Mind your language: How inclusive communication can reshape workplaces

Communication affects how people think, feel, and connect. The words we use don’t just express our thoughts; they also shape how others see the world. In a diverse society, it is important to use language that includes everyone and avoids labels.

Every conversation matters. Our words can either draw people closer or drive them away. By choosing our words carefully, we can inspire others, build confidence, and make sure everyone feels welcomed and valued.

Communication has long been shaped by gender norms, often reinforcing outdated stereotypes. A gender-neutral approach to communication, however, focuses on clear, inclusive, and respectful language that does not exclude or disadvantage anyone.

In India, efforts are being made to use gender-neutral language in both—corporate and government communication—to minimise gender bias. In 2023, the Ministry of Women and Child Development introduced a 'Guide on Gender-Inclusive Communication', suggesting gender-neutral alternatives for the often-used expressions. For instance, it suggests using words such as intermediary instead of middleman and avid follower instead of yes-man. It helps government officials, civil servants, media professionals, educators, and people from various domains to write, review, and translate documents with greater inclusivity and gender neutrality.

Inclusive language at work

Beyond government efforts, many companies are also removing gendered language from job descriptions and performance reviews to create fairer hiring practices and a more inclusive workplace. For example, the commonly used job roles and designations are chairman, salesman, policeman, fireman, stewardess, etc. The gender neutral substitutes can be chairperson, salesperson, police officer, firefighter, flight attendant, and so on.

Language influences us at a deeper level, guiding our decision making. The way we communicate in professional settings directly impacts career growth and workplace culture.

Research shows that gendered language in job descriptions can discourage diverse candidates from applying, limiting the talent pool.Studies have found that job ads with masculine-coded words like dominant and assertive receive fewer applications from women.

Similarly, biased language in performance reviews can shape career advancement opportunities, often reinforcing workplace inequalities. On the other hand, organisations that embrace inclusive communication such as using gender-neutral language in job postings and ensuring equitable speaking opportunities in meetings, see tangible benefits, including higher employee engagement, improved decision-making, and a more diverse workforce.

Beyond gender

Being inclusive is not just about gender. It is also about recognising different cultures, backgrounds, and ways of thinking. Sometimes, workplace discussions and media content unintentionally leave out certain groups, which can reinforce biases.

Companies can create a welcoming environment by training employees to understand and respect different perspectives. Simple changes, like adapting communication styles to suit different people, can make a huge impact.

Raising awareness about hidden biases also helps. Other ways to promote inclusivity include mentorship programs to support career growth, flexible work policies to meet different needs, and employee resource groups that provide a sense of community.

A Naukri.com report, The Unfiltered Truth: What Women Professionals Really Want, found that while 66% of Indian working women aspire to leadership roles, 44% hesitate due to work-life balance concerns. This highlights the nuanced challenges women face beyond career growth in their decision-making process.

Flexible work arrangements are increasingly recognised as a key factor in workplace inclusivity. According to Randstad India's Workmonitor 2025 survey, 52% of respondent said they are willing to leave jobs that do not offer flexibility and 60% would leave a job if they did not have a good rapport with their manager. Yet, many professionals, especially women, worry that while flexible work improves work-life balance, it could undermine their career advancement.

Brands should, therefore, take proactive steps to encourage open conversations, allowing anonymous feedback, and ensuring leadership diversity can further strengthen inclusivity. These measures can make everyone feel valued, supported, and empowered at their workplaces, motivating them to do their best.

The future of communication

Building a gender-agnostic and inclusive communication framework requires intentional action. Companies and individuals can contribute by using gender-neutral and inclusive language across all communication channels.

This ensures diverse representation in decision-making processes, implementing structured return-to-work programmes for professionals who have taken career breaks, training teams in bias awareness and inclusive communication, and leveraging technology such as captioning for virtual meetings and alternative text for visually impaired users to enhance accessibility.

For true inclusivity, organisations must go beyond offering flexible schedules and implement structured mentorship programmes, clear promotion criteria, and unbiased evaluation processes. These measures will help ensure that career growth is based on merit rather than traditional hierarchies or unconscious biases. As society evolves, so must our approach to communication.

A gender-agnostic and inclusive communication strategy is not about ignoring gender but about ensuring that language and workplace interactions empower everyone equally. By adopting conscious language choices, equitable policies, and diverse leadership representation, we can move toward a future where communication unites rather than divides.

— Nikky Gupta, co-founder and CEO of Teamwork Communications Group.