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How to Encourage Employees to Share Their Diversity Data for DEI Reporting | MyAnova

Published by MyAnova

12 January 2025

Introduction


Companies are continuously realising the value of diverse workforces and the power of Diversity, Equity, and Inclusion (DEI) initiatives. And for good reason! A truly inclusive culture isn’t just about doing the right thing—it also drives real, measurable business success.


The numbers don’t lie:

  • Organisations with inclusive cultures are 2x more likely to meet financial targets, 3x more likely to perform well, 6x more innovative, and 8x more likely to achieve better business outcomes. Deloitte

  • 85% of CEOs with diverse, inclusive teams report increased profits. PwC

  • Companies in the top quartile for ethnic and cultural diversity are 36% more profitable than those in the bottom quartile. McKinsey

  • Organisations with strong DEI commitments are 45% more likely to grow market share. Deloitte

 

Those are some pretty compelling stats, right? But to make these kinds of gains, companies need one essential thing: data. Specifically, data about the diversity of their workforce. This helps organisations see where they stand and where they need to improve.

 

Plus, many jurisdictions are starting to implement laws that require transparency in workplace diversity. Take Ireland, for example—companies with 50-250 employees are now required to report their gender pay gap information. With similar regulations cropping up globally, having accurate diversity data is becoming not just a best practice, but a legal requirement.

 

The challenge, though, is that asking employees to share personal details like race, gender identity, or disability status can feel a bit tricky. How do you get people to feel comfortable enough to provide that info?

 

Well, it starts with building trust, being transparent, and making sure employees know how this data will benefit them.

 

Here’s a friendly guide on how to approach this process without making it awkward—and with results that can help transform your DEI efforts.

 

1. Build Trust: Create a Safe Space First

Before you even think about asking employees for their diversity data, ask yourself: Do they feel safe, included, and valued? If people don’t feel like they belong, asking them to share personal information may feel too risky.

 

Start here: Prove that your company is committed to inclusion. Promote diverse voices, offer employee resource groups (ERGs), and make sure leadership walks the walk when it comes to diversity. When employees feel secure and valued, they’ll be more willing to share their data.

 

2. Be Transparent: Explain Why This Data Matters

Let’s face it—if employees don’t understand why you’re asking for their diversity data, they might think, “What’s this really for?” You’ve got to explain the why clearly.

 

What to say: “We’re asking for this information so we can make our workplace more inclusive for everyone. This data helps us spot areas for improvement, address inequities, and track our progress in creating a better environment for all employees.” Share examples of how past data has driven real change, like more inclusive policies or leadership diversity programmes.

 

3. Emphasise Privacy: Assure Them Their Data Is Safe

Privacy is a big deal. Employees need to know that their personal information won’t be used against them or made public in any way.

 

How to reassure them: Be upfront about your privacy protocols. Make it clear that all data will be anonymised, stored securely, and only used for aggregate reports. Explain that individual responses will never be shared with managers or used in any decisions about them personally.

 

4. Keep It Voluntary (But Encourage Participation)

This one is for the companies where diversity data collection is not (yet?) a regulation. While you should never require employees to provide diversity data, you can still encourage them to participate by framing it as a chance to make a real difference in their workplace.

 

How to phrase it: “Your input is essential for helping us create a workplace where everyone feels like they belong. By sharing your experiences and background, you’re helping us take concrete steps to improve equity and inclusion.” This shows employees that their voices matter.

 

5. Lead by Example: Have Leaders Share Their Data

People look to their leaders for guidance, so if company leadership participates in DEI reporting and openly discusses why it’s important, employees will be more likely to follow suit.

 

What you can do: Encourage leadership to share their diversity data first and explain why they’re doing it. When employees see that leadership is engaged in the process, it helps build trust. Leadership can say something like, “I’m sharing my data because I believe in building a company that’s inclusive for everyone.”

 

6. Make It Easy and Accessible

No one likes a complicated process—especially when it comes to surveys or forms. The easier you make it for employees to share their data, the more likely they’ll do it. Use tools that guarantee user-friendliness, for example, using a tool like MyAnova will easily gather your data using our user-friendly and intuitive survey platform.

 

What to do: Simplify the process. Make sure the survey is mobile-friendly, clear, and takes just a few minutes to complete. Offer instructions and support for anyone who needs it. If it’s easy to fill out, more people will do it!

 

7. Highlight the Personal Benefits

Employees want to know, “What’s in it for me?” Show them that their participation in sharing diversity data isn’t just about numbers—it’s about creating a better workplace for them.

 

How to explain it: Make it clear that their input will lead to policies and programmes that benefit everyone, from more inclusive hiring practices to leadership development opportunities. Say, “Your data helps us create programmes that support you and make our workplace better for everyone.”

 

8. Keep Them Informed: Show Progress and Results

Once employees have shared their data, don’t leave them in the dark. Show them how their input is being used and what changes are happening as a result.

 

What to do: Send out regular updates on DEI progress. Let employees know how the diversity data has shaped new policies or programmes. You might say, “Thanks to your input, we’ve introduced new mentorship opportunities for underrepresented groups and are actively working to improve work-life balance policies.”

 

Wrapping It Up: Building Trust Through Action

Collecting diversity data is a crucial step in creating a more inclusive workplace, but it all comes down to trust. By creating a safe space, being transparent about why the data matters, and showing employees how their input drives real change, you can encourage participation in a way that feels natural and empowering.

 

When employees know their voices matter and their data will be used for good, they’ll be much more likely to share—and your DEI efforts will be all the stronger for it.

Asking employees to share personal details like race, gender identity, or disability status can feel a bit tricky. How do you get people to feel comfortable enough to provide that info?

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