Image description: A person wearing a hearing device and a sunflower lanyard sits in an office chair. Across from the person is an elderly woman using a wheelchair. They are both sitting at a desk in an office, working on their laptops. Icons representing braille language and assistive technologies float in the air.

In today’s diverse and evolving workplace, inclusive communication is not just a buzzword but a must. Making everyone feel included, respected, and valued at work has many benefits – and it all starts with how we talk to each other.

To help you communicate inclusively, here are some practical tips, focusing on the seven protected characteristics.

Avoid gender stereotypes

Be careful not to use language that reinforces stereotypes. Make sure your words reflect your diverse audience.

For example, instead of using phrases like “The handyman can fix it”, “the cleaning ladies will clean it”, or “the policeman will help” use: “maintenance worker”, “cleaners” and “police officers.” Instead of “man the desk,” just say “attend the desk,” and instead of “mankind,” use “humankind”.

Here’s a great video on this topic:

Avoiding sexual orientation and relationship stereotypes

Use language that includes and respects different sexual orientations and relationships.  Sexual orientation differs from gender and gender identity. In simple words, sexual orientation is about who one is attracted to. Gender identity is about who one is.

Don’t say things like: "Bring your wife or husband to the company picnic", use "Bring your partner" Or rather than saying "Happy Mother’s Day to all the moms out there!” say "Happy Mother’s Day to all the mothers and mother figures!”.

Be mindful of ability

Use language that respects all levels of ability. Avoid terms that can might come across as negative or limiting.

So instead of saying: “He’s confined to a wheelchair” rather say “He uses a wheelchair”. Don’t refer to a person with a disability – either mental or physical - as “challenged”, “special” or “handicapped” – rather refer to “people with health conditions or impairments”.

And when describing people without disabilities, don’t use terms like “normal”, “healthy”, or “able-bodied”.

Avoid ageism

Don’t use words that might come across as ageist.

So instead of referring to “the elderly” use “mature individuals”. Instead of “boys and girls in the office” use “colleagues”. And be careful of terms that imply ability by age – for example, “a young and vibrant team” – rather use “an effective and vibrant team”.

Don’t assume or stereotype based on race or nationality

‍It is important not to stereotype based on race or nationality. But we should also keep in mind different perspectives and experiences when we communicate, and consider historical inequalities. Understanding this can provide valuable context and enable us to empathise with others’ struggles and challenges. In doing so, we can communicate more inclusively and empathetically where everyone’s voice is heard and respected.

You can use tools like Grammarly and Inclisiviteasy to help with inclusive communication. Use these to check your writing for biased or exclusive language. If you would like more guidance or support, please reach out to our expert team.