ORG LOGO ORG DEI Planning Retreat Date Guiding

ORG LOGO ORG DEI Planning Retreat Date

Guiding Constructivist Listening Principle I agree to listen to and think about you in exchange for you doing the same for me.

Intros and Connecting questions • Name, role • In a sentence or phrase, what is something you’re bringing into this meeting (feeling, intention, wondering, etc. )? Ø TYPE INTO THE CHAT 3

Today’s intentions ① Briefly summarize the points in each roadmap & provide any needed clarification. ② Discuss pacing and capacity implications of the recommended DEI Strategy Plan, and amend as needed. ③ Agree on next steps. 4

Activity Agenda Timing: 12: 30 – 3: 30 pm EST Customize Opening / Landing / Decision-Making / Expectations 12: 30 – 12: 45 Message from Champion 12: 45 - 12: 50 Situating the Planning Retreat 12: 50 – 12: 55 Present Proposed Roadmaps • Adaptive Leadership Learning Lab (15 min) • Improve Leadership Decision-Making and Inclusiveness (15 min) • Core Values and DEI Competencies (15 min) • Increase Staff, Board & Donor Diversity (15 min) 12: 55 – 2: 00 Break 2: 00 – 2: 05 Amend & Approve • Discuss Interdependencies • Assess Organizational and Leadership Capacity for implementation 2: 05 – 2: 45 Next Steps and discussion of DEI Audit activities 2: 45 – 3: 15 Closing 3: 15 – 3: 30 5

Meeting Agreements / Ways of Being 1. Focus on impact more than intent Customize 2. Speak your truth in ways that respect others’ truths 3. Speak for yourself/ speak from I statements 4. Listen to understand; make space for authentic clarifying questions; open minds, open hearts, open ears 5. Make space, take space 6. Stripping away job titles; acknowledge power dynamics and formal authority roles 7. Brave space 8. Observe confidentiality: Lessons leave, stories stay. Ask permission when in doubt. 9. Expect and accept a lack of closure 10. When the going gets rough, turn to wonder 11. Come to the work with all of yourself 12. Acknowledge that people are starting in different places and that’s okay 6

Decision-Making Approach for Planning Retreat Delegate with constraints to small group Fallback Level of Ownership Consensus Leader decides & announces Leader gathers input from individuals & decides Leader gathers input from team & decides Level of Involvement

Can We Endorse Our Recommended Plan? Fist to Five – Vote with Your Fingers 1 2 3 4 5 I need to discuss certain issues and suggest changes. I generally support this but want to discuss some minor issues. I’m not in total agreement but feel comfortable without further discussion. I think it’s a good proposal and will work to support it. It’s a great proposal and I’m willing to help lead. Fist A no vote - a way to block consensus. I need to talk more on the proposal and require changes for it to pass. Source : Fletcher, A. (2002). Fire. Starter Youth Power Curriculum: Participant Guidebook. Olympia, WA: Freechild Project.

Message from Champion 9

Situating the planning retreat

ORG Internal DEI Project Scope Align • Design with Project team Discover Plan • 6 Interviews and 4 Focus Groups • DEI All-Staff Survey • Document review • All-staff structural racism training • Milestone Meeting: Findings Retreat • Selected priorities for DEI Action Plan • Develop recommendations for each selected priority • Milestone Meeting: Planning Retreat • Working draft of DEI Action Plan Customize Launch • Finalize and present 2 -3 year DEI Action Plan Staff communications and feedback, Support for DEI WG, Coaching for key leaders, Supporting organizational transformation 11

What We Learned– strengths Our Findings • • • Finding Quote Customize Quote

What We Learned– challenges Our Findings Customize • Finding Quote Quote

Priorities and Planning Teams Customize Prioritized Project Areas Planning Team Adaptive Leadership Learning Lab Patrick (AM-led) Names Improve Leadership Decision-Making and Inclusiveness Angela (AM-led) Names Core Values and DEI Competencies Names Increase Staff, Board & Donor Diversity Names

Roadmap Proposals and Feedback Process

review and Discussion of roadmaps Step 1 • 5 -7 -minute overview of Roadmap Step 2 • Up to 10 minutes discussion of Roadmap (initial fist to 5, then any needed discussion)

For Each Roadmap, Consider: Is This Right for ORG? Do we have the right approach? How will staff answer: “What’s in it for me? ” What are the early motivators? When will staff see and feel the change? Does the plan advance at a pace we can absorb?

Improve leadership decision-making and inclusiveness See Roadmap

Proposed Amendments to/Questions about Roadmaps Customize Improve Leadership Decision-Making and Inclusiveness • Decision clarity is also a big opportunity here. Communicating the process roles, as well as the rationale for why decisions are mad once they are made (how they got made, by whom, and why). • Amendment: add clear standard for what effective communication looks like vis-à-vis decision making. Can help people feel more “in the loop” – heard, seen, represented. • Amendment: Segmenting different types of decisions – which ones are most consequential and high stakes that we should focus on?

adaptive Leadership learning lab See Roadmap

Proposed Amendments to/Questions about Roadmaps Customize Adaptive Leadership Learning Lab • For cohort selection - a cross section of different points of view • Key skill: mapping factions, engaging with conflict as generative

Core Values and DEI Competencies See Roadmap

Proposed Amendments to/Questions about Roadmaps Core Values and BDEI Competencies Customize • Meta consideration: How to best sync up the Roadmaps, given all the synergies (question to hold) • Risk: let’s not be constrained by our cultural history and status quo. Design approach to make sure this does not limit us from thinking outside of the box, in terms of our aspirational culture. • Amendment: add a survey mechanism to the approach to make sure to capture all staff feedback on the values • Comment: this one is foundational. How do we make sure that this one stays a priority. How do we “north star” this priority, b/c everything else will follow. CEO – strong alignment. This is a very important #1 thing to tackle. “It has to start with values. ”

Increase staff, board, and donor diversity See Roadmap

Proposed Amendments to/Questions about Roadmaps Customize Increase Staff, Board & Donor Diversity • “Best practice” research to help set measurement targets for the Roadmap • Include definitions and common language/frameworks for this one (and others)

Inputs to Pacing the Work What else is happening at ORG? • Are there upcoming events or programmatic activities that “crowd” the calendar or which could be optimized for deadlines or rollout? E. g. org strategic planning How much can we do concurrently? • The organization as a whole? • Senior management team? • Middle managers, as the leverage point for several projects? How quickly can the organization learn and integrate change? • When are the windows for pilots, roll out and training? • What other variables will limit or encourage absorption?

Recommended changes to the timeline What should we keep in mind?

Can We Endorse Our Updated recommende Fist to Five – Vote with Your Fingers 1 2 3 4 5 I need to discuss certain issues and suggest changes. I generally support this but want to discuss some minor issues. I’m not in total agreement but feel comfortable without further discussion. I think it’s a good proposal and will work to support it. It’s a great proposal and I’m willing to help lead. Fist A no vote - a way to block consensus. I need to talk more on the proposal and require changes for it to pass. Source : Fletcher, A. (2002). Fire. Starter Youth Power Curriculum: Participant Guidebook. Olympia, WA: Freechild Project.

Communication Plan What are we going to communicate? Whom To whom are we communicating? How will we communicate? Who is the communicator? When Evaluate What are multiple methods for reaching each audience? By when will it be communicated? How can we know if our communication was effective?

Wrap Next Steps Revisit Today’s Intentions Feedback Close

next steps Customize 1. Communicate progress to staff by next all-staff (Names) (and consider doing values exercise at the retreat) 2. Communicate progress to the Board in early January Board meeting (1 board member – Names + 1 staff person – Names) 3. Finalize recommended DEI Strategy by [Name]? 4. Other?

Today’s ons revisited ① Briefly summarized the points in each roadmap & provide any needed clarification. ② Discussed pacing and capacity implications of the recommended DEI Strategy Plan and amended as needed. ③ Agreed on next steps. 32

Feedback on This Meeting – A Practice for + • learning △ •