Toolkit TEAMMATE RESOURCE GROUPS
Just like the distinct spots on a cheetah, every teammate at Brown & Brown is unique, and we are passionate about embracing and celebrating their diversity and unique talents.
We strongly believe that a culture fostering inclusion and belonging builds a team that thrives on diversity of talent, which helps deliver innovative solutions for our customers. Our team is connected through shared core values and The Power of BE, which is part of our cultural DNA. Our goal is to further cultivate an inclusive environment that reinforces a sense of belonging in our teammates and allows them to succeed in all aspects of their lives. - Brown & Brown Operating Committee
PG 1
|
TRG Toolkit
Using This Toolkit: The Diversity, Inclusion, and Belonging (DIB) Task Force has put together this resource as a quick guide for Teammate Resource Group Leaders and members. For more detailed information on guidelines and operating principles, please be sure to review and save the “TRG Objectives and Guidelines” document.
Overview of Teammate Resource Groups Teammate Resource Groups (TRGs) are teammate-led, voluntary groups, that connect teammates who share or support a common identity. TRG members foster a culture of inclusion and belonging at Brown & Brown and have a positive impact on our business and our organization. TRGs serve as an extension of the Brown & Brown Diversity, Inclusion, and Belonging (DIB) task force and have three primary objectives: 1. Explore: Connect members and allies that support a common identity. 2. Engage: Help foster a culture of diversity, inclusion, and belonging across the organization. 3. Empower: Help drive better business outcomes.
Each TRG will: 1. Align their events and activities with the overall Brown & Brown Diversity, Inclusion, and Belonging strategy. 2. Have at least one meeting per month. 3. Implement professional development events and activities. 4. Cultivate mentorship opportunities for members. 5. Establish internal and external business partnerships. 6. Represent Brown & Brown at external events. 7. Engage with communities and organizations through volunteerism and outreach. 8. Expand and diversify our client and teammate referral pipeline and sourcing channels. Explore. Engage. Empower.
|
PG 2
Getting Started
Selecting a Name for the TRG
For more in-depth information on getting started, please refer to the “TRG First 100 Days” resource provided by DIB Task Force.
The name of the TRG should reflect the group’s mission and values will be decided upon in collaboration with the DIB Leader.
• How is this group different from other groups in the company?
• Meeting with the DIB leader to understand guidelines and brainstorm
• What steps need to be taken to achieve the group’s mission?
• Choosing a name that reflects the purpose or values of the group
• What are the short- and long-term goals?
Establishing a Group Charter; Setting Mission and Goals Each TRG must define and formalize a charter describing its mission, goals, and strategy. This charter must be signed by the Sponsors and Leaders of the TRG; it is a key moment in the formation of the TRG and the document serves as a foundation for the group to revisit. Each TRG must create and sign a charter in collaboration with the DIB Leader as a part of their “First 100 Days.” A charter template can be found here. The TRG’s mission and goals should be established in collaboration with the TRG Leaders and Sponsors. These should communicate the group’s core values and common interests while aligning with Brown & Brown’s DIB philosophy and strategy.
|
TRG Toolkit
• What are the core values of the group?
Making this decision will include:
• Ensuring that this name clearly communicates the mission of the group and is interesting enough to make someone want to learn more or join
PG 3
The following questions should be addressed when setting the mission and goals:
• Who will take the lead in the implementation of each goal? • What are reasonable and achievable timelines?
Onboarding Members Each TRG will have access to a Microsoft Team community, within which an interest form will live. This TRG interest form will be accessible on The Spot for teammates who wish to join the group. Each TRG is responsible for monitoring interest form submissions and fielding requests from teammates. TRGs are responsible for onboarding new members themselves in whichever format they find to be appropriate for their group and demand. Each TRG may appoint two Membership Engagement Leads to manage member recruitment, onboarding, and retention.
Communications Guidelines
Meeting Notifications
Each TRG may appoint communications leads, who are individuals responsible for organizing, designing, and developing communications and marketing materials for the TRG. Communications Leads will be required to work with the Brown & Brown Communication, Brand, and Digital Team to ensure TRG communications are in line with Brown & Brown standards.
At least one TRG meeting should be held monthly. Notice of the events should be shared as far in advance as possible and reach all current and prospective TRG members via the channels at the TRG’s disposal.
Internal Communications There are several ways that TRG members can connect, including virtual options: Yammer and Microsoft Teams
External Communications TRG members are not authorized to interact with the media without proper authorization. All external social media posts must be approved by the TRG Sponsor and Leadership Team with notice to DIB Task Force. Posts must also be sent to and approved by the Enterprise Communication, Brand, and Digital team and can only be posted on the official Brown & Brown social media channels.
Each TRG will have a dedicated Microsoft Teams Channel and/ or Yammer Page to be formed by the DIB Task Force, which it can use to communicate to its members, share resources, or save documents. Email
Each TRG can determine an email strategy for membership recruitment, event announcements, and other communications. TRGs may also establish a newsletter cadence as a part of this strategy. Any large-group or all-company emails must be approved by the DIB Leader. The Spot
A TRG mini-site will be created within the DIB Spot Page. This will house interest forms and other TRG documents. Any DIB or TRG Spot pages will be maintained by the DIB Task Force and Enterprise Communication, Brand, and Digital Team.
Meeting Management Tips Explore. Engage. Empower.
|
PG 4
Meeting Guidelines
• Begin on time: remember that TRG members are volunteering their time; it’s important to get the most out of everyone’s time and respect beginning and ending times for meetings. • Create and follow an agenda. • List group decisions visibly during the meeting. • Establish ground rules: The TRG can determine its own ground rules. A sample list of ground rules is below: - Listen respectfully and thoughtfully. - Value fellow teammates and appreciate their contributions. - When differences in perspective surface, “call in” for more context rather than “call out” the person’s statement. Assume positive intent. - Be realistic and accountable when accepting responsibility.
Guidelines for Brainstorming • Call out anything that pops into your mind. • Document all ideas. • No judgment. • Silence is okay. • Adding ideas onto other people’s ideas should be encouraged.
PG 5
|
TRG Toolkit
Tips to Engage Thoughtfully and Respectfully • Encouraging: Supports the speaker in sharing their feelings, perceptions, and attitudes (“Please tell me more about ____”). • Clarifying: Ask questions that clarify points made by the speaker (“When did this happen?” “What did this mean to you?”). • Acknowledging: Encourage greater openness by acknowledging and naming the feelings the speaker is expressing. (“I can see that you feel angry about that.”). • Empathizing: Put yourself in the other person’s shoes to better understand their perceptions and feelings. (“I can appreciate why you might feel that way.”). • Soliciting: Ask questions to solicit advice and identify possible solutions. (“What do you think should be done?”). • Summarizing: Summarize what the speaker has said in your own words. (“Let me see if I understand what you just said___.”). • Validating: Recognize the speaker’s contribution and thank them for communicating with you. (“I appreciate your willingness to raise these issues.”).
TRG Activities and Events The following lists the types of activities a TRG can use to connect teammates or raise awareness and visibility. These can also be planned in partnership with other TRGs. • Networking / social activities • Career development sessions and mentoring • Community outreach - Put a diverse face on the company - Advise on sponsorship opportunities to reach a specific customer group - Conduct focused outreach efforts • Speaker series
Creating an Innovative Business Solution Identifying a special feature for the program is critical to generating interest, fostering participation, and enhancing attendance. Defining this special feature in the context of a business solution creates added value and increases support and recognition for the group. For example, setting a goal to establish a mentorship program. Community involvement is another goal with high visibility. Brainstorming among TRG members will help generate ideas that will give a unique focus and purpose for all to work towards. Consider the following in brainstorming: • Send out an invitation for a brainstorming session; state the purpose of the session so members are prepared with ideas • Set up an alternative method for members who cannot attend
• Workshops on topics of interest to the group
• Assure TRG members that all ideas will be considered and respected
• Leadership or teammate forums
• Record all concepts and ideas, group similar concepts together
• Educational opportunities for non-members
• Through consensus, eliminate ideas that do not fit
TRGs are prohibited from engaging in the following activities:
• Voting on ideas is encouraged
• TRGs will not initiate activities or programs which, by itself, would be a function of an existing department within Brown & Brown. By way of example, TRGs shall not perform any Team Resource functions. • TRGs have no actual or implied authority to address teammate complaints and shall ensure that if a teammate brings such complaint to a TRG Sponsor, Leader, or Member, such person will direct the teammate to the appropriate reporting structure. • Activities that engage in political causes, make political or legislative endorsements, or promote candidates for public office. • Activities that seek to promote a particular religion, belief, or ideology. Explore. Engage. Empower.
|
PG 6
Community Impact TRGs are encouraged to engage with local communities as it aligns with their missions as well as Brown & Brown’s DIB philosophy. Examples of community engagement include: • Community service or volunteering events or programs - Encourage and celebrate the good work team members do in their communities • Partnering with local educational institutions • Exchange and share information and resources • Collaborate on community and professional events and activities • Report progress and share best practices
Community/Sponsorship FAQ’s 1. Can TRGs sponsor community events? Yes, after proper approval is received. See below for the approval process. 2. Is approval needed to sponsor a community event, and how are funds requested? All expenses require completing the TRG Funding Request Form—forms must be approved by the TRG Sponsor(s). All approved forms must be forwarded to the Brown & Brown DIB Leader. If event expenses or any individual request, in aggregate, total $1,000 or more, the form must go through a second-level approval and be reviewed by the DIB Task Force. 3. When should TRGs start the approval and payment process for an event? TRGs should start the approval process at least four (4) weeks before an event. We also recommend submitting all required documentation to AP at least three (3) weeks before payment is due.
4. What documentation is needed to pay a vendor? All invoices and supporting documentation must be submitted to accountspayable@ bbins.com. Supporting documentation should include the invoice and the approved TRG Funding Request Form. In addition, you will need a W-9 from any vendor being used. Approved costs should be charged to cost center 365 and routed to the Brown & Brown Director of Total Rewards for approval in Workday. 5. What types of events are TRGs prohibited from sponsoring and participating in? TRGs are prohibited from sponsoring and participating in the following: • Political or lobbying • Events which can be categorized as or partner with organizations that deal with: - harmful or discriminatory language and actions (ex. Groups with a history of hateful rhetoric, conspiracy theories) - any event that conflicts with the mission, ethics, integrity of Brown & Brown, Inc., or could result in reputational harm Any activities, events, or partnerships must adhere to the Brown & Brown, Inc. “Code of Business Conduct & Ethics”, please review the framework here.
Leveraging Relationships with Other TRGs It is important to collaborate with other TRGs where possible. Below are some suggestions: • Maintain an ongoing partnership with leaders and members of other TRGs • Exchange and share information and resources • Collaborate on community and professional events and activities • Report progress and share best practices
PG 7
|
TRG Toolkit
Measuring & Reporting Success
Reporting Reporting Expectations:
Sample Metrics To measure success, the TRG must establish goals and success criteria. These should be clear, measurable, and support the TRG’s mission. Some success criteria to consider include: • Recruiting a specific number of members per year • Publishing a quarterly newsletter • Conducting a certain number of events annually • Increasing participant attendance and meetings and events
Evaluation
• Sponsor(s) will share information about the group’s activities with the Brown & Brown Senior Leadership Team. • TRG Leaders will report the group’s progress at quarterly Diversity, Inclusion, and Belonging Task Force meetings. All TRG Leaders are required to participate in quarterly reporting meetings with the DIB Task Force. In these meetings, leaders of each TRG will share their progress to support overall DIB tracking practices and to promote cross-TRG transparency, awareness, and collaboration. Each TRG will complete the TRG Success & Accountability Metrics (SAM) report, which consists of slides that capture quantitative and qualitative performance indicators. You may find the SAMs Report Out Template here.
TRG performance will be measured based on the following: • Monthly interaction on Yammer • Conducting at least one TRG meeting per month • Conducting at least one event • Representation & attendance across Profit Centers, in membership, meetings, and events • Staying within budget • Improvement in Diversity, Inclusion, and Belonging represented by demographic data and survey results • The accomplishment of the goals the TRG outlined and committed to, in alignment with Brown & Brown’s strategic DIB framework. Explore. Engage. Empower.
|
PG 8
Budget and Expense Requests • An overall TRG budget will be established. • Individual TRGs will be required to present an annual business plan to the DIB Task Force and appropriate Sponsor by September. This business plan should include activities and events the TRG would like to complete in the upcoming year. • Upon approval, TRGs will be provided an annual budget range based on: - Activities and events for the upcoming year - Anticipated marketing needs - External association membership dues for TRG Leaders or the Company • All expenses require completion of the TRG Funding Request Form. The form must be approved by the TRG sponsor(s). If any individual request or event expenses, in aggregate, total $1,000 or more the form must go through a second-level approval and be reviewed by the DIB task force. All approved forms must be forwarded to the Brown & Brown DIB Leader. • All invoices must be submitted through Workday. Supporting documentation should include the invoice and the approved TRG Funding Request Form. Approved costs should be charged to cost center 365 and will be routed to the Brown & Brown Director of Total Rewards for approval in Workday.
Budget & Expense Checklist Step 1 - Present your business plan to the DIB Task Force and TRG Sponsors, outlining your activities and events Step 2 - Receive approval from the DIB Task Force for your business plan Step 3 - Enter your approved budget range Step 4 - Complete the TRG Budget Expense Form Request a W-9 for the vendor and attach it with the expense form Step 5 - Send the Expense Form to your Sponsor and obtain approval Step 6 - If your expense is $1000 or more send it to the DIB Task Force for Approval Email diversity@bbins.com with the subject line: [TRG NAME] Expense Approval, Expense Type, Expense Purpose, Expense Amount Step 7 - All approved forms should be sent to DIB Leader (jpires@bbins.com) for tracking purposes Step 8 - Submit invoice for payment through accounts payable in Work Day Email accountspayable@bbins.com Supporting documents include: Invoice Approved TRG Funding Request W-9 for payee Cost center for payment: 365, project code DIBTASKFORCE Step 9 - Track your approved, paid expense in your budget template For each new expense, repeat steps 4 – 9
PG 9 | TRG Toolkit
Explore. Engage. Empower.
|
PG 10
Learn more here.
©2022 Brown & Brown, Inc.