How to Create an ERG Charter in 7 Simple Steps

Employee Resource Groups (ERGs) have become essential components of modern workplace culture, fostering inclusion, supporting professional development, and driving business outcomes. However, without a clear roadmap and governing document, even the most well-intentioned ERGs can struggle to make meaningful impact. This is where an ERG charter becomes invaluable.

An ERG charter serves as the foundational document that outlines your group's purpose, objectives, structure, and operating procedures. Think of it as your ERG's constitution—a living document that guides decision-making, ensures accountability, and communicates your group's value to both members and organizational leadership.

Whether you're launching a new ERG or looking to formalize an existing group, creating a comprehensive charter is one of the most important steps you can take. In this guide, we'll walk you through seven simple steps to develop an ERG charter that sets your group up for long-term success.

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Why Your ERG Needs a Charter

Before diving into the creation process, it's important to understand why an ERG charter is so critical. Research shows that organizations with formal ERG structures see significantly higher employee engagement and retention rates. 70% of companies report increased employee engagement after implementing well-structured ERGs.

A well-crafted ERG charter provides several key benefits:

• Clarity of Purpose: Clearly defines why your ERG exists and what it aims to accomplish

• Organizational Alignment: Ensures your group's goals support broader company objectives

• Resource Justification: Helps secure budget, time, and executive sponsorship

• Member Engagement: Creates clear expectations for participation and involvement

• Measurable Impact: Establishes metrics and accountability measures for success

• Sustainability: Provides structure for leadership transitions and long-term growth

Now, let's explore how to create an effective ERG charter that encompasses all these elements.

Step 1: Define Your ERG's Mission and Vision

The foundation of any strong ERG charter begins with a clear mission and vision statement. Your mission should articulate why your ERG exists, while your vision should describe what success looks like for your group and the broader organization.

When developing your mission statement, consider these questions:

• What specific community or cause does your ERG serve?

• What unique value does your group bring to the organization?

• How does your ERG support both member development and business objectives?

For example, a women's ERG charter might include a mission statement like: "To advance gender equity in our workplace by providing professional development opportunities, fostering inclusive leadership, and advocating for policies that support women's career advancement."

Your vision statement should be aspirational yet achievable. It might read: "To create a workplace where women at all levels feel empowered, valued, and equipped to reach their full potential while driving innovation and business success."

When crafting these statements, involve your core founding members in collaborative sessions. This ensures buy-in and creates ownership among your initial leadership team. Additionally, study employee resource group examples from other successful organizations to inspire your own unique approach.

Step 2: Establish Clear Objectives and Goals

Once you've defined your mission and vision, the next step is to establish specific, measurable objectives. These should align with your organization's diversity, equity, and inclusion (DEI) strategy while addressing the unique needs of your ERG's community.

Consider organizing your objectives into three categories:

Member Development Goals:

• Provide mentorship and sponsorship opportunities

• Offer skill-building workshops and professional development sessions

• Create networking events and career advancement resources

• Support work-life integration initiatives

Organizational Impact Goals:

• Increase representation of your community in leadership roles

• Improve retention rates among target demographics

• Enhance inclusive practices and policies

• Drive innovation through diverse perspectives

Community Outreach Goals:

• Partner with external organizations and nonprofits

• Engage in volunteer activities and community service

• Support recruitment from underrepresented communities

• Participate in industry conferences and events

Each objective should follow the SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound). For instance, instead of saying "improve diversity," specify "increase women's representation in senior leadership roles by 25% within two years."

Understanding the types of employee resource groups can help you benchmark your objectives against similar ERGs and identify unique opportunities for your specific community.

Step 3: Define Membership Structure and Requirements

Your ERG charter should clearly outline who can join your group and what different levels of membership look like. Most successful ERGs adopt an inclusive membership model that welcomes both community members and allies.

Consider these membership categories:

Core Members: Individuals who identify with your ERG's primary focus community (e.g., women, LGBTQ+ employees, veterans)

Allies: Employees who don't identify with the primary community but support the group's mission and want to contribute to its success

Executive Sponsors: Senior leaders who provide strategic guidance, resources, and organizational visibility

Advisory Board: External or internal experts who offer specialized knowledge and industry connections

Define participation expectations for each category. While some members may prefer to receive communications and attend events occasionally, others may want to take on leadership roles or volunteer for committees. Your charter should accommodate different levels of engagement while encouraging active participation.

It's also important to address confidentiality and safe space principles in your membership section. Many ERG members share personal experiences and challenges, so establishing ground rules for respect and privacy is essential.

Step 4: Outline Leadership Structure and Governance

A well-defined leadership structure is crucial for ERG sustainability and effectiveness. Your charter should detail roles, responsibilities, election processes, and term limits to ensure smooth operations and leadership development opportunities.

Common ERG leadership positions include:

President/Chair: Provides overall strategic direction, represents the ERG to senior leadership, and ensures charter compliance

Vice President/Co-Chair: Supports the president and steps in during absences, often focusing on specific initiatives

Secretary: Manages communications, meeting minutes, and administrative tasks

Treasurer: Oversees budget management, expense tracking, and financial reporting

Committee Chairs: Lead specific focus areas such as programming, communications, membership, or community outreach

Regional Representatives: Coordinate activities across multiple office locations or geographic regions

For each role, specify the expected time commitment, key responsibilities, and qualifications. Consider implementing term limits (typically 1-2 years) to prevent burnout and create advancement opportunities for emerging leaders.

Your governance section should also outline decision-making processes, meeting cadences, and conflict resolution procedures. This creates transparency and ensures all members understand how the ERG operates. For detailed guidance on structuring your leadership team, review best practices for creating an effective ERG leadership structure.

Step 5: Develop Operating Procedures and Guidelines

This section of your ERG charter should address the practical aspects of how your group will function on a day-to-day basis. Clear operating procedures prevent confusion and ensure consistent experiences for all members.

Key areas to address include:

Meeting Structure:

• Regular meeting schedules (monthly, quarterly, or as needed)

• Meeting formats (in-person, virtual, or hybrid)

• Agenda-setting processes and decision-making protocols

• Attendance expectations and virtual participation guidelines

Communication Channels:

• Primary communication platforms (email, Slack, Teams, etc.)

• Content approval processes for external communications

• Social media guidelines and brand representation policies

• Crisis communication procedures

Event Planning and Programming:

• Event approval processes and budget allocation

• Venue booking and logistics coordination

• Speaker selection and content review procedures

• Evaluation and feedback collection methods

Partnership and Collaboration:

• Guidelines for working with other ERGs

• External partnership approval processes

• Vendor selection and management procedures

• Sponsorship and funding guidelines

Consider referencing established employee resource group guidelines to ensure your procedures align with organizational best practices and legal requirements.

Step 6: Establish Success Metrics and Evaluation Processes

To demonstrate value and secure continued support, your ERG charter must include specific metrics and evaluation processes. This section should outline how you'll measure progress toward your objectives and report impact to organizational leadership.

Develop metrics across three key areas:

Engagement Metrics:

• Membership growth and retention rates

• Event attendance and participation levels

• Communication engagement (email open rates, social media interactions)

• Leadership development and succession rates

Business Impact Metrics:

• Retention rates among target demographics

• Internal mobility and promotion rates

• Employee engagement scores within your community

• Recruitment effectiveness and referral rates

Organizational Influence Metrics:

• Policy changes or improvements influenced by ERG recommendations

• Leadership visibility and executive sponsor engagement

• Cross-ERG collaboration and partnership success

• External recognition and awards

Establish regular reporting cadences, such as quarterly business reviews with executive sponsors and annual impact reports for the broader organization. Include both quantitative data and qualitative stories that illustrate your ERG's human impact.

Consider developing an employee resource group strategic plan that aligns your metrics with broader organizational goals and creates accountability for results.

Step 7: Plan for Charter Review and Updates

Your ERG charter should be a living document that evolves with your organization and community needs. The final section should outline processes for regular review, updates, and amendments.

Establish an annual charter review process that includes:

• Membership feedback collection and analysis

• Leadership structure evaluation and optimization

• Objective assessment and goal adjustment

• Operating procedure refinement based on lessons learned

• Metric review and measurement improvement

Create a formal amendment process that requires input from key stakeholders, including:

• ERG leadership team consensus

• Member feedback and voting (when appropriate)

• Executive sponsor approval

• HR and legal review (for significant changes)

• Communication plan for changes

Consider scheduling your annual review to align with organizational planning cycles, budget processes, or performance review periods. This ensures your ERG remains strategically relevant and well-resourced.

ERG Charter Template and Examples

When developing your charter, it can be helpful to reference existing ERG charter templates and examples from successful organizations. While each charter should be unique to your organization's culture and needs, studying proven formats can provide valuable structure and inspiration.

Many successful ERG charters follow a similar format:

1. Executive Summary

2. Mission, Vision, and Values

3. Objectives and Goals

4. Membership Structure

5. Leadership and Governance

6. Operating Procedures

7. Success Metrics

8. Charter Review Process

9. Appendices (forms, templates, resources)

For organizations building a successful women's employee resource group, additional considerations might include childcare support for events, flexible meeting times, and specific focus areas like salary negotiation or executive presence development.

Getting Started: From Charter to Action

Creating your ERG charter is just the beginning. Once you've documented your framework, the real work of building community and driving impact begins. Consider these next steps:

Launch Strategy: Plan a charter announcement and kickoff event to generate excitement and recruit initial members. Use this opportunity to explain your ERG's value proposition and invite participation.

Programming Development: Begin planning your first quarter of activities, including ERG discussion topics and ERG activities that align with your charter objectives.

Executive Engagement: Schedule meetings with potential executive sponsors to present your charter and secure leadership support. Come prepared with specific asks for resources, time, and organizational visibility.

Cross-ERG Collaboration: Connect with other employee resource groups to identify partnership opportunities and avoid scheduling conflicts.

If you're just beginning this journey, our comprehensive guide on how to start an employee resource group provides additional foundational steps to complement your charter development.

Conclusion: Building ERGs That Make a Lasting Impact

Creating an effective ERG charter requires thoughtful planning, stakeholder input, and ongoing commitment to excellence. By following these seven steps, you'll develop a comprehensive framework that guides your ERG toward meaningful impact and sustainable growth.

Remember that the most successful ERGs combine strong foundational documents with consistent execution, member engagement, and organizational support. Your charter provides the roadmap, but your community's passion and dedication will drive the journey.

The investment you make in developing a thorough ERG charter will pay dividends in clearer decision-making, stronger member engagement, and more significant organizational impact. As you implement your charter and begin building your ERG community, continue to gather feedback, measure progress, and refine your approach.

Ready to take your ERG to the next level? Download Together's comprehensive ERG Best Practices eBook for additional templates, case studies, and expert insights that will help you build an employee resource group that creates lasting change in your organization.  

Your ERG has the potential to transform not just individual careers, but your entire organizational culture. Start with a strong charter, and build from there.