Words Matter: The Power of Bias-Free Language in the Workplace
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The Importance of Bias-Free Language in the Workplace
It's time to have an honest conversation about the language we use in the workplace.
It's estimated that more than nine out of every ten employees have experienced discrimination due to factors like their race, language, ethnicity, or gender identity. This is a reality for many people trying to advance in their careers, and it's one that needs to be avoided at all costs.
As leaders, we all have a responsibility to create a bias-free environment where all team members feel respected, valued, and heard. It all starts with using bias-free language in the workplace.
Here's what you need to know.
What is Bias-Free Language?
Bias-free language refers to words that do not perpetuate prejudiced beliefs or attitudes toward individuals or groups. This includes comments about age, disability, gender, race/ethnicity, sexual orientation, socioeconomic status, and intersectionality.
When we use language that is biased or discriminatory, it can have detrimental effects on those who are already marginalized. These negative feelings can further reinforce the structural inequalities that already exist in our society.
The Importance of Bias-Free Language in the Workplace
Using bias-free language shows that you and your organization are dedicated to representation, visibility, and inclusion. After all, it's not as simple as checking a box or putting up a diversity poster - your language needs to reflect your actual values. People notice when you use outdated or insensitive terms, even if you're doing so in a nonchalant, offhanded fashion.
Nobody wants to work for a company that's stuck in the past. But it goes beyond that. Using bias-free language builds trust and establishes relationships with the people and communities where your organization works.
When you use language that acknowledges and respects other people's identities, you're sending a message that you're willing to listen and learn. And when people trust and feel respected by you, they're more likely to want to work with you.
Believe it or not, using language that's bias-free can actually increase your organization's success. A study by McKinsey & Company found that companies that are more diverse perform better financially. And it all starts with the language you're using.
How to Ensure Your Writing and Language Are Bias-Free
Unfortunately, bias can seep into our words without us even realizing it, perpetuating harmful stereotypes and prolonging discrimination. Here are some tips on how to be more thoughtful in what you write and say.
Acknowledge the Differences
The first step is to acknowledge that people are different. We all come from different backgrounds and experiences, and our unique perspectives can be valuable assets to any organization. Those differences aren't bad - far from it, in fact.
Where many people misstep is in assuming that ignoring the differences is the best way to foster a diverse and inclusive workplace. You're not a bad person for that assumption - however, it's important to acknowledge that it's in our differences where our strengths all lie.
You shouldn't make assumptions or generalizations about a group, nor should you completely ignore those differences entirely.
It's a delicate balance, but ultimately, what it comes down to is this: each person is a unique person, not identified solely by one aspect like their race, gender identity, or socioeconomic status, but those differences are what makes each of us unique. They, too, deserve to be recognized.
Be Conscious of the Words and Images You Use
Your choice of language can have a significant impact on how your message is received. For example, using masculine language to refer to a group of people can exclude those who don't identify as male.
Similarly, using words or phrases that are associated with negative stereotypes (e.g., "man up") can be offensive to some individuals. Be mindful of the language you're using, and aim to use words that are neutral and inclusive.
"Fireman" when you could just as easily say "firefighter," "manpower" instead of "workforce." The list goes on and on.
Other examples?
“Go off the reservation” and other idioms can have their roots in harmful stereotypes, in this case, about Native Americans. When you’re not sure, avoid using an idiom and instead, use plain language to say what you mean.
There's a common misconception that being mindful of bias in language means we're becoming "too woke" or infringing on our right to free speech. This couldn't be further from the truth.
Being careful with our language is simply an act of respect for others and a desire to communicate effectively. It doesn't mean we can't express our opinions or have robust discussions; it just means we need to be mindful of the impact our words may have on those around us.
Focus Only on What's Relevant
Stay on topic and avoid generalizations or stereotypes that are irrelevant to the conversation.
For example, a discussion about a new product release should focus on the features, benefits, and target audience of the product, not on any individual's gender, race, or other personal characteristics.
Be Specific
When it comes to writing, specificity is key. Instead of using vague terms like "over 65" or "under 18," try to be more precise. For example, you could specify that you're talking about 70 to 85-year-olds in particular. By doing so, you not only make your writing more accurate, but also less biased.
Similarly, when writing about gender identity, it's important to use descriptors with modifiers. Instead of just referring to "women," try writing "cisgender or transgender women." This acknowledges the existence of trans women and prevents erasure.
The same goes for writing about people with disabilities. Instead of using general terms like "handicapped" or "disabled," name specific disabilities, such as "people with visual impairments" or "people who use wheelchairs."
Avoid Gender-Based Terms
Gender-based terms are a prime example of this. Instead of using terms like "chairman," opt for gender-neutral terms like "committee chair" or "chairperson."
Similarly, using terms like "policeman" or "anchorman" can reinforce stereotypes about who is capable of holding certain jobs. Try to use gender-neutral terms like "police officer" or "anchor" instead.
Use Person-First Language
Another way to ensure your writing is bias-free is to use person-first language. This means putting the person before their condition, disability, or other defining characteristics.
For example, instead of saying "a disabled person," say "a person with a disability." This puts the person first and recognizes that they are more than just their disability.
Avoid Gender-Biased Pronouns
When it comes to pronouns, it's important to avoid gender bias. In English, we often default to using "he" when the gender of a person is unknown or unspecified.
This can exclude women and reinforce gender stereotypes.
Instead, try using gender-neutral pronouns like "they" or "them." If you're referring to a specific individual, use their name instead of a gendered pronoun.
Be Careful Comparing Groups
Be careful when comparing groups. Avoid terms like "non-white" or "minorities". Instead, use more specific terms like "minority groups." Not all people of a certain race, gender, or ethnicity are the same, so don't generalize or stereotype.
Think About Preferred Terms
African American or Black? Hispanic or Latino/Latina? American Indian or Native American? Always use the terms that individuals prefer. When in doubt, just ask. It's better to ask and be respectful than to unintentionally offend someone.
Don't Patronize
Nobody likes to be talked down to - and this is one of the most common ways that biased language can rear its ugly head in the workplace.
Strive to communicate on a level playing field. Rather than saying, "Don't worry your pretty little head," or using terms like "honey" or “sweetheart” (which, first and foremost, are simply not professional), use titles and names only when addressing individuals in your communication.
If you’re mentoring someone or helping them onboard, or even just bringing someone up to speed, check if they know something before you explain a simple concept. It can come across as really patronizing and they may already understand it. Try ‘Is this concept (situation/definition/etc) something you’re already familiar with? If not, would you like me to explain it?”
Sexual Preferences vs. Sexual Orientation
When it comes to discussing sexual preferences and sexual orientation, it's important to use the right terminology. Sexual preferences refer to the types of activities or characteristics that someone finds attractive, while sexual orientation refers to their overall attraction to a specific gender or genders.
It's important to use the right terminology here, since saying that someone has a "sexual preference" of being gay is not accurate - "gay" is their orientation, not a preference.
These seem like small differences, but they're so important. Again, by using the correct terminology, we can make sure that we're not inadvertently perpetuating harmful stereotypes or assumptions.
Women vs. Girls, Men vs. Boys
Another common area where we can unintentionally use biased language is when referring to genders. Females 18 years or older are women, not girls. But how many times have you heard someone refer to someone as "the girl in Accounts" - despite the fact that she's clearly in her mid-thirties?
Likewise, males 18 years or older are men, not boys. It's easy to slip into using the wrong terminology, especially since it's so common for people to refer to young women as "girls". But, using the term “boy” for an adult man can be denigrating, sometimes in a racist manner.
By making a conscious effort to use the correct terminology - namely, treating people like the adults they are - we can show respect for people of all ages and avoid perpetuating harmful gender stereotypes.
Offer Support for Those Whose First Language is Not English
Sometimes biased language is used not because the person intended to be offensive, but rather as the result of a language barrier. By offering to help clarify any confusing terminology or phrasing, we can make sure that everyone is able to communicate effectively and respectfully.
When in Doubt, Look it Up
Not sure what's appropriate and what's not? Just look it up - or simply ask. There's no shame in admitting that you don't know something, and it's always better to ask for clarification than to risk causing offense. By taking the time to educate ourselves and strive for inclusive language, we can create a more respectful and welcoming environment for everyone.
Additional Resources for Bias-Free Language
On that note, if you're still feeling confused about how to eliminate bias from your language, don't fret. There are countless resources out there, and the beauty of the digital age is that it means that these resources are constantly being updated to reflect best practices.
Here are some of the best:
University of California, San Diego: A Guide to Bias-Free Communications
Asian American Journalists Association: Guide to Covering Asian Pacific America
National Center on Disability and Journalism: Disability Language Style Guide
The National Association of Black Journalists: NABJ Style Guide
Elevate Leadership also has a wealth of resources on diversity and inclusion, so be sure to check these out.
Incorporating bias-free language in the workplace isn't just a matter of being politically correct. It's a matter of creating an inclusive and welcoming environment where every individual feels valued and respected. Remember - words matter.
Rebekah Pierce is a writer who lives in upstate New York with her husband and son. She has a B.A. in English from St. Lawrence University and an M.S.Ed. in Special Education from SUNY Plattsburgh. A former teacher, her writing work concentrates primarily on education, business, and agriculture.