Promoting

Inclusive
Language
 What topics will we cover

This resource approaches inclusive language

from a situational perspective.

This resource will offer situations of non-

inclusive language to avoid and guiding
principles to follow to promote inclusive
language in organizations.

TABLE OF CONTENTS

1. Guiding principles for

promoting inclusive language:
Leading by Example, Enabling Those Around
You & Setting a Standard

2. The importance of promoting

inclusive language

3. Examples of inclusive language

in internal communication

4. Example of inclusive language

in external communication

5. Further reading

Promoting inclusive language // 02

 Principle 1

Leading by example:

HR is at the forefront of driving and integrating

inclusive change within an organization, and holds the
power to redefine communications on a structural
level. It is important to find a balance between the
impact your language has on the receiver versus the
message you’re trying to convey, both internally and
externally. Inclusive language starts at the root, and
there are steps you can take as a HR professional to
being more inclusive, in how to communicate internally
within the HR team, and your approach to company
wide communication and correspondence.

→ Think of the receiver:

Consider who will receive your words, and the impact your
language choices will have on them. Try striking a balance between
this and conveying an effective message.

→ Use gender-neutral language:

Avoid using gendered language, such as using ”he/she" as the
default general pronouns, and instead use gender-neutral language
like "they,” particularly when unaware of how a person identifies.

→ Avoid using ableist language:

Avoid using language that may be offensive or insensitive to people
with disabilities, such as using "crazy" or "insane" to describe
something that is unexpected but using rather “ridiculous”, or
referring to meetings as movements we do with our bodies, such as
‘stand-ups meetings’ and instead referring to these as ”check-ins”.

→ Use respectful language to address people:

In larger groups, try to use person-first language such as “people
with disabilities.” Always respect the language that people use to
describe themselves.

→ Lead by example:
Encourage team leaders in the organization to use inclusive
language in their own communication.

Promoting inclusive language // 03

 Principle 2

Enabling those around you:

The next step for HR would be enabling the teams

around you, and promoting an all-round, organization-
wide call-to-action of using inclusive language in
internal communication and correspondence. You, as
HR will model, facilitate, and welcome curiosity,
questions and a shift in the status-quo.

→ Hold leaders accountable:

Team leaders are a great resource in regulating and safeguarding
the conscious and continued use of inclusive language within their
respective teams, consider sourcing inclusive language trainers
and enabling them first.

→ Educate employees on the importance

of using inclusive language:
Provide workshops, training and resources to help employees
understand why using inclusive language is important, and how
careless language can cause harm.

→ Open up the floor:

Encourage employees to have open conversation about the impact
language can, or has had on them, creating a safe space to share
and learn from one another.

→ Invite knowledge sharing:

Encourage employees who have taken training, or make a
conscious effort in using inclusive language to share best practices
with their colleagues.

→ Encourage questions:
Create a space which allows for constructive questions, and
developed learning, so that employees can openly question what
they know and the words they use in a safe and productive way.

Promoting inclusive language // 04

 Principle 3

Setting a standard:

The voice of your organization is the only way people

know who you are. This is why it is important to revisit,
monitor and set up guidelines to activate change
within external communication.

→ Revisit language:
As modeled in this resource, take a look at job listings, company
posters, slogans, language used in organization-wide messages,
and highlight areas where language can be improved and made
more inclusive.

→ Be open to feedback:
Allow your audience to communicate how they received your
words, and take that as an opportunity to grow as an organization.

→ Be open and upfront:

Don’t be afraid to admit you are going to do better, when your use
of language has been challenged, try responding with “thank you
for helping us be better.”

→ Create a style guide:

Drive inclusive language by creating an inclusive language style
guide, outlining your organization’s new approaches to written and
spoken communication.

Promoting inclusive language // 05

 The importance of promoting
inclusive language

Language holds power.

The idea of inclusivity through language

isn’t a new concept. There is a long
documented history of continuously
adapting and developing our use of words
to more accurately describe our
environment, or in an effort to be more
inclusive of our surroundings.

The topic of inclusive language, and

promoting a more thoughtful way of
speaking for the people around you is
however, in the grand scheme of things, a
relatively new conversation. It’s for this
reason there can be misconceptions,
and a fear of saying the ”wrong thing.”.
The reality however, is much less
hostile, and can allow for a
greater understanding not only of how
the words we use can have a positive or
negative impact, but also of the
experiences of the people around us,
building stronger connections.

HR professionals are at the forefront of

organization initiatives, aimed at creating
a healthy, thoughtful company culture,
where each employee feels not only
welcome, but actively considered.

Does your organization already

promote using inclusive language?

If yes, how?

Promoting inclusive language // 06

 Examples of Inclusive Language
in Internal Communication

Which of these situations is most inclusive?

Good morning Jessie and Fin!

Before we begin, what are
everyone’s pronouns?
Alison
May I send you a private
1 message, Alison?

My pronouns Jessie
are he/him.
Fin

Good morning Jesse

and Fin. We will begin
in 5 mins.
Alison
Thanks for the
2 heads up!

Jessie
Thanks, Alison!

Fin

1 In this situation, Alison asks people to 2 In this situation, Alison addresses the
identify themselves before she begins attendants of the meeting using just
the meeting. While this comes from a their first names. These are names
good place, Alison is inadvertently they’ve chosen to be identified by,
putting people’s pronouns, and gender and using these doesn’t require a
at the forefront of the meeting. gendered word.

This can make some feel Tip: If ever hosting a meeting, or event,
uncomfortable, putting them in a try and facilitate a self-naming aspect,
predicament of self-identity that where the attendees make it known
perhaps they might not be ready for, how they wish to be addressed.
or might deem unnecessary.

Promoting inclusive language // 07

 Examples of Inclusive Language
in Internal Communication

Which of these situations is most inclusive?

I’m too nervous to chair this

meeting! They are quite an
intimidating client.
Alison
1 Me too!

And me, let’s man Jessie

up and get it done!
Fin

I’m too nervous to chair this

meeting! They are quite an
intimidating client.
Alison
2 Me too!

And me, but let’s get our heads Jessie

in the game, we’ve got this!
Fin

1 In this situation, Fin uses a very 2 In this situation, Fin uses an expression
gendered, and passive aggressive that is far more friendly, and non-
expression to try to motivate gender-specific, making no reference to
his colleague. a harmful narrative that is disrespectful
to his colleagues.
As well as being inappropriate, this is a
regressive and disrespectful way of
motivating, implying only certain
appendages make you tough.

Promoting inclusive language // 08

 Examples of Inclusive Language
in Internal Communication

Which of these situations is most inclusive?

Have [Link] paid their

invoice?

Alison
1 Nope.

They are getting Fin

blacklisted.
Jessie

Have [Link] paid their

invoice?
Alison
2 Nope!

Fin
They are getting blocklisted.

Jessie

1 In this situation, Jessie uses a term 2 In this situation, Jessie understands

which perpetuates a harmful metaphor. that certain terms referencing color as a
Understanding the social background of connotation to positive or negative is
words like ‘blacklisted’ and harmful, and therefore chooses to use a
‘whitelisted’ lead to a better more inclusive term.
understanding of how their use can be
damaging, and ostracize people.

Further reading:
[Link]
3d/we-need-to-stop-saying-blacklist-
and-whitelist

Promoting inclusive language // 09

 Example of Inclusive Language
in External Communication

Below is an example of a job description written in 2021.

Take a look at the language used, and areas that have

been highlighted as points to improve.

“At Fixodus we are looking for more manpower to serve our community.

We are looking for a community manager who can guide our community into bigger and better
places. He/She will take the community under his/her wing, and be the community’s voice. We
are looking for someone who is driven, forward thinking and can pull a post out of thin air in a
matter of minutes… but don’t worry, guys, you’ll have enough time to get to the weights, and
gals, you’ll have enough time to make that dinner reservation!

We are looking for native English speakers, as most of our community use English to
communicate and we want our posts to be filled with fantastic, eye-catching language.

Click the link below to apply!”

Inclusive language issues:

Gendered language – Gendered language, specifically language

that targets only certain groups of people can be problematic,
especially when addressing a wide audience. Using limiting terms
such an he/she or words usually only attributed to connotations of
men or women, ostracize some professionals who may then feel
they won’t belong here. In addition, using terms such as manpower
perpetuates a counterproductive narrative, and further marginalizes
entire groups of people.

Problematic language – Using terms such as ’native’ can be seen as

exclusionary. Words which were previously attributed to groups of
people, especially those used to discriminate and marginalize,
should be avoided at all costs.

On the following page, the

vacancy has been rewritten

Promoting inclusive language // 10

 Example of Inclusive Language
in External Communication

Here is the same job vacancy, but the language has

been changed to make it more inclusive, and to
perhaps reflect a better company culture.

Take a look at the improvements that have been made.

Includes any
identity
This emphasizes
everyone’s individuality
and encourages a
“At Fixodus we are looking for more people power to serve our community. work-life balance.

We are looking for a community manager who can guide our community into bigger and better
places, who will take the community under their wing, and be the community’s voice. We are
looking for someone who is driven, forward thinking and can pull a post out of thin air in a
matter of minutes… but don’t worry, you’ll still have time to do what you love, and what is
important to you!

We are looking for great speakers of English, as most of our community use English to
communicate and we want our posts to be filled with fantastic, eye-catching language.

Click the link below to apply!”

This language is more

inviting, but yet still
outlines the level of
required proficiency

Promoting inclusive language // 11

 Example of Inclusive Language
in External Communication

Use these sources to aid in effectively promoting

inclusive language within an organization.

Below are some of the most useful tools and articles

that can see inclusive language being considered
almost right away.

Links

Gender Decoder for bias in text Eliminating bias in your written communication.

Inclusive survey design Creating inclusive surveys.

More guiding principles to implement in your

Tips on making your organization more inclusive
inclusive language strategy.
Taking the information in this resource one step
For help in building an inclusive language policy
further to creating an inclusive language policy.
Make your instant messaging inclusive with an
Useful tools: Slack Allybot
integrated tool.

Promoting inclusive language // 12