Inclusive workplace language – How communication builds diversity

By Stephen Moir
Published on March 9, 2023

Your word choices in the workplace matter more than you realise. In fact, words can create inclusive cultures, which research shows, are high performing cultures that deliver greater results and productivity. Ultimately, how we communicate with each other impacts whether staff feel included or excluded.

In this article, we break-down what inclusive language looks like, provide practical ways to make it common practice in your business and share tips to move closer to a diverse workplace.

What is inclusive language?

Inclusive language in the workplace acknowledges diversity, conveys respect and is sensitive to differences. It promotes equal opportunities and allows staff to express themselves impartially. This is key to inclusive language — it creates a sense of psychological safety and enables people from all walks of life to know that your company is a place they can be themselves, without fear or judgement.

Using inclusive language is not about being ‘politically correct’ — it’s about using language that is respectful, accurate and relevant to everyone. Workplaces are constantly shifting — socially, economically, and technologically — and our use of language is one tool organisations can use to deliver better business outcomes.

The importance of inclusive language in the workplace

How we communicate to each other influences how we treat each other. How employees treat each other at work is critical to building a positive and inclusive workplace culture. The language we use has a significant impact on the career options people feel are available to them. Intentionally or not, our words have consequences. In fact, according to the Diversity Council of Australia, non-inclusive language can:

Lead to harmful stereotypes.
Affect people who witness it, as well as its targets.
Alienate applicants from certain positions, affecting their confidence in their abilities, even if they are well qualified for the position.
Impede the ability of excluded groups of people in the workplace, meaning they may be less likely to advance.
Hinder certain people from ascending to leadership roles, regardless of their capability.
Be just as damaging as experiences like harassment.
Lead to large groups of employees feeling hostile and discriminated against.

Key business metrics of inclusivity

By better understanding the relationship between bias and language, organisations are equipped to identify and reduce stereotypes and unconscious biases in their recruitment processes and workplace interactions, which broadens their talent pool.

A diverse workplace has several benefits for your company’s bottom-line. Research has shown that:

Businesses with a more diverse workforce outperform industry norms by 35% (McKinsey Research).
Companies with diverse management teams have 19% higher revenues due to innovation (Boston Consulting Group study).
Businesses with greater diversity are 70% more likely to capture more markets (Harvard Business Review).
Inclusion at workincreases employee loyalty and longevity. 69% of employees working at diverse organisations intend to remain there for at least five years (Deloitte 2020).

Examples of inclusive and exclusive language

Here are some common examples:

Use culturally appropriate and correct language when referring to cultural groups and be consistent. The preference for Indigenous Australians is to use ‘First Nations people’, ‘Aboriginal and Torres Strait Islander people(s)’, or ‘Indigenous Australians’.
Use gendered language only when necessary, and always ask for preferred pronouns and use them. Use neutral words related to gender, sexual orientation, and other distinguishing qualities. For example, instead of saying “you guys”, say “you all” and instead of saying “husband” or “wife”, say “spouse” or “partner”.
Don’t reference age unless necessary.
Change the focus from disability to accessibility. Use people-first language that centres on the individual rather than their descriptor. For example, instead of using “disabled people,” say “people with disabilities.”
Consider the historical and social context and implications of words and phrases. It can be surprising to learn the origins of seemingly neutral idioms are based on oppression or cultural insensitivity. For example, “slaving away”.
Phrases such as “awfully good” is contradictory and confusing for international audiences and anyone who identifies with being on the neurodivergent spectrum, such as Asperger’s and Autism. Be clear.
Try not to erase certain groups with your language, or to lump together all people within a certain group. For example, “the Muslims”, “the single mothers”, “BAME Communities.” Recognise the individual experiences within groups and outline generalisations, noting there will be exceptions to the rules.

Lessons from Moir Group

Central to Moir Group’s values is creating pathways for inclusion and diversity among its staff, clients, candidates, and other stakeholders. In fact, diversity and inclusion sit top-of-mind and have been added to Moir Group’s internal values charter. “The charter is reviewed regularly to ensure we’re meeting, and hopefully exceeding, our teams’ expectations. We want to ensure everyone feels safe and part of our ‘one team’. Feeling psychologically safe to be yourself is very empowering,” explained Cassie Dryburgh, Senior Consultant for the Not-For-Profit Division.

“We also use inclusive language in our advertising and communications because not only is it the right thing to do, but it is also critical to ensure we’re attracting the very best and most diverse talent in the market,” she added. “By ensuring individuals feel included in the process from the outset, we can engage, build trust and ensure excellent outcomes for our clients and candidates.”

Here are some significant ways inclusive language has benefited Moir Group:

We see everyone as they want to be seen.
We move with the times. Language changes and evolves faster than we may realise. Being aware and open to shifting language means Moir Group can evolve in an agile fashion.
We can challenge both conscious and unconscious biases. Language is powerful, so adjusting words and phrases shifts mindsets too.
We can facilitate a collective “no blame culture” as everyone makes mistakes and that’s ok.
It tells our clients and candidates that we practise what’s written in our policies. Bringing paper-based statements to life has resulted in increased trust with our clients and candidates.

Inclusive language best practices

Accept that you are human and that it’s ok to make mistakes. If you do make a mistake, apologise, correct/change what you have said, learn from the mistake, and move on. Similarly, if you hear someone using language that excludes others, politely say something. Speaking up is a way of changing culture, and culture changes slowly and often involves lots of small steps. Cassie added: “Be curious and open-minded. It is good to share experiences where possible to keep learning and gain new perspectives. Once you can accept and celebrate differences, you will be a much stronger, collective team.”

If you aren’t sure about a word or phrase, use these best practices to guide your language selection:

Keep an open mind.
Focus on the person — not the demographic group they belong to.
Consider the context.
Don’t make assumptions — ask if you are unsure or consult a reputable source for answers.
Choose simple, neutral words.
Respect people’s reactions.