Inclusive Hiring & Onboarding Tips

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Using unnecessary masculine language in a job posting can deter female or bigendered people from applying.

LIP

Inclusive hiring and onboarding practices help businesses attract qualified talent, strengthen workplace culture, and improve retention.

This page outlines some practical steps to reduce bias, conduct inclusive interviews, and design onboarding processes that support newcomer employees while aligning with the Ontario Human Rights Code and best practices across Ontario.

Employers are required under the Ontario Human Rights Code to provide accommodations during hiring processes.

Reducing Unconscious Bias in Recruitment:

Unconscious bias can unintentionally affect how resumes are screened and evaluated.

Unconscious (implicit) bias affects everyone. It can influence decisions in workplaces such as hiring decisions when candidates have international education, unfamiliar names, accents, or non-Canadian experience.

 

Practical Strategies:

  • Use structured scoring rubrics based strictly on job-related competencies.
  • Apply the same evaluation criteria to every candidate.
  •  Consider blind resume screening by removing identifying details (name, age, address, graduation year) and focusing on experience and skills.
  • Recognize international education, multilingualism, and cross-cultural experience as valuable assets – making use of free degree equivalency tools.
  • Provide bias-awareness or intercultural competency training for hiring teams.

LIP – Lanark & Renfrew offers intercultural competency workshops to support inclusive hiring practices.- liplanarkrenfrew.ca/services/facilitation/

 

 

Further Information:

Inclusive job descriptions expand your candidate pool and attract diverse talent. Job postings that unintentionally come across as exclusive can deter strong candidates from applying.

Best Practices:

  • Use clear, neutral language. Avoid gender-coded or overly aggressive descriptors unless essential to the role.
  • Focus on essential qualifications instead of requiring “Canadian experience.”
  • Highlight transferable skills such as communication, leadership, and problem-solving.
  • Include a statement which welcomes applicants from diverse backgrounds.
  • Clearly state that accommodations are available throughout recruitment (if applicable).
  • Further reading HERE

Structured, consistent interviews improve fairness and reduce bias. It can benefit organizations by tapping into broader, more diverse talent pools and supporting in identification of high-potential candidates.

Use a Structured Interview Process:

  • Ask all candidates the same core questions.
  • Evaluate based on demonstrated competencies not perceived “cultural fit.”
  • Document decisions consistently.

Establish Inclusive Interview Panels:

  • Diverse interview panels reduce individual bias, provide broader perspectives, and improve overall decision-making.
  • Include more than one interviewer, an interview panel (2-5 people) is ideal.
  • Involve individuals with varied perspectives and backgrounds.
  • Use trained HR or leadership support to maintain objectivity.

Use Clear, Cross-Cultural Language:

  • Avoid slang, idioms, and culturally specific references. Use plain language and direct questions.
  • Allow extra time for responses when needed.
  • Avoid assumptions based on accent or communication style.

Inclusive Question Examples:

Instead of: “Tell me about yourself.”

Try: “Tell me how your previous experience has prepared you for this role.”

Instead of: “Describe a time you went above and beyond the call of duty.”

Try: “Tell me about a time you took initiative to complete a task or solve a problem.”

Instead of: “Why are you applying for a job you seem overqualified for?”

Try: “What interests you most about this position?”

Avoid Prohibited Questions:

Under the Ontario Human Rights Code, employers should generally avoid questions related to:

  • Race, ethnicity, or country of origin
  • Citizenship (beyond legal right to work in Canada)
  • Religion or Creed
  • Age
  • Gender identity or sexual orientation
  • Family or marital status
  • Disability or health
  • Physical appearance
  • Pardoned offences

If unsure, seek legal advice before asking potentially sensitive questions.

Offer Interview Accommodations:

Proactively inform candidates that accommodations are available.

Examples include:

  • Accessible interview locations
  • Flexible scheduling
  • Additional time for written tasks
  • Plain-language instructions
  • Virtual interview options

Providing accommodations supports Ontario Human Rights Code compliance and improves access to talent.

Retention begins on day one. Newcomer employees may be adjusting not only to a new workplace, but also to Canadian workplace norms. As an employer, there are several strategies and supports you can implement to help a newcomer employee find success in the workplace.

Key Onboarding Practices:

  • Provide clear written expectations and job responsibilities.
  • Use plain language in orientation and training materials.
  • Assign a workplace mentor or buddy – Benefits of Workplace Mentorship.
  • Schedule regular one-on-one check-ins.
  • Offer training materials in multiple formats (written, verbal, visual).

Employees who feel valued and supported are more likely to successful integrate into the workplace and remain with the organization, reducing turnover costs and strengthening workplace culture.

Consistency, transparency, and strong communication ensure inclusive practices are embedded into your organization. Inclusive practices should be an integral part of policy.

Consider:

  • Creating written hiring guidelines.
  • Standardizing interview scoring tools.
  • Training managers on bias awareness.
  • Developing an onboarding checklist.
  • Gathering employee feedback to improve retention.

 

Additional Resources:

Last Updated: March 2nd, 2026
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