LGBTIQA+ Inclusive Language Guide for the Workplace.
This inclusive language guide will assist businesses in creating a safe, supportive and inclusive workplace for lesbian, gay, bisexual, transgender and gender diverse, intersex, queer and asexual (LGBTIQA+) employees and help build a culture of respect and dignity for everyone.
LGBTIQA+ communities experience poorer health outcomes and reduced social engagement and effectiveness at work due to stigma and discrimination.
The Promoting Real Inclusion, Diversity and Empowerment (P.R.I.D.E.) in the workplace report by SEEK paints a stark picture of the experiences of LGBTIQA+ people in Australian workplaces.
Research shows that diversity in the workplace leads to better outcomes for the organisation. This includes diverse sexual orientations and gender identities.
Benefits include:
Higher engagement and productivity at work when people feel welcome and supported;
Increased profit from having a diverse, collaborative workplace;
Becoming an employer of choice and keeping good staff.
Adopting inclusive language makes a positive difference not just to LGBTIQA+ employees but for everyone. When we use LGBTIQA+ inclusive language, we demonstrate respect for LGBTIQA+ people, we build trust and a more inclusive workplace culture.
It’s important to highlight that embracing inclusive language is one of many steps to create a more inclusive workplace culture.
What is LGBTIQA+ inclusive language?
Language is inclusive is when we use words in ways that acknowledge and demonstrate respect for how people describe their own bodies, genders and relationships.
Embracing LGBTIQA+ inclusive language ensures that all LGBTIQA+ employees are not excluded in our conversations or our work. This includes instances when we are communicating directly with a colleague and when describing someone who isn't present.
We want to practice inclusive language in our policies and procedures, written internal and external communications and in how we communicate with other employees and customers. Inclusive language acknowledges the diversity of people we work with and serve. It creates an open and respectful environment that helps break down prejudice, stigma and stereotypes.
LGBTIQA+ inclusive language ensures everyone is treated with dignity and respect. It is free from words or tones that disparage, prejudice, discriminate or stereotype, whether intentionally or not.
Definitions
Terminology for LGBTIQA+ communities is complex and evolving and raising awareness of fundamental terms is vital to achieving LGBTIQA+ inclusion in the workplace. Refer to our LGBTIQ 101 resource for an explanation of the LGBTIQA+ acronym.
How do we foster inclusive language?
Don't assume everyone is heterosexual or straight. Avoid using language such as "wife" or "husband" that assumes all relationships are heterosexual. This excludes non-heterosexual people and devalues their relationships.
Examples of inclusive language when referring to relationships:
partner, parents, relationship, in a relationship
Avoid language that assumes all people are women or men. Consider using "everyone" instead of "ladies and gentlemen", "boys and girls".
Examples of inclusive language when referring to a group of people:
everyone, team, family, friends, folks or informally "peeps"
do you have any others you can think of?
However, there are some circumstances when using gendered language may be appropriate. For example, when you know that the group of people you are talking to identify as women (including trans women), then it’s ok to use gendered terms like “good morning, ladies”.
Don't question or make assumptions about someone's gender, sexuality or relationship. Accept and respect how people define their gender and sexuality. Employees, including people who identify as transgender or gender diverse, must be acknowledged as the gender they identify with.
Being LGBTIQA+ isn't a preference or a lifestyle choice. When we talk about gender, sex characteristics or sexuality, we're not talking about preferences or choices. We're just talking about how people are. Avoid asking people what terms they "prefer". If you need to, you can respectfully ask people what terms they use, then use those terms.
Make sure you have an understanding of LGBTIQA+ communities and what the acronym means and represents. It's also important to have a foundational knowledge of sex, gender and sexuality. Refer to our LGBTIQ 101 resource for more information.
Pronouns
Pronouns are one way people refer to each other and themselves. It's important to use correct pronouns for employees to support them in affirming their gender identity.
Pronouns are personal and sometimes a person's pronouns aim to highlight or affirm their gender identity. A person can be a man, woman, neither or both while using a set of pronouns that may or may not align with the social expectations associated with that gender identity.
When you use a person's correct pronouns you are validating and respecting that person's gender identity.
Most but not all men, including trans men, use the pronoun "he/him". Likewise, most but not all women, including trans women, use the pronoun "she/her". Some people use a gender-neutral pronoun such as "they/them".
For example:
“Alex is our new Product Manager. I like them because they got me a coffee when I was running late for the meeting this morning.”
If you're unsure what someone's pronouns is, ask them respectfully. Eg. "Can I ask what pronoun you use?"
It’s also important to consider whether it’s useful to know a person’s pronouns in a given context. Why do you need to know? Is it because you want to find out their gender identity? If so, why?
The pronoun they/them can save you from making assumptions when meeting new people.
They/them can be used to refer to a (singular) person, while written and spoken in plural form. This is grammatically correct, and it can be a great placeholder until you know the person's individual pronoun. Alternatively, if you know the person's name but don't know their pronoun, simply use their name instead.
FAQs
What if I make a mistake?
People may worry that they will offend or be embarrassed if they use the wrong word, name or pronoun, particularly for trans and gender diverse people. The important thing is to try to use respectful language and if you make a mistake, promptly apologise and continue the conversation.
No one will get the language right 100 percent of the time for 100 percent of people. The key is to keep trying to get it right.
It’s ok to make a mistake. But repeated mistakes show a lack of respect and can be very distressing. If it continues or is deliberate, it could constitute bullying or discrimination which is unlawful.
How should I welcome people to meetings or events?
Include every gender by using words and phrases like "Welcome, everyone." or "Good morning, team." or "Hello, family and friends!".
What titles should I used when writing letters or formal emails?
Where possible, use the title that the person uses. For example, copy the title they use in their correspondence. If they don't use a title, don't add one and simply address them by their first and last names.
Gender neutral titles like Dr and Mx can be used if applicable but gendered titles such as Ms, Miss, Mrs or Mr may not apply to everyone and may offend some people.
What terms should I use when answering the phone?
Do not address someone on the phone using gendered language such as "Ma'am" or "Sir" if you don't know their gender. Ask and call them by their name.
How do I ask for pronouns when inviting people for a job interview?
When writing the invitation via email you can say something like: "Please feel free to let me know the following details ahead of your interview:
What pronoun you use, eg. she/her, he/him, they/them;
What name you would like us to refer to you by.
Why do I need to display my pronouns in my email signature?
You don’t need to display your pronouns unless you want to.
While it may seem like a small thing, including pronouns in your email signature can be a useful step towards inclusion. Displaying pronouns in your email signature has the practical benefit of clarifying how you would like to be referred to while also indicating to others that you respect gender identity and choice of pronouns.
Including pronouns in your email is an effective way of normalising discussions about gender and fostering an inclusive work environment for trans and gender diverse people. This small gesture helps create a safe space so everyone can bring their whole self to work.
If you plan to implement the inclusion of pronouns in email signatures as a workplace policy, make sure that you educate your organisation, workplace or team first. It’s important that everyone understands and is on the same page about why this is important. It can be unhelpful or even harmful to enforce pronouns in email signatures if the workplace culture is not ready.
What should I avoid?
Most people would find it inappropriate and offensive to be asked questions about their body or their sexuality. The following questions are offensive and not appropriate:
"Are you really a guy?"
"Did you used to be a woman?"
"Who is the mother?" (when referring to a same-sex parented family)
"Are you sure you're bisexual? You look straight."
Avoid using LGBTIQ terms being used in a derogatory way eg. using the word "gay" in a negative way to refer to a situation or event that is not related to sexuality.
The information outlined above contains a lot of information, and you may not be able to translate all of it into your workplace and your work all at once. That's ok, the key is to practice, ask for help and be open to feedback and to keep trying.
How else can I be inclusive in my work?
You can start to identify things beyond language that can show respect and support inclusion. Here are some examples:
How you reflect diversity in your employees, customers or clients in photographs and illustrations.
How requirements like dress codes can be restrictive or biased towards one gender;
Installing gender-neutral bathrooms in the workplace;
How you develop and publish forms and surveys that are inclusive of LGBTIQA+ people.
Supporting inclusive practices by getting LGBTIQA+ awareness and inclusion training for your workplace.
Hosting LGBTIQA+ events such as IDAHOBIT or Wear It Purple Day.
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Interested in 101 training for your organisation?
Check out our LGBTIQA+ 101 Training program called “Working with Rainbow Communities”.