Implementing Inclusive Language in the Workplace

At 18 Coffees, we’re actively committed to making our community a more inclusive and equitable space to grow, and we often work with our clients to do the same within their organizations. Part of that growth includes examining language and the words we use within the workplace. 

We all make fun of overused corporate jargon like “circling back” to and “putting a pin” in anything and everything you can put a pin in — but many common phrases within corporate culture are actually insensitive, exclusionary, or ableist in nature. Some terms are quite obvious in the ways they exclude or harm, while others are more subliminal. Regardless of intent, our words matter — the things we say can generate lasting impact inside our organizations and externally as well. Intentionally updating vocabulary to reflect team values can improve corporate culture, hiring practices, and psychological safety amongst employees. Here’s what you can do to implement inclusive language in your organization:

Review what you’re saying

Before moving forward, it’s important to take stock of where you and your team currently are. What terms should you move away from? What words or phrases have made their way so deeply into the workplace culture that you don’t even notice the implicit messages that accompany them? While this is by no means a comprehensive list, consider the following as you reflect:

Gendered Language

Gendered words and phrases are incredibly common, especially in the ways we address one another. Leaders often start meetings with a “Hey, guys” or an “Attention, ladies and gentlemen.” While these words may seem small on the surface, they subliminally exclude women and non-binary people respectively. A quick switch to “everyone” or even adopting the typically southern “y’all” would keep your welcoming message truly inclusive of all.

Ableist Language

Far too many of our work phrases are ableist in nature. It's become common for people to use phrases like “turn a blind eye” or point out “tone deaf” moments. Phrases like “crazy” or “insane” — which are tied to mental health — are frequently used when alternatives like “wild” or “overwhelming” more accurately convey the situation at hand. 

Idioms and Jargon

Many idioms that are currently baked into everyday communications are derived from historically inequitable periods. “Divide and conquer” and “hold down the fort” are often used in professional settings but have their origins in war and violence — not exactly a solid foundation on which to build your communications. Other phrases like “falling on deaf ears” are also inherently ableist and should be avoided.

Not only does writing often improve when authors use simple language instead of jargon — some industry-specific terms are overdue for close examination and modernization in the name of inclusion. In the tech sector, long-standing “master/slave” Python code is finally referenced as “parent/child.” A similar update was made in real estate, which has replaced the harmful “master bedroom” with “primary bedroom” instead.

Pinpoint where you’re saying it

Once you have a better understanding of which words should be avoided, implemented, or replaced, pinpoint where you need to make said changes. Some instances may be in writing, but others might frequently be said aloud. “Hey, guys,” isn’t likely to appear in formal communications, but team members likely use it in casual conversation via phone call, email, or Slack. Evaluate your internal tendencies, then carefully assess the entirety of external communications — while your website might be the first thing on your mind, inclusive language should be intentionally woven into job descriptions, social media posts, emails, meeting agendas, and pitch decks as well.

Plan your continuous next steps

Effective change takes far more than a single conversation. Communications training, automatic Slack reminders, hidden bias tests, and internal inclusivity guides can open dialogue amongst your team. Resources like the Conscious Style Guide and Self-Defined can help create a space where conversation and feedback are encouraged as everyone continues to grow.

Transforming the language of your organization is no small feat — it’s an important change initiative and should be treated as such. In order to bake inclusive into your organization’s daily routine and make lasting, sustainable change, consider appointing change champions who are excited about and invested in this work. This group will lead the charge and keep your team accountable as you continuously introduce more inclusive language into your organization.

While consciously shifting to more inclusive language may seem daunting at first, all progress must begin somewhere. As President and CEO of the Illinois Science and Technology Coalition Colleen Egan stated during the 2022 Leading for Good conference, “Learning one new word per day equals fluency by the end of a year.” The steps outlined here are by no means comprehensive, but starting this work now will set your employees — and your entire organization — on the path to equity.