Guide to setting up an Employee Forum
Purpose of the guide
To support managers in creating a structured, inclusive employee forum that encourages open communication and employee engagement across the organisation.
What is an employee forum?
An employee forum is a group of elected or nominated employees who meet regularly with management to discuss workplace matters, raise concerns, and suggest improvements to enhance working conditions and culture.
Why have an employee forum?
Employee forums are a valuable tool for building trust and collaboration between staff and leadership.
They provide a safe, structured space for employees to voice ideas, concerns, and feedback. This can lead to faster identification and resolution of workplace issues, improved morale, and stronger employee engagement.
Having an active forum helps organisations stay responsive to employee needs, reducing turnover and supporting a positive culture where everyone feels heard.
Steps
1: Gain leadership support
Start by securing buy-in from senior leaders and key stakeholders.
Explain the benefits such as improved employee engagement, quicker resolution of issues, and stronger culture.
2: Plan and communicate
Develop a clear communication plan to inform all employees about the forum’s purpose, how it will operate, and what participation involves.
Transparency at this stage builds trust.
3: Draft terms of reference
Agree on the forum’s objectives, scope, membership criteria, meeting frequency, and decision-making processes.
This helps set clear expectations and structure.
4: Open nominations and run elections
Invite employees to nominate themselves or colleagues.
Run a fair and confidential election process ensuring representation across departments, teams, and diversity groups.
5: Induct forum members
Hold an induction session covering roles and responsibilities, confidentiality, meeting etiquette, and how to represent colleagues effectively.
6: Schedule regular meetings
Set a meeting calendar with clear agendas and allow time for open discussion.
Provide administrative support such as note-taking and action tracking.
7: Promote ongoing communication
Share meeting outcomes and progress updates widely with all staff.
Encourage two-way feedback between forum members and employees to keep engagement high.
8: Evaluate and improve
Regularly review the forum’s effectiveness through surveys or feedback sessions.
Adjust the process, membership, or communication approach as needed.
Role of the manager
Managers should facilitate, listen actively, and act on agreed actions.
It’s key to respect confidentiality and maintain trust between employees and leadership.
Tips for success
Keep meetings focused and time-efficient. celebrate wins and improvements driven by the forum.
Provide training for forum members to build confidence and skills.
