5 Ways to Build Inclusive Communications

The following article was cowritten by Chat GPT and Amy Marquis, who provided her expert perspective, prompt engineering, copywriting support and copyediting.

In today's more diverse and ever-changing workplace, it's up to each of us to prioritize building inclusive communications that promote diversity, equity, inclusion and belonging (DEIB) at every level. This kind of thinking is good for everyone at your organization from the inside out — for staff and partners to clients and customers. It cultivates a healthy work environment, promotes employee retention and encourages a strong bottom line.

As a white woman, I have an admittedly uncomfortable leadership role in the DEIB space. While I lead my organization's IDEA (Inclusion, Diversity, Equity and Access) Committee, I readily recognize the historically problematic relationship that white women have had with this kind of work. And so I'm here as a willing participant, ready to step back when and if a Person of Color steps forward to lead.

One of the first things I did when I started in my new role was to create and share an Inclusive and Responsive Writing Guide to help bring a cohesive voice and perspective to my workplace. This enterprise tool has been useful in staff gaining a better understanding of what DEIB language looks like in practical terms and allows us to speak with one voice to help us practice what we preach.

I have seen firsthand the benefits of creating a culture of inclusion that values and celebrates individual differences, perspectives and experiences. In this article, I will provide a roadmap for you to help build more inclusive communications that foster a sense of belonging for everyone.

Here are a few tips to get you started:

1. Ditch the Jargon

As a communications professional, I'm always asking "who's the audience?" It's usually my first question when figuring out strategy. While it can be tempting to fall into the trap of using industry jargon and technical terms, it's almost always better to stay away from anything that's "inside baseball." Jargon can end up excluding people who may not be as familiar with the terminology, leading to misunderstandings and a lack of engagement. In other words, ultimately, we lose our audience.

By using everyday words, you can communicate your ideas in a way that anyone can understand, regardless of their background or level of experience. This practice creates a sense of inclusivity and shows that you value all members of your audience, not just those who are already well-versed in your field.

Additionally, using plain language can help to avoid confusion and misinterpretation. When everyone is on the same page, it's easier to work together toward a common goal. So, whether you're communicating with colleagues or clients, keep it simple and straightforward to ensure that everyone feels included and understood.

2. Be Authentic

Being mindful of your tone when communicating with colleagues and clients is standard practice, but being authentic is becoming increasingly valuable. According to an Ernst & Young study, 92% of Gen Z said that being authentic and true to oneself is extremely or very important. That's why injecting humor and personality into your communications can help you build stronger relationships and connect with people on a more personal level. People tend to respond better to messages that are engaging, relatable and well... human. So don't be afraid to show your personality and let your authentic self shine through.

By striking a balance between professionalism and personality and considering the context and purpose of your communication, you can connect with others in a more meaningful way. So don't be afraid to show your personality and have a little fun with your communication.

3. Use Inclusive Language

Inclusive language is not just a trend, it is a crucial component of any successful communication strategy. Using inclusive language is about more than just avoiding potentially offensive words or phrases. It is about recognizing and valuing the diversity of individuals and experiences that make up our society as a whole.

To effectively use inclusive language, it is important to avoid making assumptions about people's gender, race, ethnicity or any other personal characteristic. Instead, use language that is gender-neutral and avoids stereotyping or marginalizing any group. For example, instead of using gender-specific pronouns like "he" or "she," consider using gender-neutral terms like "they" or "them" to refer to individuals whose gender is unknown or non-binary.

Use a people-first approach, because when it comes down to it, we're all people ahead of any labels. Center the person and follow up with their experience. So instead of saying "Annie is schizophrenic," try "Annie is person living with schizophrenia."

4. Listen to Feedback

It may not always feel like it, but feedback is a gift. And creating an environment where feedback is encouraged and valued helps to ensure that everyone has a voice and feels heard. When people feel like their opinions matter, they're more likely to be engaged and invested in the success of an organization or a project, which can lead to increased productivity, creativity and innovation.

But it's not enough to simply ask for feedback. You also have to be open to receiving it and willing to make changes based on the feedback you receive. This step can be tough, because despite it being a gift, receiving feedback can sometimes feel like a personal attack — especially if the feedback is given without being sought or if it goes against your own ideas or beliefs. When receiving feedback, it's important to listen actively and without judgment. Try to understand the other person's perspective and ask clarifying questions if needed.

Incorporating feedback into your communication strategy can help to build a more inclusive culture where everyone's opinions are valued and respected. It can also help to identify blind spots and biases that may be preventing your organization from being truly inclusive.

5. Lead by Example

Be the change you want to see in your team and in your organization. Your team will follow your lead, and you'll be part of creating a workplace where everyone feels valued and included.

Leading by example is one of the most effective ways to create a culture of inclusion and promote diversity, equity inclusion and belonging (DEIB) in the workplace. Your actions and words have an effect on your coworkers, and it's important to be personally invested in the behavior you want to see in others.

When you use language that is inclusive of all genders, races, ethnicities and backgrounds, you show your team that you value diversity and are committed to creating a welcoming and inclusive environment. By modeling the behavior you want to see in others, you can help create a culture where everyone feels valued and included, and where differences are celebrated as a strength.

Building inclusive communications is essential for creating a culture that celebrates individual differences, perspectives and experiences. By understanding your audience, using inclusive language, promoting active listening, recognizing and celebrating differences, addressing unconscious bias, and fostering a culture of inclusion, you can help build more inclusive communications that promote diversity, equity, inclusion and belonging.