How to deal with racism in the workplace

Reflecting wider society, racism unfortunately remains one of the most serious challenges for high-performing organisations. Not only does it cause personal harm, but it weakens an organisation’s culture, and is a barrier to growing a company that is inclusive.

HR directors and other senior management require the right systems and processes for being accountable for, and effectively addressing, racism.

This blog puts a spotlight on this process and which actions should be taken; both from an individual and organisational standpoint.

Gather evidence

When racism occurs, the first step is to document everything. Racism can present itself in various forms, from an inappropriate comment to discriminatory behaviour or exclusion. Whichever form it takes, it is important that you record dates, times, locations, and a description of each incident. Note who was involved, as well as any witnesses.

When there are emails, texts or chat logs related to an incident, these may be vital evidence and must be saved.

The responses to the racism by the person subjected to it should also be recorded. This may include information such as what was said in return, how the person reacted, or if there were any follow-up conversations. It all helps to build a clear picture of the situation.
From an HR perspective, organisations need mechanisms that are both accessible and confidential for the steps outlined above.

Understand your rights and policies

Before action is taken, it is important that you are familiar with the rights and internal frameworks that are designed to protect those who are discriminated against.

Start by reviewing the equality, diversity, and anti-harassment policies of your organisation. Then, determine the grievance procedure. Is there already a set process in place for who to contact and how to file a complaint, as well as a timeline for response?

You should also encourage acting promptly, as some procedures have timeframes for lodging complaints. HR messaging should focus on encouraging employees not only to know their rights but to feel confident exercising them.

Choose your action

Once you’ve gathered evidence and reviewed the relevant policies, consider the best course of action for your situation. If you feel safe and comfortable doing so, start with an informal discussion.

Speak directly to your line manager, or if that isn’t appropriate, approach a trusted member of the HR team. Sometimes, issues can be resolved through honest conversation and education, especially if the behaviour stems from ignorance rather than malice.

From an HR viewpoint, this is where manager capability and responsiveness are critical. HR transformation initiatives should equip leaders with the skills to handle such conversations sensitively. This means that informal approaches don’t become missed opportunities for accountability.

A formal complaint may be necessary. Written grievances can be written, folllowing the company’s procedure. HR will usually initiate an investigation, gather statements, and reach a conclusion based on the evidence.

An effective HR programme ensures this process is transparent, fair, and dealt with within a certain framework. There should be clear communication at every stage.

For cases in which internal processes have failed to address the issue, an individual who experiences racism may seek external support from professional bodies, legal advisors, or equality organisations. In the UK, the Equality Act 2010 protects individuals from discrimination at work.

HR Directors and senior management are reminded that failure to address racism internally exposes the organisation to legal, reputational, and cultural risk.

Embedding equality and inclusion into HR operating models shouldn’t be seen as optional.

Transforming company culture to tackle racism

Tackling racism effectively requires more than reacting to incidents; it demands a proactive approach to making changes. HR leaders are typically tasked with transforming culture, processes, and leadership accountability, and at FiveRivers, we help organisations redesign HR systems and build in inclusivity across all management levels. We can implement data-driven approaches that track diversity within your organisation.

Talk to our expert team today and let’s address racism in the workplace, making your company genuinely inclusive and making your organisation a place where every employee can thrive.

Book a call today or use the contact form to tell us your requirements. A member of the team will get back to you as soon as possible