AMC launched its first employee resource groups (ERGs) in 2021 to create space for team members who share similar interests, lived experiences, or identities to come together to support one another.

Since then, they have become thriving communities that offer meaningful opportunities for connection and learning beyond the workspace. We now have 6 distinct ERGs dedicated to a range of focus areas: BIPOC, Caregiving for Adults, LGBTQIA+, Wellness & Well-Being, Working Moms and Dads, and Working Women. Each one is led by co-navigators, who plan several meetings and learning events throughout the year.

So, what goes into leading an engaging ERG meeting?

I went right to the source and asked those who are leading and shaping AMC’s ERG community for their advice. These are their 5 strategies for leading engaging and impactful meetings.

Start with a Mission Statement

It may be tempting to jump right in and host your first ERG meeting, but before you do, dedicate a little time first to crafting a mission statement for your group.

A mission statement should detail—at a high level—the goals and objectives for your ERG. This will not only give participants an idea of what they can expect but also makes the process of planning meetings and programming easier for those leading the ERG (an added bonus when trying to balance creating an engaging ERG experience with managing daily job responsibilities).

“Our mission statement serves as a guiding framework when we’re selecting topics and structuring sessions,” said Summar Jonas, co-navigator of AMC’s Working Women ERG.  “We regularly refer to it when developing programming, ensuring that each ERG session or event aligns with the group’s overall objectives and goals.”

Prework Won’t Work

To get the most out of each ERG meeting, you might be tempted to ask attendees to review materials in advance or engage in other types of pre-meeting work.

Don’t do it.

Though prework is a typical requirement for many board, business, and staff meetings, don’t bring that expectation to your ERG meetings. Some attendees won’t have the time to do it and others may forget. Either way, you’ll need to devote time during your session to getting them up to speed or risk them not having the context they need to participate fully.

Instead, release them and yourself from any prework expectations and make the most of the scheduled time you have together.

Have a Plan but Be Poised to Pivot

Have a structure in place for your meetings but always be prepared to pivot in case things don’t go according to plan.

“If you plan for the meeting to be a discussion among attendees, plan to fail—in case the selected topic doesn’t resonate the way you had expected,” said Julie Rogers, co-navigator of the Working Moms and Dads ERG. “I don’t always know in advance if the parents who attend a given Working Moms and Dads ERG meeting will have infants, teens, or a mix. A discussion topic like mitigating the risk of a child’s social media presence will fall flat if the attendees only have toddlers. You have to be ready to shift from Plan A to Plan B by having a lot of ideas ready to go that will appeal to different segments of attendees.”

Don’t Be Afraid of Silence

You’re leading a group discussion, looking forward to generating meaningful conversation, and then it happens…dead silence and eye contact avoidance.

Uncomfortable? Perhaps, but it’s happened to many meeting leaders.

It can happen even more so during an ERG session, when discussions focus on identities and lived experiences instead of solely on work-related topics. It helps to have a plan in place for embracing the awkwardness or waiting until it wears off.

“Have a few easy questions prepared ahead of time to encourage discussion,” said Lauren Winters co-navigator of the LGBTQIA+ and Working Women ERGs. “But, don’t be afraid of a little silence here and there—it can take time for folks to think through a question.”

Mix Up the Format

Experiment with different meeting formats and activities to keep attendees engaged. Educational sessions with a guest speaker, panel discussions, roundtables, interactive games such as trivia, and social events are tried and true options that make learning fun, create connections, and build community.

Putting it All Together

Preparation, flexibility, and empathy are all key to facilitating impactful ERG meetings. By being comfortable with quiet moments, anticipating diverse needs, and remaining adaptable when plans go awry, you can create a space in which attendees can engage authentically and meaningfully.

Many thanks to the AMC ERG co-navigators who contributed to this post: Summar Jonas, Gina Parisi, Julie Rogers, Lauren Winters, and Laura Witt.

Katherine Wayne is senior manager of corporate communications at AMC.

Be the first to know about the latest articles, news, and events from AMC. Sign up for our emails!