned with available resources. Supporting leaders is essential to sustaining engagement and the long-term success of inclusion-focused efforts.
- ERGs and committees primarily focus on the needs, experiences, and priorities of employees. Agencies are encouraged to gather employee input—through surveys, listening sessions, or informal feedback—to ensure the work of ERGs and committees remains relevant, inclusive, and responsive.
- For committees whose work impacts public-facing policies or services, additional input from the communities served by the agency may also be valuable.
Building and Sustaining: An 11-Step Process
If your agency is planning to establish a new ERG or EDIA-related committee, the following 11-step process provides a recommended path for building a strong foundation and ensuring long-term success.
- Assess Interests and Needs
Conduct surveys, listening sessions, or informal discussions to understand employee interests and organizational needs. Use the findings to identify potential focus areas.
- Define Group Purpose and Leadership Structure
Clarify the group’s purpose, scope, and intended impact. Outline a leadership model that reflects shared responsibility and includes roles such as chairs, coordinators, or rotating facilitators, based on what best fits your agency’s needs.
- Appoint an Advisor
Designate an advisor, such as an HR representative or EDIA leader, to provide guidance, ensure alignment with agency goals, and serve as a resource for group leaders.
- Provide Training for Leads
Offer training to equip ERG and committee leads for success. Topics may include leadership development, inclusive facilitation, conflict resolution, and aligning initiatives with organizational priorities. If your agency has a charter or guidance document for respectful conversations, consider using it as part of this training to support effective group discussions. If not, a sample document is available from the Statewide Equity Office: Guiding Principles for Training and Discussions.
- Identify Groups with an Inclusion Lens
Groups should reflect diverse, intersectional representation; employees must not be separated into groups based on their membership in a protected class. An inclusive approach helps create welcoming spaces and ensures broad relevance across the agency.
- Appoint Executive Leadership Sponsors
Identify and appoint an executive sponsor to champion the group, advocate for its work, provide strategic support, and enhance visibility and impact within the organization.
- Set a Meeting Cadence
Establish a consistent schedule for meetings, blending formal sessions, informal gatherings, and collaborative efforts with other agency groups to develop engagement and momentum.
- Define Goals and Metrics
Collaborate with the group members and executive sponsors to set clear, measurable goals that align with organizational priorities. Use metrics to track progress, celebrate milestones, and guide future planning.
- Develop a Communications Plan
Create a communication strategy to raise awareness of the group and its activities. Use internal newsletters, intranet pages, and or leadership updates to keep employees informed and involved.
- Foster Collaboration and Continuous Improvement
Encourage collaboration with other ERGs, committees, and external partners when relevant. Solicit regular feedback from members and agency staff to evaluate impact and identify opportunities for improvement.
- And Most Importantly—Enjoy the Experience
Building community through ERGs and EDIA committees should be meaningful, rewarding, and even fun. Celebrate wins, foster connection, and make space for joy along the way.
Recommended Implementation Timeline
The following is a suggested implementation timeline to help agencies effectively establish and sustain ERGs and EDIA-related committees over the first year.
Within Three Months
- Conduct interest surveys or listening sessions to assess employee needs, interests, and priorities for ERGs or EDIA-related committees.
- Identify personnel to lead the group effort, including advisors, coordinators, or committee members, to oversee initial planning and implementation.
- Begin identifying potential group focus areas based on feedback and alignment with organizational goals.
- Connect with existing ERGs across State agencies to exchange ideas, learn from their experiences, and inform your group’s structure and purpose.
Within Six Months
- Provide training to leaders that prepares them for leadership roles and equips them with essential skills, such as facilitation, goal setting, initiative prioritization, inclusive leadership, and conflict resolution.
- Draft and finalize charters that outline the group’s mission, structure, roles, and operational guidelines.
- Appoint an executive sponsor to provide strategic guidance and advocacy.
- Set a regular meeting cadence, blending formal sessions with informal gatherings to maintain engagement.
Within One Year
- Develop and carry out a communication plan to raise awareness about group initiatives and encourage participation.
- Define clear goals and metrics to measure progress and impact.
- Promote cross-group collaboration by initiating joint events or shared initiatives that foster inclusion.
- Establish a regular feedback and reflection process with agency leadership and group members to share insights, celebrate progress, and collaboratively identify opportunities for improvement and future focus.
Questions
For questions or additional support, agencies may contact the Statewide Equity Office directly (dpa_StatewideEquityOffice@state.co.us) to consult on ERG activities or seek further resources.