Effective communication will always help build understanding, trust, and teamwork in a diverse workplace. Words and tone matter as they can make employees feel valued and welcomed, or quite the opposite. It is essential to recognise how words, both spoken and written, can influence someone’s sense of belonging in the workplace. However, the problem is that communication bias exists. Whether intentional or not, it subtly reinforces stereotypes that isolate and label people. No one wants to feel reduced to a label, which is why inclusive communication isn’t just a passing trend but essential for building a truly inclusive workplace. This article aims to talk about the basics of inclusive communication in detail.
What you need to know about inclusive communication
Inclusive communication is about more than just using the right words. It’s a strategic approach that ensures everyone feels seen, heard, and respected. Whether it’s within an organisation or to the public, inclusive communication is about delivering messages in a way that resonates with everyone, regardless of their age, gender, culture, or background.
Celebrate achievements, not differences.
The most effective way to encourage inclusive communication is to stop unnecessarily pointing out differences. For example, when someone says, “She is a DEI hire,” it raises questions. Does that imply she is less competent than her peers? Is it really necessary to label her this way? This kind of comment will only be singling her out for no good reason.
Another common phrase is, “She is the first woman manager in our department” or “She is the first woman to…” This wording suggests that women in leadership positions are exceptional cases rather than a regular part of the workforce. It may lead others to question whether she earned her position based on skills or because of her gender.
To reduce bias in your language, always ask yourself if the labels you use are important to the topic. If they aren’t relevant, it’s better to leave them out. This way, you create a more inclusive environment where everyone feels valued for their skills and contributions rather than being defined by unnecessary labels.
Use gender-neutral language
Language has always included gender, and we often use gendered terms without realising it. Phrases like “ladies and gentlemen,” “hey guys,” “man-made” or “oh man!” remind us how often we mention gender in everyday conversations. Nowadays, many people push for changes in language to make it more inclusive.
Using gender-neutral language helps us avoid making assumptions about someone’s gender based on their looks or name. For example, using the title “Mx.” instead of Mr., Mrs., Miss, or Ms. lets us address someone without assuming their gender. In meetings, it’s better to use terms like “folks,” “group,” or “team” instead of “guys” or “gals” when talking to a mixed crowd. It’s a small change that keeps everyone included, not just those who fit into traditional categories!
It is not just communication between employees and employers that needs to be gender-neutral; organisations should also adopt gender-neutral policies. For example, Godrej sets a great example with its gender-neutral anti-harassment policies, which apply to everyone regardless of gender. When organisations prioritise gender neutrality in both communication and policy, they create a culture that values everyone equally.
Practice accessibility as one of the key basics of inclusive communication
Communication teams often forget about accessibility, which means making sure everyone can understand and engage with their messages. It includes people with disabilities, those who are new to your company or industry, and employees from different locations.
To improve accessibility, consider how you format your text. Use clear fonts and colours that are easy to read, and make sure your materials work well with screen readers for those with visual impairments. When you hold video calls or record meetings, always provide closed captions and transcripts so that everyone can follow along.
If you use acronyms, spell them out the first time you mention them. It helps everyone, especially newcomers, understand what you mean. Additionally, when you refer to dates and times, be careful with formatting and time zones. For instance, instead of just writing “March 5,” specify “March 5, 2024, at 5 PM IST.” This clarity makes it easier for everyone to participate and stay informed.
Tailoring communication to employee preferences
Some people like to read information, while others prefer to discuss things over the phone. In virtual meetings, some speak up confidently, while others prefer to share their thoughts through the chat function.
In other words, every employee has their unique communication style, needs, and preferences. Therefore, expecting one communication style to work for all doesn’t make sense. A great way to start is by surveying employees about their preferences. Ask them how they like to receive information and which methods help them engage best.
Basics of inclusive communication: Involve the whole organisation
To support inclusive communication, you need to start from the top. The best place to start is with senior leadership. Leaders should actively engage in inclusive communication and model inclusive behaviour. This sets the tone for everyone else in the organisation.
Human Resources (HR) plays a crucial role, too. They can create systems that make inclusive communication accessible to everyone. This might include developing policies that promote inclusivity, forming diversity and inclusion committees, or offering training on inclusive communication practices.
For example, HR could create a committee where employees from different backgrounds can share their perspectives and ideas. Additionally, training sessions can teach staff how to communicate respectfully and considerately, focusing on language that includes everyone. Another example is creating resources, like guides or toolkits, that help employees understand how to engage in inclusive communication.
It’s all about having a long-term vision for inclusivity. From top leadership to entry-level employees, everyone should understand the importance of inclusive communication.
The final thoughts on the basics of inclusive communication
At Changeincontent.com, we believe that inclusive communication is key to building a strong workplace culture. By making inclusive communication part of every conversation, you create a culture where everyone feels valued, leading to better employee satisfaction and retention.
Instead of hiring a diverse team for appearances, organisations should focus on creating an environment where everyone feels they belong. However, creating an inclusive communication style takes time, and there’s no instant solution to make it happen.
The real goal is to incorporate inclusivity into every level of your company culture so it becomes a natural part of every interaction with employees. This process requires patience and persistence as it’s a gradual shift, not something that happens in a day.
Disclaimer: The views expressed in this article are based on the writer’s insights, supported by data and resources available both online and offline, as applicable. Changeincontent.com is committed to promoting inclusivity across all forms of content, which we define broadly to include media, policies, law, and history—encompassing all elements that influence the lives of women and gender-queer individuals. Our goal is to promote understanding and advocate for comprehensive inclusivity.
