Have you ever felt excluded at your workplace because of the way you were addressed? If so, you are not alone. Does your workplace have a wide array of persons from different cultures and backgrounds? If so, the words you choose can have a profound impact on creating an inclusive atmosphere where everyone feels valued and respected.
Inclusive language is about promoting a sense of belonging and ensuring that all team members can contribute their best work. In this article, I explore the importance of inclusive language, things to avoid, and strategies for creating a more welcoming workplace through our words.
To begin, why is language important for creating inclusive environments? It is a powerful tool that shapes our perceptions, attitudes, and behaviours. In the workplace, the words we use can either reinforce stereotypes and exclusion or promote understanding and inclusion. Research by the Harvard Business Review found that employees who feel they belong are 3.5 times more likely to contribute to their full, innovative potential. This underscores the importance of using language that makes everyone feel included and valued, doesn't it?
Consider this scenario: A team leader consistently uses "guys" to address a mixed-gender group. While not intentionally exclusionary, this language might make women feel less visible or valued. By simply switching to more inclusive terms like "team" or "everyone," the leader can create a more welcoming environment for all. What are some examples of exclusionary language? One, using "he" as a default pronoun or terms like "chairman" instead of "chairperson"; two, using phrases like "turning a blind eye" or "falling on deaf ears" can be insensitive to those with disabilities; three, describing older colleagues as "over the hill" or younger ones as "millennials" or "Gen Z's" in a dismissive tone; and four, using idioms or references that are specific to one culture and may not be understood by others.
I now share with you strategies for using more inclusive terms. These strategies address the exclusionary uses we identified in the previous paragraph. One, use gender-neutral language. Rather than say, "The new hire should submit his paperwork", say: "The new hire should submit their paperwork". This goes with the principle of the singular 'they'. Two, use person-first language. Rather than say, "The disabled employee", say: "The employee with a disability". Three, avoid certain terms. Instead of: "That's crazy!" try: "That's surprising!" or "That's unexpected!" Four, use age-inclusive language. Rather than say, "Despite her age, she's very tech-savvy", say: "She has excellent tech skills." Five, deploy culturally sensitive communication. Don't say: "That's a no-brainer." Rather say: "That's an obvious choice" (Or say the former to an audience you trust would understand it). Six, avoid racial stereotypes. Don't say, "Can you guys speak English?" Rather say: "What languages do you speak?"
Isn't it true, however, that even with the best intentions, we all make mistakes? That notwithstanding, the main thing is how we handle those moments and learn from them. What can you do? One, if you realise you've used exclusionary language, acknowledge it immediately. Say: "I apologise for using that term. I realise it's not inclusive." Two, encourage colleagues to point out when you use non-inclusive language. Tell them: "I'm trying to be more inclusive in my language. Please let me know if I say something that's not inclusive." Three, take the initiative to learn about inclusive language. Many organisations offer training or resources on this topic. Four, be patient with others. Remember that everyone is on a learning journey. If a colleague uses non-inclusive language, consider having a private, constructive conversation with them.
How can organisations take proactive steps to promote inclusive language? They can develop a comprehensive guide on inclusive language for all employees. They can also offer regular workshops or seminars on inclusive communication; ensure all company materials, from job descriptions to marketing materials, use inclusive language; establish a system where employees can safely report instances of non-inclusive language; acknowledge and celebrate individuals or teams who make significant strides in using inclusive language.
What might be the results for organisations who do these? Consider these real-world examples:
First is that of a major tech company that changed its internal coding language to remove terms like "master" and "slave," which have historical connections to racism. This move not only made their workplace more inclusive but also influenced industry-wide changes. Second is that of a hospital that implemented person-first language in all patient communications, changing "diabetic patients" to "patients with diabetes." This subtle shift helped reduce stigma and improved patient-provider relationships. And the last is an international corporation that implemented a policy of avoiding culture-specific idioms in team meetings. This led to clearer communication and stronger bonds among team members from different countries.
From the above, the benefits of inclusive language are clear; however, implementing this can be challenging for several reasons. One, some employees might view inclusive language as unnecessary or overly politically correct. To solve this, educate on the tangible benefits of inclusive language, such as improved team cohesion and employee satisfaction. Two, inclusive language might be used in formal documents but not in day-to-day interactions. The solution is to encourage peer-to-peer reminders and make inclusive language a part of performance evaluations.
Three, employees might be unaware of why certain terms are exclusionary. What should you do? Provide context and explanations in inclusive language guidelines. For example, explain why "crazy" can be offensive to people with mental health conditions. Four, there are cultural differences. In global teams, what's considered inclusive in one culture might not be in another, but organisations can create culturally specific guidelines and encourage open dialogue about cultural differences in language use.
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How do you measure the impact of inclusive language and ensure that efforts to implement it are effective? You can regularly assess employees' feelings of inclusion and belonging; use AI tools to analyse company communications for inclusivity. [You can book a consultation to learn just how to do that ?]; track reports of non-inclusive language use over time; monitor if improved inclusive language correlates with better retention; and assess if teams using more inclusive language show improved performance and creativity.
What has been the point of this article? Simply put, inclusive language is not about policing speech or walking on eggshells.
It's about creating a workplace where everyone feels valued, respected, and empowered to contribute their best work. By being mindful of our words, we can create environments that celebrate diversity, foster innovation, and drive business success.
As you go about your workday, challenge yourself to be more conscious of your language choices. Small changes can make a big difference in creating a truly inclusive workplace where everyone can thrive. After all, in the words of Maya Angelou, "Words mean more than what is set down on paper. It takes the human voice to infuse them with deeper meaning."
*Would you like to get a group/one-on-one customised training on speaking/writing? Feel free to contact me at [email protected] for training solutions.
*Dr Oji is a Senior Lecturer of English at the Institute of Humanities, Pan-Atlantic University, Lagos
