3.4 Inclusive Language

Inclusive language is integral to communication, and business is no exception. When you communicate, you want to ensure that your language conveys respect and creates a safe environment for your audience. Inclusive language means words, phrases or tones that do not contain discriminatory, stereotyped or prejudiced ideas of groups of people. By being inclusive in the way you write, you will not exclude any members of your audience.

Words Matter: Guidelines on using inclusive language in the workplace (2018) provides some principles you can keep in mind to help you write with inclusion:

1. People First: When you are describing a person who belongs to a group with a disability or an illness, use people first language to avoid subconscious bias.

• • Example 1: Jane is a disabled person.
  • Example 2: Jane has a disability.

In the first example, Jane is identified solely based on her disability. In the second example, the audience understands that the disability is only part of Jane’s identity.

2. Words Matter: Choose the words that you use carefully to make sure you are not excluding people or using language that has embedded stereotypes or limitations.

• • Example 3: The wives of executives are also invited to attend the annual gala.
  • Example 4: The partners of executives are also invited to attend the annual gala.

The first sentence makes a few assumptions. In the first instance, the assumption is made that the executives all have wives. It excludes anyone who has non-gender conforming partners or executives with husbands. The second example is a much more inclusive way of representing the partners of executives.

3. Language Changes: The values in society are constantly changing, so language also has to adapt to those changes.

• • Example 5: Jim from Accounting constantly makes mistakes in his reports. How did he get this job? He is so retarded.
  • Example 6: Jim from Accounting constantly makes mistakes in his reports. He doesn’t have the skills to effectively prepare reports.

The word retarded is a hurtful label used to refer to people with a mental illness. That word is considered offensive and outdated and should not be used to describe anyone. In example two, the speaker can express their opinion without using offensive language.

4. Inclusive Terms: Constantly review the words and phrases you use to make sure they are inclusive of all your audience.

• • Example 7: Hello, ladies and gentlemen. Welcome to our conference today.
  • Example 8: Hello, everyone. Welcome to our conference today.

In the first example, members of the audience who do not identify as women or men would feel excluded by this use of language. The language in example two is more inclusive and does not cause offense.

5. Generalizations & Stereotypes: When communicating with your audience, be careful about making assumptions based on age, gender, culture and so on.

• • Example 9: As we all know, it is difficult for old people to adapt to new technology, so we should require old people to come into the office.
  • Example 10: In our company survey, 30% of respondents indicated that they were not comfortable with the new work-from-home technology. I think we should provide further training or give them the option to work from the office.

In the first example, the speaker is making a stereotype about workers who are in a certain age group.  This is an example of ageism. Instead of using generalizations, try to be more specific about the language you use. In example two, the speaker refers to specific data, and ageist language is avoided.

6. Insensitive Language: Certain words or phrases may be offensive to your audience.  As a communicator, it is your duty to educate yourself about those terms to make sure you do not cause offense.

• • Example 11: Let’s have a powwow to discuss the new contract we received from Sunny Roofing.
  • Example 12: Let’s have a meeting to discuss the new contract we received from Sunny Roofing.

Some people use the word “powwow” to mean meet or gather. However, the word powwow is considered a sacred social gathering held by indigenous communities in North America. Using the word casually in business to refer to a meeting is culturally insensitive.

Here are two other points to keep in mind:

• Mindset Matters: Keeping an open mind and knowing that society, and by extension language, has excluded some members of society is important. Having this knowledge will help you to be a more empathetic communicator.
• Self-reflection: When you review your work, look at the expressions you use and constantly ask yourself: “Is this language inclusive?”

Biased language can alienate your audience. You can also project a negative image of your company, products or services among those who feel targeted by that bias. Always revise your document to make sure that the language is inclusive.