3 Tools for Surveying Staff Climate and Facilitating a Cultural Audit in the Workplace 3.1. Integrated process continuum 3.2. Integrated Open Survey Editable Template 3.3. Facilitation Guidelines: Culture Walks 3.4. Observation worksheet for culture walks 3.5 Facilitation Guidelines: Interviews/Focus Groups 3.6 Worksheet for interviews/focus groups

3.1 Visual Anchor: Staff Climate & Cultural Audit Integrated Process  

3.3 Facilitation guidelines : Culture Walks in the workplace Plan for an hour for your first meeting with the affinity group. Contextualize the Culture Walk as part of the MCOD process. Check with participants on their self-identified membership with the affinity group. Briefly walk participants through the iceberg concept of culture (handout 8.7). Emphasize that the main goal of a culture walk is good observation and that they will be looking for indicators of all three levels of the organizational culture. Physical signs: display of images, language of signs, space distribution, aesthetics, etc. Behavioral signs: predominant style of communication, people interactions, emotional climate, etc. Foundational Beliefs signs: explicit statements of the organizational belief system, implicit communication of such values and beliefs. Explain that this is an individual task and that their unique lens is most valuable for the process. Ask them to date and hand in worksheets. Explain that they can choose to do a culture walk one or more times. Recommend they to take at least 20 minutes for the whole process and to start with a centering exercise (Provide guidelines and if possible do the ABCG centering exercise). Read questions of the worksheet out loud and open conversation for questions. Map and agree on designated areas. Send participants for a 15 minutes culture walk. Debrief and check in with participants. Collect their worksheets. It helps the process to allow participants contact you with further observations. after their culture walk even if they turned in their worksheet.

3.4 Work Sheet for Culture Walk - Observation in the work place Area or Department:____________________________________________________________ Affinity Group Lens:_____________________________________________________________ Date(s):_______________________________________________________________________ Physical Signs - scan your office’s physical environment for: Office decorations Pamphlets and other paper materials on display Web site statements, pictures/graphics, descriptions of programs and services, marketing Office set-up Note if/how these indicators create an inclusive environment that values diversity:   Note areas that need more attention to demonstrate an equitable & inclusive work environment: Does the professional setting display a vision statement, a mission statement, and/or strategic goals that reflect inclusiveness? Is written information provided in languages in addition to English? How accessible is the office space/web site for people with disabilities (mobility, visual, hearing, learning)?

3.4 Work Sheet for Culture Walk - Observation in the work place (p.2)   Is the facility accessible by individuals with different needs and levels of ability? What is posted on bulletin boards or displayed on walls? Is it personal or are the postings limited to regulations and company announcements? Is there visible evidence that employees have been rewarded or recognized for their contributions? What is displayed on desks or in other areas of the building? Do employees look as if they have made themselves at home in the workplace? Or are personal items minimized in the work space? How do you notice the space is allocated? Are offices signs of status? Or are offices assigned to positions that require confidentiality or quiet? How much space is assigned for meetings and other opportunities for employee interaction? Are seating areas, kitchens, lunchrooms, and restrooms conducive to employee comfort and relationship building? If so, how and by whom are such areas used? Use this space if you need to draw a particular setting you would like to highlight

3.4 Work Sheet for Culture Walk - (p.3)  Communication and relationships How are people most likely to communicate - is all communication written, or do people express themselves verbally? Do they send e-mail to the next cubicle? Or is there an emphasis on phone communication and/or face-to-face engagement? What is the tone of the messages (formal or informal, pleasant or hostile, etc.)?   What types of interactions between employees do you see? How much and what level of emotions do you see expressed? When you think of the communication style and relationship climate at work, what is the first word that comes to mind? How does it impact you? Noticing Absences Look around again, what (or who) do you notice is absent? Any particular physical signs, space use or distribution, a form of communication or other? Noticing Patterns Take a moment to look at your notes and think back at your experience. Write down any patterns you have noticed.

3.5 Guidelines to facilitate Culture Interviews and Focus Groups Plan for an hour for your first meeting with the affinity group. Contextualize the interview or focus group as part of the MCOD process. Ask interviewee to self identify in terms of gender, race and position in the organization, or check with participants on their self-identified membership with the focus group. Confirm to participants that their identity will remain confidential and inform participants of the no retaliation agreement (if you have one). Clarify that replies are not expected to be objective but rather best contribute to the process when coming from their unique personal perspective. Read questions of the worksheet out loud and ask for questions. Allow participants to write their answers individually (Approx. 15 min) Sit around in a circle and facilitate a circle conversation Thank participants and remind them that leaving their written questionnaires is optional. Inform about following steps, it helps the process to allow participants contact you with further observations after the interview or focus group.

3.6 Worksheet: Culture Interview or Focus Group Individual Questionnaire Affinity Group or Self-identification :______________________________________________ ________________________________________________Date:_______________________ Imagine you are an anthropologist and you have landed at a regular work day in your organization. Try to describe this work environment. Please comment on physical signs, space use/distribution, communication, leadership styles, common behaviors, values and beliefs or other as they impact you. What is the first word you associate with how you feel at work. If possible elaborate on it. What would you tell a friend about your organization if he or she were about to start working here? Who do you observe mostly succeeding in this organization and what does it take?

3.6 Worksheet: Culture Interview/Focus Group Individual Questionnaire (p.2) Who do you observe mostly struggling in your organization ? What is the mission of your organization, and how does it relate to you and your work? Do the organization's policies and procedures support your efforts to accomplish work or do they impede your progress? What physical signs in the workplace you think best represent the organizational culture and how do you relate (or not) to these? What stories have you heard current employees tell new employees about your organization when they join the organization? What is your favorite story, the story you share most frequently, about your organization?  

2.6 Facilitation Guidelines: Moving Change Team into Action (cont.) Putting first things first: Ask them to group by three and identify up to 3 priorities for action as it is best aligned with the identified time frame for their MCOD Change Plan in progress. Give them some time for this task. Facilitate a conversation to agree on CT priority actions. IMPORTANT: Remind participants that at this starting point of the process it is ok not to have all strategies mapped out. It does not mean they are discarded. Explain that now that MCOD assessment provided a general orientation for the change process, it is best to concentrate on a few immediate steps to activate change. Emphasize that MCOD Change Plan continuum is a living document and that the CT will regularly update, complement and modify it as needed. Clarifying Expected Outcomes: Have the group identify and agree on expected outcomes for each priority. Guide them on integrating these with tentative delivery dates on their MCOD Change Plan continuum. Matching Tasks & CT Members: Have a small group chart tasks for each priority action. Also have another group to chart tasks for the best functioning of the CT. Provide a way to record and report these charts (flipchart, markers, or laptops if available). Have every group report and ask CT members to listen with the intention of identifying tasks that best match their skills and time availability. All tasks should have an identified point person. Closing Circle: Ask participants to share how they feel at the end of this meeting and anything they want to share with the group as they continue to move forward.

2.7 MCOD Change Plan Continuum Worksheet