In a diverse workplace, the words we choose matter. Even when there's no intent to harm, language can still send subtle signals of exclusion to those who experience non-inclusive terms regularly.
Imagine a single mosquito bite; annoying but easily overcome. But repeated bites over time would become painful and hard to ignore. That's the impact of non-inclusive language.
Just as each organisation has its unique culture and values, so does every individual and community. We demonstrate empathy and respect whenever we communicate with colleagues and customers in a way that honours their backgrounds. This ensures our message is heard by a sympathetic audience.
Why use inclusive language?
This isn’t just about meeting the requirements of the Equality Act. Colleagues who feel like they belong experience less work-based anxiety, while employers see better staff productivity as a result. Creating a brand that embraces diversity has even been shown to generate higher profits.
Inclusive language isn’t a new initiative either. A 2023 study found that more than three quarters of businesses surveyed have an inclusive language policy, and 41% said it played a highly important role. Progressive thinking is key to keep up with the market.
How do we improve our language to be inclusive?
Whether for internal or external communication, many organisations benefit from creating their own inclusive language guides. It’s misunderstood that these are dictatorial documents preventing you from using certain words. Instead, they are a live document suggesting ‘better’ language; like a roadmap leading to the desired destination. Many guides also give practical examples of their use.
Here are some principles you can include:
· Use gender neutral language as much as possible, to avoid any unconscious biases and assumptions.
· Check if sensitive information is relevant to the message. Is it necessary to share private details without permission?
· Include updated terms. Some examples of sources are included at the end of this blog.
· Add content warnings for potentially upsetting material.
Some businesses use AI language tools, like Grammarly or Pro-writing Aid, to get live feedback on inclusive language. However, it’s important to check its suggestions, as it might be missing context.
For example, many in the LGBTQ+ community have found the word ‘queer’ offensive. Yet, in recent years, it has been reclaimed as an empowering identity. In some contexts, it may even be the most appropriate and inclusive term to use. It’s essential to remain mindful that, for others, it still carries painful connotations. Understanding the nuance is crucial to using language thoughtfully.
What about inclusive images and layout?
Language isn’t just our words, it’s the media used alongside copy. We should carefully choose the images and arrange the copy layout appropriately. Consider the following:
· Who is being shown in photos, illustrations, and video? Is everyone in the image white, male and able-bodied?
· Can everyone access audio and visual content? For users who are d/Deaf and hard of hearing, are subtitles also provided? Is alt text used in images?
· How is information laid out? Is this readable to people with neurodiversities or learning disabilities?
How can we keep our inclusive language guides relevant?
Language is forever changing and guides written even a few years ago may not be up to date. Those looking to create inclusive language guides should update them frequently with the most progressive examples available. In the spirit of inclusivity, we've gathered a wide range of resources to ensure we're representing as many diverse voices as possible:
Ready to craft communications that resonate with everyone? Let Magenta help you create inclusive, progressive content that connects. Reach out to us today.
By Cerys Evans, executive at Magenta Associates. Magenta is an employee-owned communications consultancy that harnesses the power of communications to drive social and environmental change.
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