Equity and inclusion project management checklist

In its vision statement, Stanford Digital Education aspires to create a “more just, equitable and accessible system of education.” Our project-driven work aims to address historical disparities and provide equal opportunities for all learners, regardless of their backgrounds.

In this project, we asked ourselves what concrete steps can we take to match our actions to our vision and values? To answer that question, we have developed a project management checklist to ensure we honor diversity, equity, and inclusion principles at every step of the project management process.

In building this list, we wanted to think about the full cycle of any project, from initial planning, to design, to implementation, to evaluation. We hope it is useful to you! Please send any feedback to Cindy Berhtram at berhtram@stanford.edu. 

Project practices that support equity and inclusion

Note: Elements to be included in the initial planning phase (for which our team uses a project brief) are indicated with an asterisk.

In the research phase

Goals and alignment

• Discuss and document project values and goals with all project team members and relevant stakeholders.*
• Identify potential misalignments and address them.

Stakeholder engagement

• Identify and list all stakeholders.*
• Ensure representative stakeholder groups are included, especially historically marginalized communities.
• Share documented project values and goals with all teams and partners.

In the design phase

Team norms and behaviors

• Set clear processes for project communication and meeting cadence that meet partners’ needs.*
• Ensure everyone has a voice in meetings and decision-making. Note: this may include some additional onboarding so everyone is able to speak with the same context and agency.
• Establish guidelines for meeting conduct, note-taking, and decision-making.

Feedback and participatory design

• Develop a plan for including participatory learning design in as many project stages as possible.
• Establish feedback channels (surveys, focus groups, interviews).*
• Ensure a plan is made for acting on feedback gathered during the project.
• Gather information on stakeholders' backgrounds and needs.

Monitoring equity and inclusion

• Set up regular equity "pulse checks."
• Document and address any detected equity gaps.

During project work (development through implementation)

Communications

• Highlight and promote diverse voices throughout the project.

Partnerships and collaborations

• Ensure partners are fairly compensated for their contributions.
• Regularly review partnerships for alignment with project goals.
• Make sure that all stakeholders have the resources and trainings to participate fully in the project.

Continuous learning and improvement

• Schedule and attend relevant workshops and training.
• Document learnings, new knowledge, and best practices continuously throughout the project.
• Periodically review and update the project's equity and inclusion strategies as needed.
• Measure student and stakeholder experiences for equitable access and support during project implementation phase.

Evaluation, iteration, and future planning

Data-driven accountability

• Be clear about how evaluation data is used to make improvements.
• Celebrate milestones and achievements transparently.

Documenting and sharing

• Develop a strategy for reporting and sharing best practices.
• Advocate for equity and inclusion at broader forums/platforms.

Sustainability and future strategy

• Keep long-term sustainability in mind for partnerships.
• Continuously review and refine the project plan based on feedback and outcomes.

Access an Excel version of this checklist: 

Other resources

• Our project management process, including DEI principles and practices: 

  Project management process (207.85 KB)

• Our project brief template, used to summarize overall project details as well as plans for including DEI:

  Project brief template (36.41 KB)

• Our project kickoff template:

  Project kickoff template (312.84 KB)

Authors

Cindy Berhtram, director of project strategy and operations

Paloma Gutierrez, student fellow

Annie Sadler, assistant director of project evaluation and research