Why Inclusive Language Is Important In The Workplace

Words have power. In the workplace, the language we use can either bring people together or create barriers. Inclusive language is more than just a tool for communication—it’s a foundation for building strong, equitable, and productive teams. Organizations can create an environment where everyone feels valued and empowered to succeed by consciously choosing words that acknowledge diversity and promote respect.

Organizations with inclusive workplace cultures experience measurable benefits, including a 56% improvement in team collaboration and a 50% reduction in employee turnover, according to a survey BetterUp. Similarly, the Chartered Institute of Personnel and Development (CIPD) reports that inclusive workplaces drive greater productivity, innovation, talent attraction, employee retention, and overall workforce well-being. These findings highlight the transformative power of inclusive practices in the workplace.

However, inclusive language isn’t just a cultural or productivity imperative—it’s also crucial for mitigating legal risks. Non-inclusive language can contribute to discrimination claims, resulting in financial losses and reputational damage. In 2023, the U.S. Equal Employment Opportunity Commission (EEOC) recorded 67,448 workplace discrimination charges, with retaliation, disability, and race as the most cited bases. Similarly, the UK Employment Tribunal Service reported 23,700 discrimination-related claims in the same year. While not all these cases are tied directly to language, a lack of inclusivity often contributes to creating hostile work environments.

Inclusive language, which involves using words and expressions that respect and acknowledge diversity, is pivotal in addressing these issues. It promotes equity, reduces bias, and creates a workplace where individuals of all identities—regardless of gender, race, age, abilities, or cultural background—feel valued and included.

This article will explore how inclusive language can promote diversity, equity, and inclusion (DEI). From fostering a sense of belonging to driving business success and preventing legal risks, we’ll examine why the words we use in the workplace genuinely matter.

The Role of Inclusive Language in Building Workplace Culture

A strong workplace culture is the foundation of any successful organization, and inclusive language plays a vital role in shaping it. The words and phrases we choose to communicate can foster a sense of belonging, encourage collaboration, and challenge biases, ultimately creating a more equitable and productive environment.

Fostering Belonging

Feeling valued and respected is a fundamental human need, and inclusive language directly contributes to meeting this need in the workplace. When employees hear language acknowledging their identities and experiences, they are more likely to feel they belong. For example, using gender-neutral terms such as “team” instead of “guys” or addressing someone by their correct pronouns signals respect for individuality and diversity. These seemingly small actions can profoundly impact morale, engagement, and retention.

Read also: 70 IRL Examples of Inclusive Language

Inclusive language also helps organizations celebrate diversity by ensuring all employees feel represented and included regardless of their backgrounds. This is especially important in global workplaces where cultural, linguistic, and identity differences are common. When people feel they are part of an environment that values who they are, they are more likely to contribute their best work.

Encouraging Collaboration

Collaboration thrives in an environment where everyone feels heard and understood. Inclusive language reduces misunderstandings and promotes clarity, making it easier for teams to work together effectively. For instance, avoiding jargon or culturally specific idioms that may alienate certain team members ensures that communication remains accessible.

Moreover, inclusive communication fosters psychological safety—a key driver of collaboration. When employees trust that their ideas and perspectives will be respected, they are more likely to share their thoughts and participate actively in discussions. This openness leads to more innovative problem-solving and stronger team dynamics, which are essential in diverse work environments.

Reducing Bias

Language reflects and reinforces our thoughts, including unconscious biases. By using inclusive language, organizations can actively challenge these biases and create a more equitable workplace. For example, replacing biased job descriptions like “rockstar developer” with neutral and accessible terms like “skilled software developer” broadens the applicant pool and signals inclusivity.

Similarly, inclusive language in performance reviews or feedback can help ensure stereotypes-free evaluations. Instead of describing someone as “compassionate,” a term often associated with gender bias, highlighting specific achievements such as “demonstrated effective conflict resolution skills” keeps the focus on performance rather than personal traits.

By addressing communication biases, inclusive language fosters fairness and equity, ensuring that opportunities and recognition are distributed based on merit rather than stereotypes.

Inclusive Language as a Business Need

Inclusive language is more than a cultural priority—it’s a strategic business imperative. Organizations that commit to inclusive communication practices benefit from enhanced productivity, greater success in attracting and retaining talent, and a more substantial brand reputation.

Impact on Productivity

Inclusive language has a direct and measurable impact on workplace productivity. When employees feel respected and valued through inclusive communication, morale improves, and they are more engaged. Engaged employees are more productive and more likely to stay with the organization, reducing turnover rates and the associated costs of hiring and training replacements.

For example, employees who feel a sense of belonging—a key outcome of inclusive language—are more likely to participate in team discussions, share innovative ideas, and collaborate effectively. This creates a positive feedback loop: inclusive communication enhances engagement, boosting team performance and organizational efficiency.

Attracting and Retaining Talent

The modern workforce is increasingly diverse, and job seekers are actively evaluating companies for their commitment to inclusivity. Studies show that many candidates prioritize workplace diversity and inclusion when considering job offers. For instance, a Glassdoor survey found that 76% of employees and job seekers consider diversity an important factor in job decisions. Additionally, a LinkedIn study revealed that 75% of job seekers are attracted to companies that prioritize and work to increase diversity.

Inclusive language also plays a critical role in retaining existing employees. When workers perceive their organization as inclusive, they are less likely to seek opportunities elsewhere. This is particularly important in industries with high competition for skilled professionals. Additionally, inclusive job postings, onboarding materials, and internal communications ensure that new hires feel welcomed and supported from day one.

Brand Reputation

The way an organization communicates internally reflects its values externally. Companies that prioritize inclusive language build stronger workplace cultures and project an image of equity and respect to customers, partners, and the broader public. Conversely, organizations that neglect inclusivity risk being viewed as out-of-touch or discriminatory, damaging their reputation and business prospects.

For instance, a company known for using gender-neutral language or acknowledging diverse holidays and celebrations in its public communications will likely attract a wider audience and customer base. Inclusive language demonstrates that the organization values all communities, enhancing brand loyalty and trust.

Ben & Jerry’s is a well-known brand that has actively embraced inclusive language and practices in its public communications. The company consistently uses gender-neutral language across its marketing campaigns, social media posts, and website content. Additionally, it acknowledges and celebrates a diverse range of cultural events and holidays, such as Pride Month, Indigenous Peoples’ Day, and Juneteenth, alongside traditional holidays.

This inclusive approach has resonated with a broad audience, enhancing the brand’s reputation for equity and respect. Ben & Jerry’s has strengthened customer loyalty and attracted a wider, values-driven customer base by visibly supporting diverse communities through thoughtful language and representation. The company’s efforts demonstrate how inclusivity in communication can align with business goals and create meaningful connections with consumers.

On the other hand, the absence of inclusive language—or worse, the use of language that alienates or offends—can lead to public backlash, loss of customer trust, and even legal challenges. 

In 2015, Starbucks launched its “Race Together” campaign, encouraging baristas to write “Race Together” on coffee cups to spark conversations about race relations. While the initiative aimed to address an important social issue, the execution faced significant backlash. Critics argued that the campaign felt performative, lacked genuine inclusivity, and failed to consider the complexity of discussing race in a casual, transactional setting.

The campaign’s lack of nuanced, inclusive language led to public criticism and a temporary loss of customer trust. Many saw the effort as tone-deaf, highlighting how poorly executed or non-inclusive messaging can alienate audiences, damage a brand’s reputation, and undermine its intentions.

The Legal Implications of Non-Inclusive Language

Inclusive language isn’t just about fostering a respectful and welcoming workplace—it’s also a critical legal safeguard. Using non-inclusive or discriminatory language can create a hostile work environment, exposing organizations to significant legal risks. By understanding how language impacts workplace dynamics, businesses can protect themselves from lawsuits while promoting a culture of equity and fairness.

Creating a Hostile Work Environment

Non-inclusive language, even when unintended, can make employees feel excluded, demeaned, or unsafe. Over time, this creates a hostile work environment that may violate anti-discrimination laws. For example, persistent use of gendered terms, failure to respect employees’ chosen pronouns or culturally insensitive remarks can be seen as forms of harassment or discrimination. This damages morale and increases the likelihood of formal complaints or lawsuits.

In 2023, the U.S. Equal Employment Opportunity Commission (EEOC) recorded 67,448 workplace discrimination claims, with retaliation, disability, and race cited as the most common issues. Non-inclusive language often fosters the hostile environments behind these claims. In the United Kingdom, UK Employment Tribunal Service reported that 23,700 workplace discrimination cases were filed in the same year, highlighting the global implications of failing to address language-based biases.

Financial and Reputational Costs

Legal disputes stemming from workplace discrimination are costly and can severely harm an organization’s reputation. Settlements and fines for discrimination cases can run into millions of dollars, while the associated public scrutiny can damage relationships with customers, investors, and partners. For example, high-profile lawsuits against companies for discriminatory remarks or practices have often resulted in public apologies, financial settlements, and damaged brand equity.

Moreover, internal costs such as high employee turnover, reduced engagement, and the need for extensive retraining compound the financial burden of non-inclusive practices. Proactively adopting inclusive language can mitigate these risks and strengthen an organization’s commitment to equity.

Preventing Legal Risks Through Inclusive Language

Inclusive language serves as a preventative measure against potential legal issues. By establishing clear guidelines, providing training, and embedding inclusivity into daily communication, organizations can demonstrate their commitment to creating a safe and respectful workplace. This proactive approach minimizes the risk of legal disputes and creates a culture of accountability and fairness.

Practical Examples of Inclusive Language in Action

Inclusive language is not just a concept; it’s a practice that can be seamlessly integrated into daily workplace communication. Organizations can create an environment that respects and includes everyone by adopting thoughtful word choices and adjusting how we communicate. Here are some practical examples of inclusive language in action.

Gender-Neutral Terms

Words carry implicit meanings, and gendered terms can unintentionally exclude or alienate people. For example, using “chairman” implies a male leader, whereas “chairperson” or simply “chair” is a more inclusive choice. Similarly, phrases like “you guys” can be replaced with “team,” “everyone,” or “folks” to include people of all genders.

Another example is job descriptions, where terms like “he/she” can be replaced with “they” to reflect gender neutrality. These small changes can make a significant difference in ensuring all individuals feel represented and included.

Cultural Sensitivity

In global workplaces, culturally specific or idiomatic language can unintentionally alienate colleagues from different backgrounds. For instance, phrases like “hit the ground running” or “the ball is in your court” may confuse people coming from other countries or those unfamiliar with sports-related idioms.

Cultural sensitivity also extends to being mindful of holidays, customs, and traditions. Using phrases like “season’s greetings” instead of “Merry Christmas” acknowledges that not everyone celebrates the same holidays. These adjustments demonstrate respect for diverse cultural experiences, fostering a more inclusive environment.

Acknowledging Pronouns

Normalizing the practice of asking for and using correct pronouns is critical to inclusive communication. By proactively sharing your own pronouns (e.g., “Hi, I’m Alex, and I use they/them pronouns”) and inviting others to do the same, you create a space where people feel safe to express their identity.

In written communication, such as email signatures, adding a line like “Pronouns: she/her” signals an organization’s commitment to inclusivity. It also sets a standard for respecting everyone’s identity, reducing the likelihood of misgendering and fostering a culture of respect.

Learn how to use inclusive language in the workplace

Common Challenges and How to Overcome Them

Implementing inclusive language in the workplace is a critical step toward building an equitable and welcoming environment. However, this process is not without its challenges. From resistance to change to the ever-evolving nature of language, organizations must proactively address these hurdles to succeed. Below are common challenges and strategies to overcome them.

Resistance to Change

Change, even when beneficial, often encounters pushback. Employees and management may view inclusive language as unnecessary or feel uncomfortable altering their established communication habits. Resistance may stem from a lack of understanding about the importance of inclusivity or concerns about losing authenticity in communication.

Strategies to Overcome Resistance:

1. Start with Leadership: Encourage leaders to model inclusive language practices, demonstrating its importance and setting a standard for the organization.
2. Communicate the Why: Clearly articulate the business and cultural benefits of inclusive language, such as improved teamwork, reduced turnover, and enhanced brand reputation.
3. Provide Safe Spaces for Dialogue: Allow employees to express concerns or ask questions about inclusive language without judgment. This openness helps address misunderstandings and builds buy-in.

Language Evolution

Language is dynamic, and the norms around what is considered inclusive or appropriate often change. This can create uncertainty and fear of making mistakes, leading some to avoid trying altogether.

Strategies to Adapt to Language Evolution:

1. Encourage a Growth Mindset: Emphasize that it’s okay to make mistakes as long as there is a willingness to learn and improve. Mistakes can be valuable learning opportunities.
2. Stay Updated: Appoint a diversity and inclusion team or individual to monitor evolving language norms and update employees regularly.
3. Adopt Living Documents: Maintain a flexible and regularly updated guide to inclusive language, so it evolves alongside societal norms and organizational needs.

Training and Education

Without proper guidance, inclusive language may feel unfamiliar or intimidating to employees. Without intentional training, efforts to implement inclusive language might lack consistency or fail to take root.

Strategies to Provide Effective Training:

1. Organize Workshops: Host sessions that teach employees the principles of inclusive language, using real-life examples to illustrate its impact.
2. Create Accessible Resources: Provide materials such as style guides, FAQs, and video tutorials that employees can reference as needed.
3. Offer Continuous Learning: Incorporate regular refresher courses and open forums to ensure that inclusive language practices remain a priority over time.

Steps to Implement Inclusive Language in the Workplace

Introducing inclusive language into the workplace requires a structured and intentional approach. By following these steps, organizations can embed inclusive communication practices into their culture, fostering a more equitable and welcoming environment for all employees.

1. Assess Current Communication Practices

The first step is understanding where your organization currently stands. Conduct an internal and external communications audit to identify areas where non-inclusive language may be present.

How to Assess:

• Review company documents, such as handbooks, job descriptions, emails, and marketing materials.
• Survey employees to gather feedback on communication practices and potential areas for improvement.
• Look for patterns, such as gendered language, culturally exclusive phrases, or a lack of representation in visual and verbal content.

This audit will provide a baseline and highlight specific areas where changes are needed.

2. Develop Guidelines

After identifying areas for improvement, create a clear and accessible inclusive language guide tailored to your organization. This guide should serve as a reference for all employees.

What to Include:

• Gender-neutral terms and alternatives for commonly used phrases.
• Guidelines for pronoun usage and how to address individuals respectfully.
• Examples of inclusive phrases for different scenarios, such as meetings, emails, and public communications.
• Language to avoid, such as phrases that reinforce stereotypes or exclude certain groups.

Distribute the guide widely, and make it a living document that evolves alongside changing norms.

3. Provide Training

Training is essential to ensure employees understand the importance of inclusive language and how to use it effectively. Organizing workshops and ongoing education programs can build awareness and confidence.

How to Train:

• Host interactive workshops where employees practice rewriting non-inclusive language into inclusive alternatives.
• Bring in diversity and inclusion experts to lead sessions and provide context on the impact of inclusive communication.
• Offer e-learning modules or resources for employees to learn at their own pace.

These initiatives should not be one-off events but part of a continuous effort to embed inclusivity into the company’s culture.

4. Encourage Feedback

Inclusivity is a collective effort; feedback is crucial for refining communication practices. Create an open environment where employees feel safe sharing their thoughts and experiences.

Ways to Foster Feedback:

• Set up anonymous channels, such as suggestion boxes or online forms, for employees to provide input on communication practices.
• Host regular forums or discussions to address questions or concerns about inclusive language.
• Actively listen to feedback and incorporate it into updates for your inclusive language guide and practices.

Encouraging feedback improves communication and demonstrates a commitment to inclusivity that employees will appreciate.

Conclusion

Inclusive language is a powerful tool that directly contributes to workplace success. By fostering belonging, encouraging collaboration, and challenging biases, it creates an environment where employees feel valued and empowered to thrive. Beyond enhancing workplace culture, inclusive language drives measurable business outcomes, such as improved productivity, better talent retention, and a stronger brand reputation. It also helps organizations mitigate legal risks and position themselves as leaders in diversity, equity, and inclusion (DEI).

Implementing inclusive language requires effort, but the steps are clear: assess current practices, develop tailored guidelines, provide training, and encourage feedback. By embedding these practices into everyday communication, organizations can build a culture of respect and equity that benefits both employees and the bottom line.

Now is the time for organizations to act. Prioritize inclusive language as a cornerstone of your DEI strategy, and lead by example in creating a workplace where everyone has the opportunity to succeed. The words we choose matter—let them reflect the values of inclusion and respect.