Inclusive Communication in Corporate Environments Training Pack by KEAN-Cell of Alternative Youth Activities

INCLUSIVE COMMUNICATION FRAMEWORK

INTRODUCTION

The inclusive Communication framework is a dynamic approach aiming to facilitate the assessment of organisations’ adopteness and embracement of inclusive communication principles. Clarifying the complex nuances of this framework, it precisely outlines key performance indicators (KPIs) and benchmarks that serve as barometers for measuring the extent of adoption and effectiveness of inclusive communication practices across diverse organizational landscapes.

During the previous phases of WP3 events, all collaborating partners collectively outlined an optimal array of benchmarks designed to gauge the levels of adoption within their respective organizations. Following a comprehensive analysis of available insights, it is recommended to create a tri-tiered framework for evaluating the implementation of inclusive communications. Each tier necessitates the establishment of an indicated set of actions, tactics, systems, and policies within the organization, as these have been identified below. Organisations will be able to assess the level that is today and will have an option to create actions to enhance their level in establishing Inclusive communication in their functions

LEVEL 1: Foundational Awareness should indicate that the organization has basic knowledge, practices and approaches towards inclusive communication.

LEVEL 2: Culture of belonging and Safety, should reflect that the organization is educated in Inclusive Communication principles and specific tools and mechanisms are established.

LEVEL 3: Established Inclusive Communication culture, should reflect an organization that has established awareness, knowledge, tools and mechanisms for Inclusive communications across all hierarchies

BENCHMARKS #2

Instructions

The benchmarks to evaluate the level of inclusive communication are divided into four main pillars and are presented below.

Each pillar consists of specific goals and actions that have been identified throughout N I C E program activities with corporate organisations, D&I experts and representatives from diverse groups. To help companies assess their adoption level of inclusive language, this benchmark tool can be utilized, structured around four critical categories: Inclusive Communication Literacy, Cultivate Inclusive Workspace, Reporting System & Assessment, and Inclusive Leadership & Governance.

This tool provides a systematic approach to measure and improve inclusivity practices within an organization.

Inclusive Communication Literacy’ evaluates the organization's understanding and application of inclusive language principles.

‘Cultivate Inclusive Workspace’ examines the efforts to create an environment where all employees feel valued and included.

‘Reporting System & Assessment’ assesses the mechanisms in place for tracking progress and identifying areas for improvement in inclusive communication practices. Lastly,

Inclusive Leadership & Governance’ reviews the commitment and actions of leadership in promoting and sustaining an inclusive communication culture.

By evaluating performance across these categories, companies can identify their current standing and develop targeted strategies to enhance their inclusive communication practices

PILLAR #1:

INCLUSIVECOMMUNICATIONLITERACY

Goals:

All employees are trained in basic D&I principles and inclusive communication.

Provide continuous learning and development opportunities to all employees.

Equip employees with resources and tools for understanding and applying inclusive communication.

Actions:

Implementation of a comprehensive training program on fundamental D&I management principles and neutral & inclusive communication for all employees.

All employees are trained in fundamental knowledge of inclusive communication language

Implementation of a tracking mechanism to monitor employees’ participation to training and completion rates in cases of individual training sessions.

Implementation of a library and distributes toolkits and glossaries that are focusing on communications related to the needs of diverse groups. All employees are aware of organistion’s inclusive communication practices.

PILLAR #2

CULTIVATEINCLUSIVEWORKSPACE

Goals:

Foster a diverse and inclusive workforce and management teams.

D&I policies and practices to have brought positive changes to organsiation

Promote inclusive communication across all organizational functions and stages.

Actions:

Quotas for shortlisted candidates, where a specific minimum number or percentage of candidates from underrepresented groups must be included in the final shortlist for a position, since they cover each role requirements HR managers recommendations of diverse people for jobs, through organsiations’ diverse pool of candidates.

Implementation of inclusive ads to attract a more diverse group of people

Implementation of a regular review cycle for policies and guidelines related to inclusive communication to ensure they are up-to-date and reflective of best practices.

Implementation of an action plan that addresses D&I and neutral communication within the organization.

Integration of D&I policies into the organization’s Code of Ethics. Adoption of neutral and inclusive language practices throughout corporate internal and external communications

Accessibility of information, such as alt text for images and accessible facilities.

Raising cultural awareness and celebration of diverse events within the organization

INCLUSIVE COMMUNICATION FRAMEWORK

PILLAR #3

REPORTINGSYSTEM&ASSESSMENT

Goals:

Monitor and assess the use of inclusive communication within the organization.

Provide platforms for employees to give feedback on communication inclusivity

Ensure transparency and continuous improvement in inclusive communication practices.

Actions:

Implementation of annual internal audits to evaluate the adoption of inclusive language in specific fields: internal communications, job advertisements, leadership team communications, regular feedback mechanisms and channels (e.g., surveys, questionnaires, suggestion boxes) for employees to share their perceptions and experiences.

Implementation of focus groups with diverse employee representatives to discuss and gather feedback on current communication practices.

Implementation of a system to measure instances of discriminatory or offensive language.

Circulation of regular reports (quarterly or biannual reports) on the progress of inclusive communication initiatives and the results of audits and surveys.

Incorporation of questions about inclusive communication level in exit interviews

Assessment of accessibility in the organisation’s communication materials regarding inclusive language and format

INCLUSIVE COMMUNICATION FRAMEWORK

PILLAR #4

INCLUSIVELEADERSHIP&GOVERNANCE

Goals:

Ensure leadership commitment to D&I and inclusive communication. Embed inclusive communication into performance evaluations and management practices

Allocate resources to support D&I initiatives.

Actions:

Incorporation of the adoption level of Inclusive communications to organisation’s performance

Develop recognition programs for employees that highlight and reward high engagement and contributions to D&I efforts

Encourage active involvement of leadership in promoting D&I practices by specific targets and activities per operation.

Allocate a specific percentage of the budget towards D&I initiatives. Integrate inclusive communication metrics into employee performance scores.

Appoint senior leaders as D&I ambassadors who actively champion and communicate the organization’s commitment to diversity and inclusion.

Publish reports on how the allocated D&I budget is being spent and the impact of these expenditures.

CONCLUSION AND NEXT PHASE OF EVALUATION

In moving forward, each organization can measure the level of Inclusive language adoption in internal and external communications.

The definition of specific outcomes aligned with the benchmarks of adopting neutral and inclusive communication includes setting clear targets that reflect the company ’ s ambition to enhance communication inclusivity.

Key Performance Indicators (KPIs) will play a crucial role in measuring progress accurately, with established data collection methods ensuring reliable assessment. It is imperative that these KPIs are transparent and understood by all employees, facilitating ongoing monitoring and adjustments as needed.

By committing to these steps, organizations can effectively gauge their journey towards fostering a culture of inclusive communication, driving meaningful change and ensuring sustained progress in the workplace.

The Diversity Language Index, provides the methodology and the assesment tool from the evaluation of Inclusive language adoption level, to an Action Plan and KPIs to measure results.

THEORETICAL TRAINING MODULES

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

BASIC LEVEL:

Duration Objectives

Introduction

Objective 1: To gain a deeper understanding of the concept of Diversity and Inclusion

Objective 2: To promote awareness among company staff about diversity dimensions and core values

Objective 3: To encourage staff to contribute to diversity management and practice.

20 min

It is not a discovery that each human being is unique and possesses diverse characteristics, talents, traits and quirks. While it is almost intuitive to recognise that each individual is exceptional, the concept of diversity in the workplace still appears to be complex and confusing to many people. This introductory course will help you realise the main pillars of diversity and provide the foundation to comprehend the information and practices for neutral and inclusive communication offered in the NICE training.

Section 1: Introduction to Pillars of Diversity

Subsection 1: DEI explained

Perhaps you have heard of the term “Diversity, Equity and Inclusion”, or have seen the abbreviation “DEI”, but you might not be certain about its exact meaning These three elements constitute the basis of all Diversity and Inclusion policies and practices, including the use of neutral and inclusive language, so it is important to explain the meaning of each element from the outset

Diversity represents the variety of backgrounds, identities and perspectives that each individual carries. Diversity refers to the wide range of differences among individuals in the workplace. These differences can include but are not limited to race, ethnicity, gender, age, sexual orientation, disability, and cultural background.

Equity refers to ensuring fairness and justice by providing equal opportunities and resources to all individuals, taking into account their unique needs and circumstances.

Inclusion aims for establishing an environment where every individual feels welcomed, valued, respected, and included It's about fostering a sense of belonging where everyone can be authentic and accepted. An inclusive workplace allows employees to reveal their potential and be able to fully contribute regardless of their background or identity

Source: LinkedIn

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Source: LinkedIn

Subsection 2: Pillars of Diversity

Diverse means different. Diversity encompasses the various components that create our identities. Hence, the dimensions of diversity are numerous and refer to fixed attributes or primal characteristics that cannot be changed, such as age, race, ethnicity, physical ability or chronic disease. But it also includes a variety of other elements that form one ' s identity, including education, language, gender, sexual orientation, religion, appearance, immigration status, parental and marital status, political beliefs, and experiences.

To illustrate this, imagine a person formed by irregular pieces of a puzzle that in combination shape their unique personality Having noted the wide range of diversity dimensions, we can focus on six major diversity pillars representing the key characteristics usually addressed by DEI policy and practice

Pillar 1: Age

Age Diversity usually refers to the inclusion of individuals from different age groups and life stages. In a workplace, there are probably people of different generations, including Generation X, Millenials and Generation Z, that to a large extent influence their perspectives and experiences. Age is often grounds for discrimination and less favourable treatment. For example, young and older persons might be offered fewer opportunities because of stereotypes and biases. We use the term ageism to point out such issues Ageism refers to stereotypes (how we think), prejudice (how we feel) and discrimination (how we act) towards others based on their age (WHO, Ageism)

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Pillar 2: Gender

Gender is probably the most familiar diversity dimension to many people. Gender diversity is the umbrella term that most commonly refers to gender equality between men and women, but also includes issues such as fair treatment of transgender and non-binary people. Therefore, gender diversity includes the acknowledgment and acceptance of various gender identities, including male, female, transgender and non-binary. Gender discrimination in the workplace is one of the most prevalent issues in many countries. The gender pay gap, job segregation (uneven representation in different kinds of jobs and positions) and gender-based violence are just a few examples of gender discrimination in the workplace

Pillar 3: Race

Although it sounds illogical that your skin colour can have more weight than a professional qualification in the world of business, it is evident that racism in the workplace is still a problem around the world. Racial discrimination involves treating someone (an applicant or employee) unfavourably due to stereotypes associated with a certain race, and even physical features such as skin tone, hair texture or odour. Race diversity refers to the acceptance of employees from all racial groups.

Pillar 4: Disability

This diversity pillar highlights the different talents of people with certain physical or mental impairments It addresses the inclusion of people with limited physical activity (e g sight, hearing or mobility) and different cognitive capacities (autism spectrum and people with attention-deficit or hyperactivity)

Pillar 5: Nationality and Ethnicity

The workforce is usually comprised of people with various national and ethnic origins, especially in multinational companies. This pillar refers to the acceptance and inclusion of people coming from different countries (including migrants and refugees), and ethnic groups (including ethnic minorities) and navigating the cultural specifics that these differences may bring In the global society that we live in, especially within the European Union (EU) which guarantees the freedom of movement to all EU citizens, it is normal to have employees with diverse national and ethnic backgrounds Yet, stigmatisation and biases based on these characteristics are evident leading to less favourable treatment in multiple processes, from recruitment to career development. This pillar addresses issues such as xenophobia and ethnic discrimination in the workplace.

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Pillar 6: Sexual Orientation

This pillar refers to acknowledgement and respect for sexual orientation as an element of one ’ s identity. It promotes education, acceptance and normalisation of different sexualities, including heterosexual, homosexual, bisexual, and asexual. Although it is against the law for an employer to discriminate against a person because of their sexual orientation, many employees still experience different forms of discrimination and harassment at the workplace based on their sexuality. We should emphasize that diversity is not a new phenomenon, although it is becoming more familiar Awareness of diversity in the workplace has been increasing over the past few years Some of the main drivers of this trend include demographic changes, the growing globalisation of the business market, improvements in information technology, the rise of multinational companies, and corporate efforts to address pre-existing and systematic exclusion of certain underrepresented social groups (O'Donovan, 2018) In today's corporate landscape, knowledge about diversity and inclusion is essential for every employee and manager.

Section 2: Key values of equality, unique worldview, tolerance and greater acceptance

The concept of diversity and inclusion is deeply rooted in core values essential for building a just, inclusive, and democratic society. These values help create environments where individuals from all backgrounds can thrive and contribute fully Striving for equality, promoting tolerance and accepting every person, while appreciating their unique worldviews and perspectives are the values that drive our communities, companies, teams and us as individuals forward Here are the key values that underpin diversity and inclusion.

Subsection 1: Equality

Equality is the cornerstone of diversity and inclusion practices. It ensures that all individuals have equal opportunities, treatment, and access to resources. In the context of employment, equality is promoted through: Equal opportunities pertain to providing everyone with a fair chance to succeed based on their abilities and qualifications, despite characteristics such as gender. Fair working conditions in the sense of ensuring that all employees have access to fair wages, benefits, and career advancement opportunities. Social protection and inclusion, meaning guaranteeing that employees have access to social security, healthcare, and are protected from discrimination

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Subsection 2: Unique Worldview

Each individual carries a unique perspective shaped by their experiences and background. Many studies demonstrate that embracing diverse worldviews fosters progress and boosts revenue. Recognising and appreciating these unique perspectives enriches the workplace culture and drives positive business outcomes, such as:

Creativity and innovation as diverse perspectives lead to creative problemsolving and innovative solutions and ideas

Expanded market insight because understanding different worldviews helps companies and organisations better serve a diverse customer base

Mutual learning and growth of employees as they learn from one another that ultimately enhances collective knowledge and cultural competence

Subsection 3: Tolerance and Acceptance

Tolerance is the capacity to respect and coexist with differences in our personalities, behaviours and opinions. Its traditional understanding refers to showing respect for differences, acknowledging and valuing different beliefs, opinions and cultures.

Some recent studies highlight tolerance's limitations in fostering genuine inclusion They suggest that there might be negative psychological and social impacts of being tolerated as a minority, so acceptance is the correct approach.

(Adelman et al, 2023)

Acceptance goes beyond tolerance by fully embracing and celebrating individual differences It is the prerequisite for a truly inclusive workplace that values employees in all their diversity. Greater acceptance can be achieved by:

Implementing policies and practices that accommodate diverse needs (e.g. flexible working hours, accessible infrastructure, parental leaves regardless of gender and sexual identity, etc.).

Active allyship that encourages employees to actively support and stand up for marginalised individuals and groups.

Inclusive communication that enables as many people as possible to speak their minds and participate in interactions, and acknowledges the diverse ways people comprehend and express themselves Using inclusive language means choosing expressions that demonstrate respect, and are free of biases and prejudice

(Stoyanova, 2023)

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Section 3: Diversity Management and Inclusion Practices

Diversity management refers to all organisational actions that aim to promote greater inclusion of employees from various backgrounds into the company structure. Usually, this is achieved through specific DEI policies and programs, and the appointment of DEI officers and committees. It involves implementing practices in various processes such as hiring, management, training, communications, and more

Subsection 1: Diversity Management

Diversity management involves a variety of activities, but usually, companies put in place specific policies, strategies, or programs that provide a framework defining the scope and types of actions. DEI could be enshrined in an international policy in the case of multinational companies or be developed locally. It could be a branch of ESG (Environmental, Social, and Governance) or CSR (Corporate Social Responsibility) management, or a separate domain. It depends on the organisational structure and the extent to which the company prioritises these issues.

If you are unsure about the DEI framework in your workplace, we encourage you to ask your manager, HR, or the designated DEI officer or team, if such a role is available at your workplace

Key characteristics of diversity management include:

It is voluntary in the sense that it is not required by law, but is usually selfinitiated by the employer or the employees.

The policy framework guides the DEI efforts in a company or organisation. These frameworks may include main principles and values, specific targets, KPIs, reporting mechanisms, etc.

Leadership commitment demonstrated by active participation of the senior staff in events and initiatives devoted to DEI.

Diversity management also involves all the actions taken in a company to overcome common challenges at the workplace such as unconscious bias, microaggression, gender inequalities and discrimination on various basis

Diversity management is integrated into many areas and processes, including but not limited to hiring and recruitment, promotion and career development, sales, communication, public relations, branding, etc.

Subsection 2: Inclusion Practices

The variety of inclusion practices under the DEI umbrella is unlimited. They all aim to foster the inclusion of employees from underrepresented and underprivileged groups or to accommodate the special needs of certain segments of the personnel (e.g. parents)

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Common inclusion practices include:

Establishment of Employee Resource Groups (ERGs) led by employees to offer support to a certain group or a cause (e.g. LGBTIQ+). It is also common to establish an ESG on DEI in general, working across various diversity dimensions

ESGs offer a sense of community and provide opportunities for networking, professional development, and advocacy

Organising awareness raising and training on DEI topics for employees, led by internal or external experts, to promote mutual respect and understanding for people with diverse backgrounds Educational sessions and communication campaigns often involve collaboration with civil society organisations, scholars, and volunteers

Offering flexible work arrangements such as remote work, flexible hours, or jobsharing to accommodate different needs and lifestyles. Tools such as guidebooks with tips for more inclusive behaviour and communication.

Mentorship programmes supporting special groups (e g women leaders)

Gathering diversity data through special questionnaires or as part of the annual employee engagement surveys. It is used to assess and improve the DEI actions. Establishment of a reporting mechanism for incidents of discriminatory or inappropriate behavior (e.g. for use of discriminatory or offensive language in the workplace)

Introducing a diversity calendar that marks the various religious, cultural, and historical dates and events, as well as holidays, and celebrations of minority groups.

Conclusion

This introductory section was intended to provide you with the fundamentals of the concepts of diversity and inclusion. Perhaps you were already familiar with some or most of the information featured in this section if so, well done. The next sections are dedicated to a crucial aspect of DEI efforts: communication. In particular, this course will help you learn how to use neutral and inclusive language in the workplace, ensuring that you interact with your colleagues and business partners respectfully and with attention to their unique identities.

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

References

World Health Organization (n d ) Ageism World Health Organization. https://www.who.int/healthtopics/ageism#tab=tab 1

O’Donovan, D (2017) Diversity and Inclusion in the Workplace In Organizational Behaviour and Human Resource Management (pp. 73–108). Chapter, Springer Cham.

https://www researchgate net/publication/32067451

2 Diversity and Inclusion in the Workplace, Stoyanova, M. (2023). From Words to Actions: Enhancing Inclusive Communication in the Workplace. https://diverse-bg eu/wpcontent/uploads/2023/10/D2.1-NICE-ComparativeBest-Practices-Report final-28092023.pdf

Adelman, L. et. al. (2023), The unintended consequences of tolerance: The experience and repercussions of being tolerated for minority group members.

https://pmc ncbi nlm nih gov/articles/PMC10032513/

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS

& INCLUSIVE COMMUNICATION

Subsection 1: Diversity Management

We all share responsibility for creating an inclusive work environment, so it makes sense to think twice before we communicate our thoughts, beliefs, and opinions That way we can avoid unintentionally stereotyping, demeaning, patronising or belittling others. Behaviour or the use of language which could be perceived as being discriminatory (e.g. sexist or racist jokes) are not acceptable.

Likewise, to prevent causing offence based on factors such as gender, age, disability, ethnic background, religious beliefs, gender identity, or sexual orientation, it's imperative to refrain from using terms or language that could be offensive. If you ' re uncertain about how to refer to or address someone, particularly from a different ethnic background, don't hesitate to ask them their preferred terms

Humour that trivializes gender issues often reinforces stereotypes and can be sexist It's crucial to recognize that language evolves; words may shift in meaning over time, and what's considered acceptable today may become unacceptable or less appropriate in the future. To steer clear of potentially offensive terms, ensure that you employ widely accepted terminology.

Subsection 2: Core principles of inclusive language

Our language has the power to make others feel great or feel worse So please consider the following guidelines:

Use person first language

Use person-first language that puts the person ahead of their characteristics Person-first language keeps the individual as the most essential element: there is more to each of us than our descriptors. Mention characteristics like gender, sexual orientation, religion, racial group or ability only when relevant.

Avoid jargons and idioms

Use simple language that is relatable and easily understood by most people. This means to lessen or avoid using jargon and idioms. Jargon can exclude people who may not have specialised knowledge of a particular subject. And many idioms don’t translate well from country to country

Don’t assume, just ask

Strive to include language that reflects peoples’ choice and style in how they talk about themselves Remember there is a difference between respectful and appropriate language for those belonging to a group (in-group) and those who don’t belong (out-group). If you are referring to a specific individual, then whenever possible, ask the preferred terminology. 2 3

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS

Subsection 3: Inclusive language vs. political correctness

Don’t fall into the trap of political correctness – being inclusive in our language is not about policing words or controlling how we express ourselves

Inclusive language is internally driven When people do something, they consider to be “inclusive” even if these things are the same as politically correct things, they never conflict with their values because being inclusive is a value

Political correctness is externally driven. When people do something that they consider politically correct it often conflicts with their values – they are doing it because they have been told they should, even if they don’t believe it themselves.

Section 2: Inclusive communication skills

Inclusive communication skills are important for connecting with diverse audiences and fostering mutual understanding and respect. Key principles include recognizing diversity, practising empathy, actively listening without judgement, respecting everyone regardless of differences, using clear and inclusive language, being culturally sensitive, encouraging participation from all, being flexible in communication approaches, and seeking feedback for continuous improvement By embodying these principles, organisations can create environments where everyone feels valued, understood, and empowered to contribute.

Section 3: Specific examples such as gender-sensitive and genderneutral language

Inclusive language lacks definitive rules or rigid guidelines. Recommendations are dynamic, adapting with our evolving understanding of language and its effects on diverse audiences.

Gender-inclusive language promotes equality between all genders and avoids reinforcing stereotypes about gender roles When considering gender-neutral alternatives, it's important to be mindful of potential ambiguity or changes in meaning and select words accordingly

The recommendation is that, when the context is favourable and communication allows for it, language sensitive to gender should be used primarily. However, in certain contexts, the use of neutral language is also acceptable.

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS NEUTRAL

& INCLUSIVE COMMUNICATION

Gender-sensitive language is a manifestation of equality in language. Gender equality in language is achieved when, in communication, women and men are treated as equals, with dignity, integrity, and respect. There are different ways in which gender relations can be accurately expressed, and this involves avoiding the use of language that explicitly or implicitly refers only to one gender.

Examples

Recommended: Employees of this organisation returning from parental leave benefit from a flexible work schedule.

Not recommended: Women returning from maternity leave benefit from a flexible work schedule.

Neutral language does not take gender into account, referring to people in general, without specifying whether they are women or men.

Example: People are not aware of the impact they have on the environment

Discriminatory language is the opposite of gender-sensitive language and uses words, phrases, and constructions that perpetuate stereotypes, demean, or ignore women or men In the most harmful cases, it attacks their value, dignity, and integrity

Examples

Not recommended: Ambassadors and their wives have been invited to attend the dinner that will take place at the end of the event.

Recommended: Diplomatic personnel and their companions have been invited to attend the dinner that will take place at the end of the event.

Often, it's not easy to determine whether the use of gender produces inclusive or, conversely, exclusive language, so sometimes the safest path is not to mention gender and to use neutral language. Such a decision implies that both genders are treated equally, so mentioning either of them becomes irrelevant. This is noticeable in many situations, especially those related to occupations. However, using neutral language comes with some disadvantages: typically, this approach will favour the masculine perspective as the default, thus overshadowing differences in roles, situations, or specific needs of the two genders. Another disadvantage is that using neutral language maintains the current status quo and does not serve as a tool for transformation

Romanian, for example, belongs to the group of Latin languages that allow gender agreement for nouns, pronouns, and adjectives, and the language's practice suggests that when these are plural, the masculine form is used Unfortunately, this practice predisposes to discriminatory language and should be avoided. Not only Romanian follows this approach; it is prevalent in other languages as well.

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS

Questions we can ask ourselves to make the decision whether to mention gender or not:

Will mentioning gender shed more light on important aspects of the subject being discussed?

If yes, the use of gender-sensitive language is warranted; if not, neutral language should be used

Are we referring to people in general or to a specific group?

If we are referring to people in general, it is acceptable to use neutral language. However, if we are referring to a specific group, mentioning gender is often relevant.

Further resources to explore

UNDERSTANDING & ADDRESSING BIASES

Objectives

Objective 1: To understand cognitive and cultural biases and their impact on workplace communication, behaviour, and decision-making, highlighting their role in fostering equity.

Objective 2: To implement strategies for recognizing and addressing biases, promoting unbiased communication and equitable treatment through selfreflection, critical thinking, and structured decisionmaking processes

Objective 3: To enhance cultural awareness, emphasizing its importance for inclusivity and effective collaboration, and developing practical skills for navigating cultural diversity using real-world case studies.

Duration

Introduction

20 min

This module delves into workplace biases and cultural awareness, crucial for fostering inclusive environments It explores cognitive and cultural biases' impact on communication, behaviour, and decision-making. Understanding biases, highlighted in Section 1, is vital for equity. Section 2 emphasizes proactive measures to address biases, while Section 3 offers practical mitigation strategies. Cultural awareness, pivotal for effective collaboration, is detailed in Section 4. Finally, Section 5 provides case studies demonstrating the real-world benefits of cultural awareness By implementing these insights, organizations can cultivate environments that embrace diversity, promote inclusion, and drive innovation.

Section 1: Understanding Biases

Biases are intrinsic to human cognition, exerting profound influence on our perceptions, decisions, and interactions. Often operating unconsciously, biases shape how we interpret information and engage with others Recognizing and understanding biases are crucial steps toward mitigating their impact on our lives We tend to overestimate our comprehension of the world and underestimate the role of chance in events. This underscores the pervasive nature of biases and underscores the importance of comprehending their mechanisms (Kahneman, 2011).

UNDERSTANDING & ADDRESSING BIASES

Objectives

Subsection 1: Definition and Explanation of Types of Biases

Bias entails deviating from rationality in decision-making due to personal feelings rather than objective facts It encompasses various types and can influence perceptions, emotions, and behaviours. These biases may lead to errors in decisionmaking and hinder accurate understanding of situations, as well as influence interpersonal relationships. (Kahneman, D., Tversky, A., & Slovic, P. (Eds.). (1982)

Confirmation Bias: People tend to only pay attention to information that supports what they already believe and ignore anything that contradicts it. This makes them more convinced of their existing ideas.

Availability Heuristic: People think something is more likely to happen if they can easily remember similar things happening before So, recent, vivid, or personally relevant events can make people think they're more common than they really are.

Anchoring Bias: People often rely too much on the first piece of information they hear when making decisions, even if it's not really important or accurate This initial information can heavily influence their judgments

Implicit Bias: People have unconscious beliefs or stereotypes that affect how they see and treat others, especially based on things like race or gender. These biases can influence their behavior without them even realizing it.

Research in psychology and neuroscience has provided insights into the mechanisms underlying biases and their impact on decision-making processes (Kahneman, D. (2011). Understanding biases is crucial for mitigating their effects and promoting more objective and equitable decision-making in various domains, including healthcare, education, and criminal justice

Subsection 2: Other types of Biases

Beyond confirmation and implicit biases, there are various other forms of biases that influence human behaviour and decision-making processes (Kahneman, D , Tversky, A , & Slovic, P (Eds ) (1982)

UNDERSTANDING & ADDRESSING BIASES

These include:

Objectives

Gender Bias: This is when people judge others based on their gender, which can affect how they see someone ' s abilities, roles, and actions.

Racial Bias: This happens when people have unfair ideas or attitudes towards others because of their race or ethnicity, which can lead to unequal treatment and opportunities

Age Bias: This involves unfair beliefs or actions towards people because of their age, often leading to age discrimination, affecting things like jobs, healthcare, and how they're treated socially

Source: LinkedIn

Section 2: Impact of Biases on Communication and Behavior

Biases, whether we realize them or not, really affect how we talk and act in different situations. These biases are basically ideas or feelings we already have about people or things, and they shape how we see, judge, and interact with them. In communication, biases can cause confusion, misunderstandings, and keep stereotypes going, making it harder for people to connect And in behaviour, biases can lead to treating people unfairly, leaving them out, or even being discriminatory, which makes it tough to create fair and inclusive environments. Understanding how biases work is key to making communication and behaviour better and more respectful, both in our personal lives and at work.

UNDERSTANDING & ADDRESSING BIASES

Subsection 1: Communication Impact

Objectives

Biased Communication: In the workplace, communication is super important, but biases can mess it up by distorting messages Biases, whether we know it or not, can cause misunderstandings and mix-ups, making it hard for info to get across clearly. This happens in different ways, like when we only pay attention to stuff that fits our ideas (selective perception) or when we assume things about others based on stereotypes.

Case Studies: Real-life stories/scenarios show how biased communication can mess things up at work. When people use biased language or act a certain way, it can lead to conflicts or confusion. Looking at these examples helps us see why it's so important to have fair communication and try to stop biases from messing things up.

Subsection 2: Behavioural Impact

Behavioural Influence:

Biases extend beyond mere communication and permeate into behavioural patterns within the workplace. These biases can significantly influence decision-making processes, hiring practices, and interpersonal relations, shaping organizational culture and dynamics For instance, implicit biases may unconsciously sway hiring decisions, leading to the perpetuation of homogeneous teams and exclusion of diverse talent. Similarly, biases in performance evaluations may result in unequal treatment and opportunities for advancement. (Stoyanova, M. et al (2023).

Consequences:

The consequences of biased behaviour reverberate throughout the organization, impacting various facets of its functioning. Reduced morale among employees stemming from perceptions of unfair treatment can hinder productivity and collaboration. (Banaji, M. R., & Greenwald, A. G. (2013). Moreover, biased practices can expose organizations to legal liabilities, as discriminatory actions violate antidiscrimination laws and regulations Additionally, the lack of diversity resulting from biased practices stifles innovation, as diverse perspectives are essential for generating creative solutions to complex challenges.

Source: Culturemonkey

UNDERSTANDING & ADDRESSING BIASES

Section 3: Strategies for Recognizing and Addressing Biases

Objectives

In today's increasingly diverse workplaces, fostering inclusivity and equity is paramount for organizational success. Diversity management encompasses a range of initiatives aimed at promoting greater inclusion of employees from diverse backgrounds within the company structure This involves not only implementing specific Diversity, Equity, and Inclusion (DEI) policies and programs but also appointing DEI officers and committees to oversee these efforts These initiatives extend across various organizational processes, including hiring, management, training, communications, and more, to create environments where all individuals feel valued, respected, and empowered (Jones, 2020).

Subsection 1:

Recognising Biases

In order to effectively address biases in the workplace, it is essential to first recognize their presence This subsection focuses on strategies for identifying biases through self-reflection and observation

Self-Reflection:

Self-reflection is a fundamental step in recognizing biases, as it allows individuals to examine their own beliefs, attitudes, and assumptions. One valuable tool for selfreflection is the Implicit Association Test (IAT), which helps uncover unconscious biases by measuring the strength of associations between concepts Additionally, soliciting feedback from diverse sources, such as colleagues from different backgrounds, can provide valuable insights into one ' s blind spots and areas of potential bias

Observation:

Observing interactions and decisions within the workplace can reveal patterns that may indicate the presence of biases Paying attention to language, behavior, and decision-making processes can help identify instances where biases may be influencing outcomes. By actively observing how biases manifest in day-to-day operations, individuals can become more attuned to their presence and better equipped to address them.

Subsection 2:

Addressing Biases

Once biases have been recognized, it is important to take proactive steps to address them. This subsection explores strategies for mitigating biases, both at the individual and organizational levels.

UNDERSTANDING & ADDRESSING BIASES

Mitigation Strategies:

Objectives

Individuals can employ various strategies to counteract biases in their own thinking and decision-making processes. Critical thinking involves questioning assumptions, evaluating evidence, and considering alternative perspectives before reaching conclusions Jones, R. L. (2020). Mindfulness practices, such as meditation and reflection, can help individuals become more aware of their thoughts and reactions, enabling them to recognize and interrupt biased patterns of thinking Seeking diverse perspectives, whether through collaboration with colleagues from different backgrounds or exposure to diverse media sources, can also broaden one ' s understanding and mitigate the influence of biases.

Organisational Practices:

In addition to individual efforts, organizations can implement practices and policies to address biases at a systemic level. Structured decision-making processes, such as using decision matrices or decision trees, can help mitigate biases by providing a systematic framework for evaluating options and considering relevant factors. Blind recruitment practices, which involve removing identifying information from job applications to minimize the influence of unconscious biases, can promote fairness and equity in hiring processes (Hahn, A., Judd, C. M., Hirsh, H. K., & Blair, I. V. (2014). Furthermore, diversity training programs can raise awareness of biases, provide tools for addressing them, and foster a culture of inclusivity within the organization.

By implementing these strategies at both the individual and organizational levels, workplaces can create environments that are more equitable, inclusive, and conducive to collaboration and innovation.

Source: LinkedIn

UNDERSTANDING & ADDRESSING BIASES

Section 4: Cultural Awareness

Objectives

Cultural awareness is a foundational aspect of fostering inclusivity and understanding in diverse environments This section explores the significance of cultural awareness and its benefits in promoting effective communication and collaboration

Subsection 1: Understanding Cultural Awareness

Cultural awareness encompasses the ability to comprehend and appreciate the nuances of cultural differences and similarities within and between groups It involves recognizing the various customs, traditions, beliefs, and values that shape individuals' perspectives and behaviors. Cultural awareness extends beyond mere recognition to include empathy and respect for diverse cultural practices and identities

The importance of cultural awareness cannot be overstated, particularly in today's interconnected global society. In a diverse workplace, cultural awareness is essential for fostering mutual understanding, respect, and cooperation among colleagues from different cultural backgrounds. By acknowledging and appreciating cultural differences, individuals can navigate intercultural interactions more effectively, thereby enhancing teamwork, productivity, and organizational cohesion

Subsection 2: Benefits of Cultural Awareness

Enhanced Communication: Cultural awareness plays a pivotal role in improving communication effectiveness across cultural boundaries By understanding the cultural nuances of language, nonverbal cues, and communication styles, individuals can minimize misunderstandings and misinterpretations in their interactions with colleagues from diverse backgrounds. This leads to clearer, more meaningful communication and facilitates smoother collaboration on projects and tasks.

Increased Inclusivity: One of the primary benefits of cultural awareness is its ability to promote inclusivity within the workplace. By fostering an environment where diverse cultural perspectives are valued and respected, cultural awareness helps create a sense of belonging and acceptance for all employees. This, in turn, leads to greater employee engagement, morale, and satisfaction, as individuals feel appreciated for their unique identities and contributions

Cultural awareness not only enriches the organizational culture but also strengthens relationships among team members, ultimately driving innovation and success.

UNDERSTANDING & ADDRESSING BIASES

Section 5: Cultural Awareness Practices - Case Studies and Examples

Objectives

In today's interconnected global landscape, cultural awareness has emerged as a critical competency for organizations seeking to thrive in diverse environments This section delves into real-world case studies and practical applications of cultural awareness, highlighting their impact on organizational success and providing actionable insights for implementation.

Subsection 1: Case Studies

Case studies offer valuable insights into how cultural awareness can positively impact organizational outcomes. By analyzing real-world examples, individuals can extract practical lessons and strategies for effectively navigating cultural diversity within their own contexts.

Real-World Examples:

Exploring case studies of organizations successfully leveraging cultural awareness provides tangible evidence of its benefits. For instance, consider how a multinational corporation's adept handling of cultural differences facilitated successful market expansion into new regions, resulting in increased profitability and market share For more examples, you can explore case studies on platforms like https://store.hbr.org/case-studies/.

Lessons Learned:

From these case studies, key takeaways emerge, highlighting the importance of cultural awareness in achieving organizational objectives. Whether it involves fostering stronger relationships with international clients or improving team dynamics across cultural boundaries, the lessons gleaned from these examples offer valuable insights for enhancing cultural awareness within any organizational context

Subsection 2: Practical Applications

Practical applications of cultural awareness involve developing specific skills and implementing targeted strategies to promote intercultural understanding and collaboration within the workplace

Skills Development:

Central to cultivating cultural awareness is the development of key interpersonal skills such as active listening, empathy, and adaptability These skills enable individuals to engage with others from diverse cultural backgrounds in meaningful and respectful ways, fostering mutual understanding and trust. (Morrison, T. (2000).

UNDERSTANDING & ADDRESSING BIASES

Implementation:

Objectives

Implementing cultural awareness practices requires a proactive approach that encompasses both individual and organizational initiatives This may include celebrating cultural events and holidays to foster a sense of inclusivity, as well as providing cultural competency training to equip employees with the knowledge and skills needed to navigate diverse cultural contexts effectively.

By integrating these practical applications into daily interactions and professional settings, organizations can create environments that embrace cultural diversity and leverage it as a source of strength and innovation.

Conclusion

In conclusion, this comprehensive module has provided an in-depth exploration of biases and cultural awareness in the workplace. Biases, whether cognitive or cultural, profoundly influence communication, behaviour, and decision-making processes Understanding biases, as discussed in Section 1, is crucial for fostering equitable and inclusive environments Moreover, Section 2 highlights the impact of biases on communication and behaviour, emphasizing the need for proactive measures to address them. Section 3 offers practical strategies for recognizing and mitigating biases at both individual and organizational levels. Additionally, cultural awareness, as explored in Section 4, plays a vital role in promoting effective communication and collaboration in diverse settings Finally, Section 5 presents case studies and practical applications to demonstrate the real-world significance and benefits of cultural awareness practices. By incorporating these insights and strategies, organizations can cultivate environments that embrace diversity, foster inclusion, and drive innovation

UNDERSTANDING & ADDRESSING BIASES

Videos

Objectives

UNDERSTANDING & ADDRESSING BIASES

Objectives

Videos Refferences

Stoyanova, M (2023) From Words to Actions: Enhancing Inclusive Communication in the Workplace Retrieved from Diverse-BG

Kahneman, D (2011) Thinking, Fast and Slow Farrar, Straus and Giroux 2

Kahneman, D , Tversky, A , & Slovic, P (Eds ) (1982) Judgment under uncertainty: Heuristics and biases Cambridge University Press.

Banaji, M. R., & Greenwald, A. G. (2013). Blindspot: Hidden Biases of Good People. Delacorte Press.

4. Schur, L., Kruse, D., & Blanck, P. (2013). People with Disabilities: Sidelined or Mainstreamed? Cambridge University Press

Jones, R L (2020) Diversity at Work: The Practice of Inclusion Wiley 6

World Health Organization (n d ) Ageism Retrieved from WHO 7 O’Donovan, D (2017) Diversity and Inclusion in the Workplace In Organizational Behaviour and Human Resource Management (pp 73–108) Springer Cham Retrieved from ResearchGate 8 Hahn, A., Judd, C. M., Hirsh, H. K., & Blair, I. V. (2014).

9. Greenwald, A G , & Banaji, M R (1995) Implicit social cognition: Attitudes, self-esteem, and stereotypes Psychological Review, 102(1), 4–27 doi:10 1037/0033295x 102 1 4 10

Awareness of implicit attitudes. Journal of Experimental Psychology: General, 143(3), 1369–1392. doi:10.1037/a0035086

14.

Cox, T (1994) Cultural diversity in organizations: Theory, research, and practice Berrett-Koehler Publishers

Hofstede, G (2011) Dimensionalizing cultures: The Hofstede model in context Online Readings in Psychology and Culture, 2(1) doi:10 9707/2307-0919 1014

13. Brislin, R. W. (1993). Understanding Culture's Influence on Behavior Fort Worth: Harcourt Brace College Publishers

Morrison, T. (2000). Case Studies in Intercultural Communication. In Intercultural Communication: A Reader (pp. 314-330). Wadsworth Publishing.

UNDERSTANDING DIVERSE GROUPS AND

ADVANCED LEVEL:

Objectives

Objective 1: To gain deeper understanding of diverse groups needs

Objective 2: To provide comprehensive and practical information about communication

Objective 3: To understand how different identities intersect and what it means for communication

Duration

Introduction

When considering communication, it is essential to remember that different social groups and individuals with diverse identities may have distinct approaches to communication. They might feel included or excluded for different reasons. While each person is unique, certain tendencies can be observed. In this chapter, we will explore how to be more inclusive toward diverse groups of people.

Section 1: Communication and different social groups

For inclusive communication, it is essential to amplify diverse voices, represent different social groups, and combat discrimination and hate speech. Understanding the unique perspectives and experiences of each group can help create a more equitable environment. Even though there is some consensus on what is considered inclusive communication, one should keep in mind that it might vary depending on the local context and can change over time. Therefore, if there is any doubt, it is best to ask local NGOs or people representing the relevant group Below is a list of some tips

Subsection 1: Neurodiversity

Neurodiversity means recognizing and respecting neurological differences like autism, ADHD, and dyslexia as natural variations of the human brain

Clear and direct communication: Use clear, concise language. Avoid idioms, metaphors, and sarcasm, which can be confusing for some neurodivergent individuals.

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Flexible interaction styles: Recognise and accommodate different communication styles. Some individuals may prefer written communication over verbal interactions

Sensory considerations: Be mindful of sensory sensitivities For example, minimise background noise and harsh lighting in environments where communication takes place

Visual supports: Use visual aids like charts, diagrams, and written instructions to support verbal communication.

Avoid medical terms: Most people in neurodiverse communities do not view neurological differences from a medical perspective and understand them as natural variations. Therefore, it is suggested to avoid terms like "disorders" and instead use "neurological variations" or "differences "

Clear expectations: Many jobs’ ads list "people skills" even though they are not essential Neurodiverse individuals might think they are not suitable for the job as some of them may not possess these qualities (Grand Valley State University, n.d., Goulet, 2022; Autism Speaks, 2023).

Subsection 2: Mental health

Mental health is a person ' s overall psychological and emotional state.

Non-stigmatising language: Avoid language that stigmatises mental health conditions. Use terms like “ person with depression” rather than “depressed person. ” Avoid dramatic phrases like "suffering from depression" or words like "sick" as they show patronising sympathy and belittle individual experiences Using struggle metaphors such as "struggle with disability" and describing people as "normal" or "healthy" misrepresents and negatively associates these experiences

Respectful language use: Avoid using terms like " moron, " "schizophrenic”, and "psychotic" to describe unusual or disliked behaviour, as it distorts and demeans mental health conditions and perpetuates negative myths and associations.

Use person-first language: Avoid defining individuals by a single attribute: say " person diagnosed with schizophrenia" instead of "schizophrenic." "Someone who has experience of mental health difficulties" is a great wording to describe a person without labelling them with an unnecessary "disorder" or "diagnosis" However, respect individuals' self-identifications (Psichikos sveikatos perspektyvos, 2021)

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Subsection 3: Disability

Use person-first language: This emphasises the individual before their disability For example, say " person with a disability" rather than "disabled person " There are some exceptions For example, when referring to persons who are blind, we can say either “blind persons ” or “ persons who are blind”, and the same applies to deaf or deafblind persons However, respect individuals' self-identifications

Avoid labelling people: do not mention a person ’ s disability unless it is relevant, for example, you can mention that your colleague is a “Braille user ” instead of saying that they are blind. However, disability should not be made invisible.

Avoid assumptions: Don’t assume what someone can or cannot do based on their disability. Ask them directly about their needs and preferences.

Avoid dramatic language: The terms "survivor" and "battle" are commonly used but often considered inappropriate or offensive due to their war rhetoric Disability is a part of life and human diversity, not to be dramatized or sensationalised; portraying individuals with disabilities as "superhuman," " courageous, " or having " overcome " their disability is patronising and should be avoided, as it implies that their success and happiness are unusual.

Disability is not an illness or a problem: The medical model views disability as a condition needing cure, while the charity model sees it as a burden. Avoid terms like "patient" unless under medical care, and use people-first language (e.g., " person with dyslexia" instead of "dyslexic"). Phrases like "suffers from" or "victim of" are inappropriate, as they imply pain and helplessness Avoid saying a person is "inside" or "beyond" their disability, as this is offensive and ableist

Accessible formats: Provide information in multiple formats, such as braille, large print, audio, and easy-to-read versions Ensure digital content is compatible with screen readers

Physical accessibility: Ensure that spaces where communication occurs are accessible to those with mobility impairments. This includes ramps, elevators, and appropriately spaced seating.

Do not use condescending euphemisms: Avoid euphemistic terms like "differently abled," "people of all abilities," "disAbility," and "people of determination," as they can be patronising or offensive Instead, use " persons with disabilities," a more neutral and accurate term that acknowledges reality without softening the concept of disability (United Nations Office at Geneva, 2021)

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Subsection 4: Ethnicity, skin colour

Use respectful language: Use terminology that is respectful and accepted by the communities you are referring to Avoid outdated or offensive terms (e g “gipsy” should be changed to “Roma”) When in doubt, ask individuals how they identify or check on the internet Avoid racially charged, dehumanising language e g “illegal” when describing immigrants.

Avoid stereotyping: Do not make assumptions about a person ’ s abilities, interests, or behaviours based on their ethnicity or skin colour. Stereotyping can lead to misunderstanding and reinforce negative biases.

Beware of myths such as the “Welfare Queen” and stereotypes that are so prevalent surrounding employment and economics (Race forward, 2015)

Inclusive forms and surveys: Design forms and surveys to be inclusive by providing options for multiple ethnicities and allowing individuals to self-identify Avoid using binary or restrictive categories

Subsection 5: Gender

Avoid gendered terms when possible: Use gender-neutral terms to refer to people in general. For example, use "chairperson" instead of "chairman," "firefighter" instead of "fireman," and "humankind" instead of "mankind."

Use gender-neutral pronouns: When the gender of a person is unknown or irrelevant, use "they/them" as a singular pronoun. For instance, "Each student should bring their own lunch "

Respect self-identification: Use the pronouns and gender terms that individuals use for themselves If unsure, politely ask for their pronouns

Subsection 6: LGBTIQ+

Use correct terms: Familiarise yourself with and use the correct terms for sexual orientations and gender identities. For example, understand the differences between terms like " gay, " "lesbian," "bisexual," "transgender," "non-binary," and " queer "

Ask for pronouns: Respect and use individuals' chosen pronouns (e g , he/him, she/her, they/them) When in doubt, ask politely for someone ' s pronouns

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Avoid assumptions: Do not make assumptions about a person ' s sexual orientation or gender identity based on their appearance or behaviour. Allow people to share this information if they choose to

Respect privacy: Be mindful of the privacy and confidentiality of LGBT individuals Do not disclose their sexual orientation or gender identity without their explicit permission

Use inclusive language: Use language that is inclusive of all genders and sexual orientations. For example, use "partner" instead of assuming "husband" or "wife," and "they" as a singular pronoun if gender is unknown.

Inclusive forms and surveys: Design forms and surveys to be inclusive by offering more options for gender and avoiding binary choices. Include openended questions about gender identity and sexual orientation

Subsection 7: Age

Words: Avoid ageist terminology such as "seniors," "elderly," or "old person " Instead, use more neutral terms like "older adults" or "older people " Refrain from stereotyping or using age-related descriptors unless necessary for the story. When writing a job opening ad, avoid describing your workplace as “youthful”; it might discourage older people from applying.

Storylines: Steer clear of ageist storylines like "silver tsunami" or "still working," which suggest surprise or exceptionalism regarding older people. Be mindful of compassionate ageism and avoid generational stereotypes that create divisions.

Section 2: Intersectionality and communication

Even though we have just discussed how to create more inclusive communication for diverse groups of people, no person can be described solely based on their gender, age, ethnic background, sexual orientation etc We all have multiple identities Intersectionality offers an approach to this complexity of identities Social categories such as gender, nationality, age, are overlapping and interconnecting which creates different forms of discrimination and disadvantages (Oxford University Press, n d ) In the 80s intersectional theory was created to critique feminism and antiracist policies because they ignored the more marginalised part of their group – black women. Black women were not part of discussion around feminism and antiracism (Crenshaw, 1989).

UNDERSTANDING DIVERSE GROUPS AND

Nowadays, intersectionality remains important. For instance, women with disabilities are two to five times more likely to be victims of violence than other women (2018/2685(RSP) - 29/11/2018 - Resolution on the Situation of Women With Disabilities, 2018 )

Gender gap in employment is 13% for 55–64-year-olds vs 10 5% for 15–64-yearolds Unemployment rates of black trans people are 20% while of black people –10% (James et al., 2017). These statistics show that intersection of identities create unique forms of discrimination.

It is important to note that intersectionality should not be treated as an Olympics of discrimination: women face sexism, therefore black women face sexism + racism. Overlapping identities create their own entity with different barriers, stereotypes, and structural inequalities. For instance, lesbian women face sexual harassment that is not sexist and homophobic but a mix of both: their sexual orientation is sexualized and objectivized

Moving on to communication, what is important in terms of intersectionality is to acknowledge and notice the differences in each group For instance, let us think about women and then think about all other identities that they have: age, health, skin colour, ethnicity, ability, social background, religion, sexual orientation etc. Realise, how many diverse people belong to that one group, therefore communication should reflect that.

A very easy step is to start saying “women/men in all their diversity”. It sends a strong message that you are talking about the variety of women or men, including trans people Intersectional approach can be easily seen in visuals: when communicating about a group of people it is important to show the diversity of that group For instance, if your business wants to promote women leadership the visual could include not only white young women but women of colour women with disability, older women etc

(Image source: storyset.com)

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Intersectionality can be a principle how organizations analyze their data about employees. For instance, do they analyse how women with different identities feel, how men with different identities feel, how older people with different identities feel, etc. Another example, ERG that communicate with each other, exchange ideas, etc

Successfully including an intersectional approach, can help avoid stereotypes, generalisations and depict the nuanced human experience

Section 3: Accessibility of Information

When thinking about inclusive communication one should pay attention not only to the content of one ’ s communication but also to its form We need to consider the accessibility of information.

15% of the world population have a disability (World Health Organization & World Bank, 2011), EU is an ageing population (Eurostat statistics explained, 2024), therefore the number of people who will need accessible information will only grow. So, what do we need to consider when thinking about accessible information?

Contrast is important for people who have visual impairments If a contrast between text and background is too small or a background is very colourful, they might not be able to see it. One can check contrast using online tools (e g https://contrastchecker com/) The safest and best choice is using a white background and black letters.

Source: Austin Peay State University.

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Fonts can determine how easy it is to read your text for people with visual impairments, or for neurodiverse people. It is important that a font is simple, not too narrow, too thin or too wide and at least 12 pt size. One should avoid underlined, italic text or a text that mixes different fonts. Best fonts are “Arial”, “Verdana”, “Tahoma”, “Calibri” or similar Sans Serif font

Good structure is important for easier understanding of a text and better navigation with screen readers. It is important to use headings, automatic table of content 1,1–1,5 1-1 5 lines line spacing, left text alignment, if it is unclear what information is provided in a link – write short descriptions.

It is important not to use tables for text formatting. When one provides a table in a document, it is important that the lines are bold and in contrast with background. There should be some space left around the table. Columns and rows of a table should have names and the whole table should be described either in a text or separately

In graphics elements use different patterns to distinguish various parts of elements For instance, in a diagram use dots and lines to indicate different data. It helps people who do not see colour understand the meaning of a graph.

Source: The corner

One should not use text in the form of an image If it is necessary, use good contrast and provide alternative text. Alternative text is used to describe a visual element online and should be provided for all images and graphic elements These texts are red by screen readers for people with visual impairments. One should avoid starting alternative texts with “In this picture...” etc., and instead try to describe a visual element and convey its emotion.

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

Video and sound recordings should have subtitles and video recordings should also have visual descriptions (if possible). If it is possible, provide translation to sign language

Easy read language is simple, clear, and accessible to a wide range of readers, including those with lower literacy levels, various disabilities or limited proficiency in the language being used It is a special adaptation of a text. Easy to read language should include images that help to understand the meaning of a sentence. Sentences should be short, no more than 15 words Words should be as simple as possible and without figurative meaning. Provide easy to read language for important information or information that does not change frequently. Example of easy-to-read language here

Easy-to-read logo Source: Inclusion Europe

Website design should have a very clear structure that is predictable The most important information should be at the beginning of the website. Moreover, the user should have control of features, for instance they should be able to turn on and off the sounds, turn off animated objects, turn off infinite scroll. One should be able to choose how to navigate a website –using buttons, mouse, touch screen.

Mobile apps and mobile versions of a website should be created considering everything that was mentioned above. Especially, different possibilities to navigate websites and provide information. Additionally, it is important to ensure that one can see the information in vertical and horizontal format without issues.

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

When creating forms on the Internet, it is important that all input boxes, headers, identification systems are clear, simple, and easy to understand. It should be possible to fill out frequently used information such as name and address automatically Large forms should be broken down into smaller forms that do not exceed one page Even if the online form is simple and accessible to users with various needs, it is recommended to also provide a downloadable version in Microsoft Word format that the user can complete on their device and submit

CAPTCHA tests are used to distinguish human beings from robots. However, it is important to keep in mind that some of these tests cannot be done by people with disabilities, for instance people with visual impairments will not be able to write a text shown in an image. Therefore, it is always important to provide different formats of the CAPTCHA test – written and sound (Agisnkaitė et al., 2018).

Conclusion

In conclusion, inclusive communication is about noticing that diverse groups of people have different expectations towards communication It is important to be aware of phrases that foster inclusivity and those that create distance However, inclusive communication is always changing, evolving, and adapting to different social contexts, requiring ongoing flexibility. Staying in touch with local organisations working in this field is highly recommended, as they can provide up-to-date information and guidance.

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

References

2018/2685(RSP) - 29/11/2018 - Resolution on the situation of women with disabilities European Union, 2024 - Source: European Parliament

Aginskaitė, S. et al. (2018). Internetas visiems.

Autism Speaks. (2023). Sensory Issues. Autism Speaks.

Crenshaw, K. (1989). Demarginalizing the intersection of race and sex: A Black Feminist critique of antidiscrimination doctrine, feminist theory and antiracist politics Chicago Unbound

Eurostat statistics explained (2024) Ageing Europestatistics on population developments

Goulet, J. D. (2022, October 5). Stop Asking Neurodivergent People to Change the Way They Communicate. Harvard Business Review.

Grand Valley State University. (n.d.). Neuro-Inclusive Communication

James, S E , Brown, C , & Wilson, I (2017) 2015 U S Transgender Survey: Report on the Experiences of Black Respondents Washington, DC and Dallas, TX: National Center for Transgender Equality, Black Trans Advocacy, & National Black Justice Coalition.

Oxford University Press.(n.d.). Intersectionality in Oxford Advanced Learner's Dictionary. Retrieved May 10, 2024, from

Psichikos sveikatos perspektyvos. (2021). Žodžiai yra svarbūs Kaip etiškai kalbėti ir rašyti apie psichikos sveikatą?

Race forward (2015) Race Reporting Guide

United Nations Office at Geneva (2021) Disability inclusive language guidelines

World Health Organization & World Bank. (2011). World report on disability

NURTURING INCLUSIVE COMMUNICATION CULTURE

Objectives

Objective 1: To gain a deeper understanding of sustainable inclusive communication culture

Objective 2: To suggest recommendations for hosting inclusive meetings.

Objective 3: To develop skills for detecting and addressing non-inclusive communication.

Objective 4: To develop skills for providing constructive feedback using neutral language.

Durration

Introduction

45 min

Creating a sustainable inclusive culture within your workplace requires dedication to implementing the principles and values of inclusive communication in various organisational processes This section offers recommendations tailored to address common situations that require the introduction and consistent application of inclusive communication practices Particularly, you will learn how to conduct inclusive meetings, use neutral language in constructive feedback, and identify and respond to instances of non-inclusive behaviours and communication. Nonetheless, to create an inclusive communication culture one must apply it in various work-related situations The recommendations included in this section can and should be integrated in all organisation processes in order to holistic and long-term results

Section 1: Developing inclusive meeting structures

Most probably, you have attended at least one meeting this week, if not today Meetings are the most common setting for professional communication. Meetings serve as the primary forum where co-workers come together to brainstorm ideas, discuss problems, and make decisions. Therefore, the first step in building an inclusive culture in the workplace is to establish inclusive meeting practices This means that everyone participating in the meeting, whether offline or online, feels comfortable speaking up, sharing their perspectives and, most importantly, to be heard.

Why is it needed? Research reveals that “ women are often uncomfortable speaking up and are more than twice as likely to be interrupted in group dialogue” (Heath & Wensil, 2019). Similarly, representatives of minorities, regardless of their gender, also find themselves on the periphery. They may hesitate to express themselves during meetings and are more likely to conform to the ideas and decisions of others.

This phenomenon is also observed in other groups such as young people, individuals in junior positions, and those with introverted personality types. However, a good leader understands that diverse opinions are essential for generating innovative ideas and solutions This section will guide you through the key steps toward developing inclusive meeting structures

Subsection 1: Planning and preparation

Effective planning and preparation are crucial for creating inclusive meeting environments Here are some key practices to consider:

Depending on the meeting’s topic and goal, ensure that a diverse group of employees is invited to take part. For example, consider the balanced participation of genders and ages, job seniority levels, and other relevant demographics

Draft a detailed agenda outlining the topics, objectives and any specific tasks and expectations for each participant. Ideally, send a pre-meeting email with the agenda at least 24 hours in advance to allow participants sufficient time to prepare

In the pre-meeting email, clarify the participants’ roles This could include specifying their responsibilities, contributions, or areas of expertise relevant to the meeting topic Clarifying their role in advance will encourage their active engagement and contribution to the meeting.

Consider the accessibility needs of all participants, including physical accessibility for people with certain impairments, or technology accessibility by providing instructions for using digital platforms

By implementing these planning and preparation practices, you can set the stage for an inclusive meeting where all participants feel valued, engaged, and empowered to contribute effectively.

Subsection 2: Practices during the meeting

During the meeting itself, certain practices can foster inclusivity and encourage participation:

It's important to greet participants by their names as they enter the meeting. This simple gesture helps individuals feel recognised and included from the start. Establish ground rules at the beginning of the meeting to ensure a respectful and inclusive discussion Ground rules may include guidelines for limiting interruptions, ensuring equal participation, and preventing domination of the conversation by certain members.

Encourage active listening by asking clarifying questions and paraphrasing what speakers have said after they finish These practices demonstrate engagement, understanding, and respect for diverse perspectives

Ensure that everyone has an opportunity to participate in the conversation, and each voice receives equal attention. The facilitator or host should track participation to ensure that all perspectives are heard and valued. Use gender-neutral language to address the group. Saying “ guys ” or “ladies” to address a group of people is gendered language

In larger meetings, consider breaking into smaller sub-groups to facilitate more inclusive discussions. Rotating participants between groups can help prevent the exclusion of quieter voices and ensure that everyone feels comfortable contributing.

At the end of the meeting, encourage each participant to write down their main takeaway from the discussion Then, ask them to share their takeaway out loud with the group This practice serves multiple purposes: it allows participants to self-reflect and strengthen their reflections by putting them on paper, which makes the memory more permanent; it provides each individual with the opportunity to provide input to the conclusion of the meeting, which fosters a sense of internal satisfaction and contribution

In the case of people with different abilities, ensure that their specific needs are met and enable their equal participation in the discussion. (Please see Module A1)

Section 2: How to detect non-inclusive communications and behaviours within the workplace

Non-inclusive communication represents just one manifestation of exclusionary behaviour in the workplace. Typically stemming from biases or stereotypes, noninclusive and discriminatory attitudes can manifest verbally or non-verbally, intentionally or unintentionally. In any successful team, discrimination and the exclusion of any members result in wasted resources It is therefore essential for managers, HR officers, and employees alike to recognise such behaviours and take proactive steps to address them. This section will provide an overview of the three most common forms of non-inclusive behaviour: microaggressions, biases, and discriminatory language, as well as guidance on identifying their manifestations. Armed with this knowledge, you will be better equipped to detect and address these misconducts in the workplace

Subsection 1: Microaggression, bias and discriminatory language

Microaggression is defined as “ a comment or action that subtly and often unconsciously or unintentionally expresses a prejudiced attitude toward a member of a marginalised group ” (Merriam-Webster, n d ) It's important to clarify that the "micro" in microaggression doesn't mean that these small acts can’t have a big and significant impact.

NURTURING INCLUSIVE COMMUNICATION

They reinforce major challenges such as sexism and homophobia; thus, continue the circle of inequality Microaggressions typically target individuals based on biases or stereotypes that make us put people in boxes (SoulPancake, 2017)

While most people prefer to maintain positive relationships with those around them, microaggressions often occur unintentionally, with no ill intent behind them However, due to individuals' lack of awareness, these actions can still cause harm and be offensive. Therefore, raising awareness of how microaggressions are expressed is crucial to reducing their occurrence, although complete elimination may be unlikely. It is our responsibility to improve communication by making it more sensitive to others’ feelings and perceptions, thus fostering an inclusive work environment

It is difficult to give exact examples of microaggression but these might be comments and behaviours that have negative connotations, such as:

Asking "What happened to you?" to a person with a visible disability (e g , in a wheelchair), implying that their disability is abnormal.

Speaking in your native language when a non-native speaker is present, excluding them from the conversation.

Saying "Wow, you speak and articulate very well" to a person with different racial or ethnic origins, assuming that they are not fluent speakers or that their language skills are inferior.

Asking "Oh, you went to university? Are you a first-generation graduate?" to a person from an ethnic minority, implying that their family is uneducated based on stereotypes of that ethnic group

Assuming someone cannot take on major work responsibilities because they are parents to young children, suggesting that they are incapable of performing their job effectively due to personal responsibilities.

More real-life situations of microaggressions in the workplace are depicted in the following videos

Video 1 (Juliet Hall, 2019)

Video 2 (Emtrain, n.d.)

Video 3 (Ellie Krug, 2016)

(Unconscious) bias or implicit stereotypes are fueling non-inclusive communication and behaviours Unconscious bias is a phenomenon triggered by our brain's automatic, rapid judgments and assessments, influenced by our background, personal experiences, societal stereotypes, and cultural context. It extends beyond visible diversity characteristics such as gender or ethnicity; factors like height, body weight, names, and numerous other traits can also provoke unconscious bias

NURTURING INCLUSIVE COMMUNICATION CULTURE

These biases wield significant influence over our attitudes and behaviors, particularly towards others, and can shape key decisions in the workplace, potentially contributing to inequality For instance, unconscious bias may impact selection and recruitment processes, performance appraisals, or decisions regarding promotions (Imperial College London, 2024).

Bias and stereotypes have a profound influence on our choice of language and behaviours on a daily basis in the workplace. To prevent and mitigate the effects of discriminatory behaviour at work, employees must be educated about these concepts and trained to recognise the presence of their own biases and effectively overcome them.

Discriminatory language is an important problem. The normalisation of discriminatory language in broader society also affects communication in the workplace The proliferation of hate speech, particularly online, has become increasingly evident in our society The implications of this harmful discourse range from verbal harassment to physical violence based on hatred. Therefore, it is imperative to remain vigilant against discriminatory language and never tolerate it even when it is masked as a “joke”.

NURTURING INCLUSIVE COMMUNICATION CULTURE

While microaggressions may often be unintentional, discriminatory language is typically intended to offend and insult individuals based on certain characteristics perceived as inferior by the speaker, such as sexual orientation or nationality. Discriminatory language is defined as verbal or written comments, jokes and insults that are derogatory towards an individual or group based on one or more identity characteristics and discriminatory grounds prohibited by law

The EU Charter of Fundamental Rights defines these grounds as sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age or sexual orientation (European Union, 2010)

Source: Canva

The opposite of discriminatory language is inclusive language, which is often referred to as non-discriminatory language. Please refer to the NICE Glossary for more examples of discriminatory words and expressions to avoid in the workplace, and ideally outside the office

Subsection 2: How to detect non-inclusive communication and behaviours

Detecting non-inclusive attitudes at work becomes easier and more obvious as staff members become more educated about issues such as those outlined in the previous section In an ideal inclusive work environment, there are clear ethical rules prohibiting all forms of non-inclusive behaviours, which are internalised by all employees. Consequently, they are proactive in addressing any instances of misconduct, and any form of discriminatory language and behaviour is promptly condemned

Achieving this level of activism requires strong leadership Managers and individuals in supervisory positions, supported by the HR and DEI specialists, play a crucial role in this regard. The ‘lead-by-example’ approach is highly relevant here as managers are supposed to set the standards and ensure compliance within their teams.

Specific strategies can further enhance the detection of non-inclusive behaviours

Strategies may vary depending on the specifics of the team, but some common recommendations, such as the following, should be considered.

Know your staff members is tip number one Take the time to get to know your employees and engage in semi-formal or informal conversations with them

Understanding their personalities and backgrounds can help identify potential vulnerabilities to biased and discriminatory behaviours, as well as recognise potential perpetrators who may demonstrate explicit biases toward certain groups.

NURTURING INCLUSIVE COMMUNICATION CULTURE

Monitoring interactions is crucial Managers and team leaders should actively observe workplace interactions and communication patterns Look for signs of exclusion, bias, or microaggressions, both in verbal and non-verbal communication Additionally, examine written communication channels, such as emails, reports, and meeting minutes, for language or tone that may indicate non-inclusive attitudes or behaviours.

Be alert to markers that may indicate someone is experiencing discrimination in the workplace. This could include change in behaviour, such as becoming withdrawn, anxious, or defensive. They may also avoid certain interactions or situations. Look out for signs of isolation, such as employees being left out of meetings, events or informal gatherings, etc

Non-inclusive treatment can have detrimental impact on an individual's mental and emotional well-being, leading to decreased performance or productivity at work. Pay attention to signs of frustration, headaches, fatigue, or other physical symptoms that may indicate psychological and emotional stress

Collection and analysis of data that can reveal patterns or trends that may indicate systemic biases or inequities. Review performance metrics, such as promotion rates, turnover rates, and employee engagement scores and look for disparities among different demographic groups

Last but not least, employees’ feedback is the best source that can help detect noninclusive communication and behaviours. Create a culture of open dialogue where employees feel comfortable providing feedback on communication practices and sharing their experiences. Regularly seek feedback from staff members and ask direct questions about their well-being and potential communication issues This will help create a safe space for employees to speak up about communication practices that are uncomfortable to them.

Section 3: Reporting mechanisms and protocols to address instances of non-inclusive communication

Subsection 1: Why reporting is important?

The immediate response to instances of inappropriate and non-inclusive behaviour at work is crucial in cultivating a culture that is intolerant of such behaviours within the workforce This proactive approach is essential for the long-term success of an inclusive work environment All employees should be encouraged to report instances of misconduct promptly. Why is reporting necessary? There are several reasons.

First, while soft measures such as awareness-raising and educational activities are valuable, they may not suffice to change the behaviours of individuals with deeply rooted biases or stereotypes It's important to respect everyone ' s unique perspective and freedom of expression, but not at the expense of someone else's well-being

Second, reporting contributes to gathering data and measuring the actual gravity of non-inclusive communication issues in the workplace. The number of reported incidents serves as a measurable indicator of the prevalence of harmful communication practices

Third, reporting showcases the company ' s commitment, as well as the commitment of its employees, to creating a safe and inclusive work environment where discrimination and exclusion are not only discouraged but actively addressed.

Subsection 2: How to establish reporting mechanisms and protocols? Reporting mechanisms should fit into the organisation structure - there is no onesize-fits-all model. However, the following recommendations should be considered: Define non-inclusive communication and behaviour in a policy or protocol 1 Designate responsible departments or officers 2 Ensure confidentiality 3 Implement appropriate sanctions. 4.

Providing clear definitions and guidance on what constitutes non-inclusive communication and behaviours is essential It should be described in a policy or protocol accessible to all employees This may include glossaries of prohibited words and expressions, a general prohibition of discriminatory language with a list of grounds, and guiding principles of inclusive communication that must be observed. Developing clear policies encourages employees to report incidents accurately, reduces misuse of the reporting mechanism, and facilitates proper review and response by the responsible party

Second, designate the responsible department or officer(s) to serve as channels for receiving and reviewing complaints. Typically, a Diversity, Equity, and Inclusion (DEI) department or officer is recommended due to their expertise in DEI values and issues Alternatively, a properly trained HR specialist can be assigned to receive reports Utilising an existing internal reporting system or hotline may also be considered.

Notably, avoid empowering team leaders or managers to become contact points for complaints in order to prevent fear of retaliation (i e the fear of being fired, demoted, or harassed which usually discourages employees from reporting instances of discrimination and other issues)

Confidentiality is imperative. Due to the sensitivity of reporting, some employees may refrain from speaking up out of fear of retaliation and wrongfully perceive reporting as betraying a team member. Hereby, ensuring the privacy of the person providing information is of great importance as employees should feel safe reporting incidents without fear of negative repercussions. The confidentiality principle is applicable throughout the full process Maintain confidentiality throughout the reporting as well as sanction implementation to avoid "naming-and-shaming" and protect the privacy of all parties involved.

Depending on the severity of the non-inclusive or discriminatory communication or behaviours, appropriate sanctions should be implemented. Common types of sanctions may include verbal or written warnings, counselling, placement on a Performance Improvement Plan (PIP), loss of privileges, transfer to another team, or suspension. The choice of sanction should be commensurate with the seriousness of the behaviour and aligned with company policies and legal requirements.

Overall, employees should be encouraged to speak up if they are victims or witnesses to non-inclusive communication or behaviour, despite that little voice that sometimes tells them to ignore it (RBC, 2020).

Section 4: Developing skills for constructive feedback by managers and HR officers

Providing and receiving feedback is an integral part of communication at work It is essential for fostering growth and improvement in the workplace The ability to give constructive feedback is a valuable soft skill for managers and HR officers alike. This section emphasises the importance of using neutral and non-emotive language when delivering feedback, as well as the significance of selecting inclusive words and phrases that promote improvement and progress rather than criticism and demotivation

Subsection 1: How to give feedback that supports diversity and inclusion

To provide constructive and inclusive feedback, consider the following suggestions for DOs and DON'Ts This is not a comprehensive list but it aims to demonstrate common communication mistakes and recommendations for alternative and more inclusive approaches. Overall, giving inclusive feedback should follow the main principles of inclusive communication elaborated in this course – to avoid discriminatory language, consider other people’s well-being and foster supportive and attentive discourse.

DOs and DON'Ts for Providing Inclusive and Constructive Feedback

DO

Start with an expression of appreciation for the individual’s work and efforts

Example

“Hello [Name], Thank you for your hard work on [specific task/project]! I noticed that you missed the deadline Are there any challenges that you would like to discuss? ”

DON’T

Example

Start with criticism such as pointing out the shortcomings “Hi,You didn’t meet the deadline of the task ”

Use a calm and neutral tone

Use universal phrases that are straightforward.

“There is progress on the second part of the document, but it still needs more work before finalising ”

“Your attention to detail is impressive.”

Use gender-neutral language to address a group (e.g. teammates).

Use the SBI model:

Describe the Situation in which the employee demonstrated a behaviour, explain the Behaviour that you observed, and state the Impact that the behaviour had on the outcome

“Congratulations to the sales team for the great achievement!”

“During our meeting with the partners, I noticed that you interrupted our new colleague Michael when he was presenting. I am worried that he may hesitate to give presentations in the future ”

Use emotive rhetoric

“The second part of the document is lame and disappointing ”

Use idioms, jargon or other ambiguous expressions “You spotted the needle in a haystack!“

Use phrases that may exclude certain genders. “Congratulations to the salesmen who achieved great success!”

Provide vague feedback generalising the person ’ s abilities and capacity based on a particular situation.

“You are very inconsiderate and always try to dominate the conversation, even interrupting when other people are speaking. You are very unprofessional!”

NURTURING INCLUSIVE COMMUNICATION CULTURE

DOs and DON'Ts for Providing Inclusive and Constructive Feedback

DO

Example

Give actionable feedback by offering solutions and support

"I noticed that your presentation could benefit from more clarity and organisation One suggestion for improvement could be to outline your main points at the beginning and summarise them at the end. I'm happy to help you brainstorm ideas for restructuring the presentation if you'd like "

DON’T

Focus primarily on the deficiencies without offering any constructive suggestions for improvement or support

Example

"I noticed that your presentation was disorganised and difficult to follow It lacked clarity and failed to engage the audience. You need to improve your presentation skills."

Use “I” statements

“I find this a bit irrelevant to the project goals. Can you please propose another strategy utilising approaches such as [example] and [example]?”

Conclusion

Use “You” statements

“Apparently you did not understand the project goal. You should develop another strategy that is more relevant ”

In conclusion, nurturing an inclusive workplace culture requires intentional efforts and ongoing commitment from all levels of the organisation. This module has provided valuable insights and practical recommendations for nurturing inclusive communication practices within the workplace

By implementing inclusive meeting structures, companies can create environments where every participant feels valued, respected, and empowered to contribute with their unique perspectives Effective planning and preparation, coupled with inclusive practices during meetings, can ensure that diverse voices are heard

Furthermore, recognising and addressing instances of non-inclusive communication and behaviours is essential for maintaining a respectful and supportive work environment Awareness of microaggressions, biases, and discriminatory language empowers employees to challenge harmful attitudes and promote inclusivity in their interactions.

Establishing reporting mechanisms and protocols is crucial for addressing instances of misconduct promptly Clear definitions, designated responsible parties, ensuring confidentiality, and proportional sanctions guarantee that all employees feel safe reporting incidents and that corrective actions are taken to uphold values of diversity and inclusion.

Finally, developing skills for constructive feedback by managers and HR officers is essential for promoting growth and improvement among employees. By following principles of inclusive communication and constructive feedback, feedback becomes a tool for promoting diversity and inclusion.

Objectives

Objective 1: To engage the organisational leaders in fostering an inclusive work environment

Objective 2: To raise awareness on best practices that promote neutral and inclusive language at all levels

Objective 3: To empower managers and HR officers to champion diversity, equity, and inclusion

Durration

Introduction

30 min

In today's diverse and evolving workplace, the role of leadership in fostering an inclusive environment is vital. In the pursuit of a truly inclusive workplace, the influence of organizational leaders is both profound and indispensable. The current module of advanced level, is developed to Promote Inclusive Communication at Leadership, and is meticulously crafted to guide organizational leaders in creating a culture of inclusion. The module focuses on three core objectives: engaging leadership teams to actively cultivate an inclusive work environment, raising awareness of best practices that promote neutral and inclusive language across all levels, and empowering managers and HR officers to lead diversity, equity, and inclusion initiatives effectively By completing this module, leadership teams will be equipped with the knowledge and strategies necessary to drive meaningful change and ensure that every team member feels respected and valued.

Section 1: Engaging the organisational leaders in fostering an inclusive work environment through their language, actions, and policies

Engaging organizational leaders in fostering an inclusive work environment requires a multifaceted and holistic approach of inclusive language, demonstrative actions, and robust policies. This section outlines the strategic actions to engage leadership teams in fostering inclusive communications and to ensure their unwavering commitment to diversity and inclusion (D&I) and inclusive communication.

PROMOTING INCLUSIVE COMMUNICATION –

WITH LEADERSHIP

Subsection 1: Communication Guidelines

At the foundation of the strategies towards inclusive communication, stands the awareness of inclusive Communication guidelines and methods, as leadership teams hold the accountability to their role in promoting an inclusive culture.[1] This can include a series of actions that Leadership team is demonstrating:

Engagement to the benefits of Inclusive Communication towards an inclusive environment: leadership teams can organize strategic sessions to identify the benefits to organization performance, employee’s engagement, and impact on ROI (Return on Investment)

Education of Inclusive Communication methods and approaches: Leadership team must be aware of the advanced methods and practices, therefore need to participate in relevant trainings by experts in D&I.

Learn from diverse groups: Ideally, the trainings must include the participation of representatives of diverse groups regarding age, gender, race, disabilities, ethnicity and sexual orientation Therefore, a series of sessions is recommended

Demonstrate the commitment for Inclusive Communication language Leadership must demonstrate bold example by embedding inclusive communication practices into everyday communication, in performance evaluations and management practices. Moreover, they should ensure that all official communications, including emails, meetings, and public statements, reflect these guidelines

Inclusive Communication Trainings for all leadership teams in the organization: Leadership should mandate comprehensive training across all levels. This training should cover the use of gender-neutral terms, avoiding jargon that may exclude non-native speakers, and recognizing and addressing microaggressions. Ensure that these trainings are updated regularly to reflect the latest best practices and societal changes

Subsection 2: Action Plan

The active involvement of leadership in promoting diversity and inclusion (D&I) practices is essential. By encouraging leadership to actively participate in D&I initiatives, organizations demonstrate a genuine commitment to fostering an inclusive workplace culture Leadership teams serve as role models, driving meaningful change by championing diversity, equity, and inclusion through their actions and decisions.

Feedback Mechanisms to managing teams: Leadership team can incorporate channels for managers to provide feedback on the inclusiveness of communication within the organization

Demonstrating Inclusive Actions: Leadership should visibly participate in diversity and inclusion initiatives, such as attending and speaking at events, celebrating diverse cultural holidays, and recognizing the achievements of diverse team members.

Mentorship Programs: Leadership should actively mentor employees from diverse backgrounds or motivate managing teams to take this action to supports career development. Moreover, it helps leaders understand the unique challenges faced by different employee groups.

Assessment and Benchmarking: Conduct a comprehensive assessment of current DEI practices and benchmark against industry standards and the internal annual progress and identify areas for improvement

Action Plan and budget allocation: Leadership team should work collaboratively to develop a D&I Action Plan, allocating a specific percentage of the budget towards D&I initiatives. This demonstrates a tangible investment in creating a more inclusive workplace and this commitment allows organizations to implement the various D&I programs

Subsection 3: Inclusive Policies

Diversity and Inclusion Policies: Leadership should incorporate and enforce robust diversity and inclusion policies in their internal strategy, that go beyond compliance These policies should cover recruitment, retention, promotion, and fair treatment of all employees, therefore it is recommended to involve managers of HR, Corporate Affairs and Sales into the policy development. Moreover, to reach D&I experts or organisations as Diversity Charter EU, to guide the journey towards inclusion

Corporate Ethics: Leadership should mandate regular diversity, equity, and inclusion (DEI) ethics and make this visible by incorporating into company ’ s values.

Performance evaluation: Leadership should integrate inclusive communication metrics, into employee performance scores This can be achieved through personal development plans and monitoring progress in applying inclusive communication practices. Moreover, to measure and promote high engagement levels among personnel regarding inclusion communication activities across functions

Section 2: Best practices that promote neutral and inclusive language at all levels of the organisation, through leadership communication, performance evaluations, and organisational policies.

Subsection 1: Big Corporations

Google, leadership teams undergo comprehensive training in inclusive language, focusing on the use of gender-neutral terms and avoiding exclusionary jargon, which helps to create a respectful and welcoming atmosphere for all employees. Google offers regular workshops and online courses on inclusive communication They have also developed clear guidelines on inclusive language that are integrated into all forms of internal communication, ensuring consistency and inclusivity across the organization.

At a corporate level Microsoft, is sharing clear guidelines on inclusive communication that are integrated into corporate policies and regularly updated, ensuring that leadership teams and employees alike adhere to respectful and inclusive standards[2]. For Microsoft users, the company has added inclusive language proofing features to the web based Office 365 applications and some of the desktop Office applications[3].

Procter & Gamble supports Employee Resource Groups (ERGs) and encourages leadership teams to engage with these groups, using their insights to inform corporate decisions and policies [4] P&G provides resources and support for ERGs, ensuring they have a platform to advocate for inclusive communication. Leadership teams attend ERG meetings and events, integrating feedback from these groups into broader company policies and practices. This engagement ensures that inclusive communication is consistently promoted across all levels of the organization

Delloite has established a concrete framework, creating an inclusive environment and fostering a culture of belonging that requires all levels of an organization to demonstrate inclusive behaviors. Therefore inclusive communication is a main part of this Moreover, Deloitte for Women’s Initiative (WIN) has developed this mentorship programs that pair women with senior leaders, fostering career growth and leadership development.

WITH LEADERSHIP

Subsection 2: Promising Practices Fostering Inclusive and Neutral Communication in Professional Environments

"Inclusivity from the outset" by implementing policies, practices, and working environments that are inclusive and welcoming to all people right from the beginning from inclusive job postings, introduction to an organisation’s behavioural norms, company abbreviations explained and indication of pronouns [3].

Assessment to facilitate communication in the workplace, understand the employees needs and address potential or existing problems This can be applied with DISC (Dominance, Influence, Steadiness, and Conscientiousness) assessment of personality types, indicators to measure the adoption of inclusive language practices, surveys to evaluate any communication challenges employees might have faced in the workplace

Awareness-Raising and Training Activities, and the creation of glossaries

Visually Inclusive Communication by applying the elements and applications, ensuring the accessibility for a diverse audience.

Section 3: Empowering managers and HR officers to champion diversity, equity, and inclusion through initiatives and programs within teams and across the organisation

Mentorship and Sponsorship Programs

Establish mentorship and sponsorship programs to support the career development of underrepresented employees. Pair employees with mentors or sponsors who can provide guidance, support, and advocacy. Encourage managers and HR officers to participate as mentors and sponsors to demonstrate their commitment to DEI

Open Dialogue and Feedback Mechanisms

Create channels for open dialogue and feedback on DEI issues by establishing regular forums, town halls, and surveys to gather employee feedback on DEI initiatives and workplace culture. Ensure managers and HR officers actively listen to and act on this feedback Leadership teams are expected to respond to this feedback and implement changes to improve inclusivity

Customized DEI Workshops for Leaders

Provide customized DEI workshops tailored specifically for managers and HR officers. These workshops should focus on the unique challenges and opportunities that leadership teams face in promoting DEI Topics can include leadership accountability, strategies for creating inclusive team dynamics, and tools for addressing discrimination and bias.

PROMOTING INCLUSIVE COMMUNICATION – STARTING WITH LEADERSHIP

Cultural Competency Development

Enhance cultural competency through immersive experiences and learning opportunities. And offer cultural exchange programs, language training, and opportunities to work with diverse teams to increase cultural awareness and sensitivity.

Conclusion

The critical role of organizational leaders in fostering an inclusive work environment through their language, actions, and policies is crucial. Therefore, various practices regarding implementing comprehensive communication guidelines, developing action plans, and enforcing inclusive policies, engage in their commitment to diversity and inclusion (D&I) Furthermore, the active involvement of leadership teams in D&I initiatives, feedback mechanisms, mentorship programs, and budget allocation towards D&I initiatives are vital for driving meaningful change. Together, these sections underscore the significance of leadership commitment, inclusive communication, and proactive engagement in driving organizational change towards a more diverse, equitable, and inclusive workplace

The Unlit Leader, Brian D Matthews ( 1 The Inclusive Language Handbook: A Guide to Better Communication and Transformational Leadership, Jackie Ferguson, Roxanne Bellamy, 2022

2. From Words to Actions: Enhancing Inclusive Communication in the Workplace, (2023), Comparative Report between Bulgaria, Cyprus, Greece, Lithuania, and Romania

References

Objectives

3. Google Belonging for everyone, (2022), MELONIE PARKER, 4. CHIEF DIVERSITY OFFICER, GOOGLE https://about google/belonging/#module-modal-belonginganthem-60-version-anchor 5

Microsoft’s bias free index: https://learn.microsoft.com/enus/style-guide/bias-free-communication

6. Microsoft inclusive language features: https://us.sagepub.com/sites/default/files/3. author guideli nes-inclusity checker pass 1 pdf

P&G: https://us pg com/blogs/uniquely-inclusive-andunited-for-growth/

8 Delloite: https://www2 deloitte com/us/en/blog/humancapital-blog/2021/inclusive-workplace-language html

How and Where Diversity Drives Financial Performance, (2018), Rocio Lorenzo and Martin Reeves

https://hbr org/2018/01/how-and-where-diversity-drivesfinancial-performance

GETTING REAL ABOUT INCLUSIVE LEADERSHIP, (2020), DNIKA J. TRAVIS, PHD, EMILY SHAFFER, PHD, JENNIFER THORPE-MOSCON, PHD

https://www catalyst org/wpcontent/uploads/2020/03/Getting-Real-About-InclusiveLeadership-Report-2020update pdf

EXCERCISES Basic & Advanced level

EXCERCISES BASIC LEVEL

GENDER INCLUSIVE COMMUNICATION

EXERCISE TITLE: IDENTIFYING NON-INCLUSIVE LANGUAGE

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

Identify the use of non-inclusive and/or exclusionary language in the workplace

Share instances in the workplace where inclusive and/or neutral language happens not to be used.

Emma was sitting at her desk, troubled by the congratulatory messages flooding her inbox Apparently, her promotion was announced in the company newsletter, but the article focused more on her physical appearance than her professional accomplishments, sparking a discussion about the unintentional sexism embedded in workplace narratives

Step 1: Write down an instance where you could identify the application of non-inclusive language in your workplace.

Step 2: Write down how the use of inclusive language in such instances could instead be used and how this could benefit the situation and the people involved

Material

Additional Resources

EXCERCISES BASIC LEVEL

NEUTRALIZING WORDS

EXERCISE TITLE:

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

NEUTRALIZING BIASED WORDS: TRANSFORMING LANGUAGE TO BE MORE INCLUSIVE

Basic & Advanced

To understand how important non-inclusive everyday terms are and by finding the more inclusive examples, to start using them

Quizs & role-playing for team activity. Individual

B2 Tools, Practical Examples & Competences towards Neutral & Inclusive Communication 20-30 min 1

Virtual, one can do it at one ’ s own time

In this exercise, participants are given the tables below and are asked to provide alternative for the phrases in the right, with more inclusive words and phrases. You enrich the table below, and then proceed to fill out the exercises template. Moreover, think of ways to rewrite the phrases provided in the table below by writing more inclusive and neutral alternatives.

Material

Additional Resources

Some online apps can be used to add this exercise in the platform: Kahoot! (https://kahoot.com/), Edpuzzle/EdApp (https://edpuzzle com/), Quizlet (https://quizlet com/|)

Not available

EXCERCISES BASIC LEVEL

Non-inclusive language

“Hey guys, let’s get started!”

“The salesman should close the deal.”

“She’s emotional about the project.”

“Our chairman will address the team.”

“The firemen saved my life”

“Stewardess, can I have some water?”

“The waiter served our table ”

“The delivery man dropped off the package.”

“The janitor cleaned the office ”

“The mailman delivered the mail ”

“The policeman arrested the suspect.”

“He’s a great businessman.”

“The waitress took our order.”

“He’s a handyman.“

“She’s a nurse ”

He’s a mailman.”

Inclusive language

Hey everyone, let’s get started!

The salesperson should close the deal

She is invested in this project.

Our chairperson will address the team

The firefighters saved my life

Flight attendant, can I have some water?

The server served our table.

The delivery person dropped off the package.

The custodian cleaned the office.

The mail carrier delivered the mail.

The police officer arrested the suspect

He is a great business professional

The server took our order

They’re a skilled repair person.

She is a healthcare professional.

He is a postal worker

EXCERCISES BASIC LEVEL

GENDER INCLUSIVE COMMUNICATION

EXERCISE TITLE: “BREAKINGTHEBIAS:ASTAND-UPCOMEDYCHALLENGE”

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

Inclusive language aknowledgment

B2 Tools, Practical Examples & Competences towards Neutral & Inclusive Communication

Employees learn to detect non-inclusive and inclusive communications within the workspace

Part 1: 20 min

Part 2: 60 min preparation and 15 min presentation

Discussion and brainstorming, stand-up comedy performance

Part 1: group of 5-6

Part 2: One presenter and all participants

Face to face

Part 1: Split participants in groups and ask them to identify and examine visual and verbal elements in their everyday corporate communications, associated with gender discrimination across three pillars of: This exercise is implemented in two parts that can be implemented in different days or time during the day.

The examples can be real or imaginative (preferred real) Then ask all participants to categorise these into two lists: sexist/gender bias, gender-neutral language, and gender-sensitive language

Do’s and Don’t.

Part 2: Invite a comedian or an actor as the main presenter of these findings Ask the stand-up comedian to go through the nuances of biased language, utilising humour and satire to shed light on exclusive and inclusive language practices that was identified before

Material

Additional Resources

Aconferenceroom,audiovisualequipment,experttorunthisexercise

a Gender Sensitive communication toolkit

b.Guidetoavoidsexismlanguageinpublicsectordocuments(Greek)

EXCERCISES BASIC LEVEL

INTER-GENERATIONAL COMMUNICATION

EXERCISE TITLE: BUILDING BRIDGES BETWEEN GENERATIONS

Counter inter-generational biases by showcasing appreciation of different types of knowledge

Brainstorming, discussion

Face to face or Virtual

Divide participants into small groups, ensuring a mix of different age groups in each group. 1

Introduce the objective of the exercise: to bridge the perceived generational gap, to explore and appreciate the diverse knowledge and experiences that each generation brings to the workplace

Ask participants to reflect individually on their own generational perspective and write down:

One stereotype commonly associated with their generation

One positive attribute or strength they believe their generation brings to the workplace

Instruct participants to keep the notes with the above stereotypes for the open discussion after the brainstorming session 4

Provide each group with a set of scenario cards depicting common workplace challenges or situations (see example scenario cards or create others that better depict the dynamics of your workplace)

Instruct groups to brainstorm and discuss how members from different generations would approach each scenario based on their unique perspectives and expertise. 6.

Encourage participants to identify specific skills, knowledge, or insights that each generation can contribute to addressing the challenges presented in the scenarios.

After the brainstorming session, reconvene as a whole group and invite representatives from each group to share key takeaways and insights from their discussions 8.

Facilitate a group discussion where participants share their reflections and insights based on the following prompts:

EXCERCISES BASIC LEVEL

How did your group approach the scenario? What were the key insights or perspectives shared by members from different generations?

What specific skills, knowledge, or experiences did each generation bring to the table in addressing the scenario?

Did any generational biases or stereotypes emerge during the discussion? How did your group address or overcome these biases?

What stereotypes did you identify with your generation, and how do they influence workplace interactions?

What positive attributes or strengths do you believe your generation contributes to the workplace?

Were the stereotypes and positive attributes for generations,previously written down by each participant, confirmed or challenged?

Conclude the exercise by highlighting the value of cross-generational collaboration and encouraging participants to apply the insights gained from the exercise in their day-to-day interactions with colleagues from different age groups.

Material

Provide any resources required for the exercise implementation (e g equipment, stationary material, wifi connection etc)

Example scenario cards for the brainstorming sessions:

Scenario 1: A team is struggling to adapt to a new software system implemented by management. Objective: Collaborate to identify challenges and find innovative solutions to improve team proficiency with the new software.

Scenario 2: A company is looking to revamp its marketing strategy to appeal to a younger demographic Objective: Pool expertise from different generations to develop a comprehensive marketing strategy that resonates with the target audience.

Scenario 3: Two team members have a disagreement about the best approach to a project. Objective: Initiate conflict resolution and facilitate a constructive dialogue to find a resolution that respects both perspectives

Additional Resources

Angela Ivey, How To Communicate Effectively In A Multigenerational Organization, Forbes, Oct 11, 2022 (link)

Hannah Downs, & Bridging the Gap: How the Generations Communicate,& Concordia Journal of Communication Research: Vol. 6, Article 6 ( link )

EXCERCISES BASIC LEVEL

INCLUSIVE COMMUNICATION IN MULTICULTURAL WORKPLACE

EXERCISE TITLE: CULTURE MATCHING GAME

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

Basic (or Advanced)

B3 Understanding & Addressing Biases

Enhance cultural awareness and understanding among employees by matching cultural practices, traditions, and holidays with their respective cultural backgrounds

30 min

Matching

5 - 20

Face-to-face / Hybrid

1. Begin by explaining the objective of the exercise: to deepen understanding and appreciation of different cultures in the workplace through a fun matching game.

2. Prepare a set of cards, each featuring a cultural practice, tradition, or holiday on one side, and the respective cultural background on the other side. Ensure the range of cultures in your workforce is represented

3 Divide participants into small groups of 3-5 people, ensuring diversity within each group

4. Distribute the cards evenly among the groups, ensuring that each group receives a mix of cultural practices, traditions, and holidays.

5. Instruct participants to work together to match each cultural practice, tradition, or holiday with its respective cultural background Encourage them to discuss and share their knowledge and insights about each cultural item

6 Set a time limit of 15-20 minutes for the groups to complete the matching activity

7 After the time limit, reconvene as a larger group and invite each group to share their matches Encourage them to explain their reasoning behind each match

EXCERCISES BASIC LEVEL

8. Facilitate a discussion about the diversity of cultural practices and traditions represented in the game. Highlight the similarities between cultures, and discuss the importance of cultural understanding and respect in the workplace

9 Conclude the exercise by summarising key learnings and encouraging participants to continue exploring and celebrating cultural diversity in their interactions with colleagues

Material

Cards displaying images of diverse:

Holidays such as Christmas, Ramadan, Hanukkah, Ederlezi, etc

Traditions such as folk dances and clothing, national festivals and celebrations. Cuisine such as popular dishes, techniques and ingredients.

Additional Resources

Not available

EXCERCISES BASIC LEVEL

THE EFFECT OF (NON) INCLUSIVE LANGUAGE

EXERCISE TITLE: THE EFFECT OF (NON) INCLUSIVE LANGUAGE

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

1. Divide into two groups.

To investigate the effects of language in the workplace.

Role-play

Face to face / Virtual / Hybrid

Setting: Assume you are on a break, at your workplace. Both groups starts a casual discussion all together by following the instructions below.

Group 1: Non-Inclusive Language Group Instructions:

Start casually discussing by using general terms and pronouns

Overlook diversity and assume a homogeneous group

Group 2: Inclusive Language Group Instructions:

Start casually discussing by using gender-neutral terms, acknowledge different perspectives and consider accessibility.

Try to promote an environment that values and respects individual differences and preferences.

2. Group 1: Share how you felt when you communicated without considering diversity and equality. How did non-inclusive communication affect collaboration and group dynamics?

3. Group 2: Share how you felt when you communicated and took diversity and equality into account How did inclusive communication positively affect collaboration and group dynamics?

4 Group 1 & Group 2: What are the possible effects on team dynamics and decision making when we use or don’t use inclusive language?

Material

EXCERCISES BASIC LEVEL

PERSPECTIVE SHIFT #7

EXERCISE TITLE: PERSPECTIVE SHIFT

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting Basic

Instructions

B3. Understanding & Addressing Biases

To highlight biases in perception and judgment.

40 min 15-24

Group Game and Reflection

Face-to-face or online

1 Divide into at least 3 groups of 5-8 people

2. Present the scenario: “At a meeting, a 23-year-old intern makes a suggestion that is ignored An older person makes the same suggestion, and it is welcomed ”

3. Ask participants to discuss and write down their immediate thoughts, feelings, and assumptions about why this might have happened Encourage them to reflect on their initial reactions.

Discussion Points:

Discuss the assumptions made by participants about why the suggestion was ignored by the intern but accepted from the older person Encourage honesty and exploration of biases.

EXCERCISES BASIC LEVEL

Prompt participants to reflect on their own experiences where they might have witnessed or been involved in similar situations. How did it make them feel? Did they act differently based on the age or status of the person speaking?

Ask participants to switch roles mentally - imagine themselves as both the intern and the older person How might their experiences and perspectives differ?

Encourage empathy to understand the impact of biases from different angles. Discuss the various biases at play in this scenario, such as ageism, authority bias, or the tendency to dismiss ideas based on the perceived credibility of the person speaking

Brainstorm strategies to mitigate biases in decision-making situations. Encourage participants to suggest ways to create more inclusive and fair environments where ideas are evaluated based on merit, not the person presenting them.

Material

Additional Resources

Paper, notebooks, visuals, markers. For online implementation: wifi, laptops, note apps.

Not available

EXCERCISES BASIC LEVEL

GENDER SENSITIVE LANGUAGELANGUAGE AND IMAGINATION

EXERCISE TITLE:

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

1 If you wish, close your eyes

GENDER SENSITIVE LANGUAGE- LANGUAGE AND IMAGINATION

Understanding & Addressing Biases

This exercise aims to help participants recognize the correlation between the names of professions (masculine, feminine or neutral) and the gender of the imagined person

min

Up to 10. If there are over 10 participants, split into smaller groups for reflection before sharing insights with the whole group Group activity and reflection.

Face to face/Virtual/Hybrid

2. One person should slowly read the following professions: salesmen, salesperson, saleswomen, stewardess, seamstress, chairmen, fishermen, steward *

3. Reflect either in smaller groups or as one large group. Ask yourselves:

a Did the image remind you of someone you know, a movie character, or a public figure?

b. Did you imagine one gender more often? Did it depend on the feminine or masculine form of the word?

*Update this list based on your language and its specifics.

Material

Additional Resources

Not available

EXCERCISES ADVANCED LEVEL

COMMUNICATION WITH PERSONS WITH HEARING IMPAIRMENT

EXERCISE TITLE: SIGN LANGUAGE FOR BEGINNERS

Module Level

Thematic Module

Duration Objective

Type

Number of participants

Setting

(or Basic)

Learn basic words and expressions in sign language to facilitate your communication with persons with hearing impairments.

30 min

1. Open the suggested website alone or with a partner.

2. Choose your preferred sign language from the dropdown menu, if available, located in the upper right corner of the website. (*note that sign language differs depending on the country)

3. Learn the suggested words and expressions provided in Material to learn basic phrases used in the workplace

4 Use the search engine on the website to find specific expressions, or explore the “Categories” section to learn suggested words and expressions

5 If practicing with a partner, take turns signing the expressions to each other or engage in role-playing scenarios If practicing alone, repeat the signs in front of a mirror to check hand shapes and movements.

Suggested

EXCERCISES ADVANCED LEVEL

TALKING ABOUT SEXUAL ORIENTATION

EXERCISE TITLE: TALKING ABOUT SEXUAL ORIENTATION

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

To cultivate empathy and understanding regarding sexual orientation by swapping perspectives in a given scenario. This exercise aims to foster empathy, deepen understanding, and promote respectful communication regarding diverse sexual orientations It’s essential to approach these discussions with sensitivity, empathy, and a willingness to learn from others’ perspectives.

A1. Understanding Diverse Groups and Intersectionality 30 min

Role Play & Group Reflection

Instructions 15-24

Face to face/Virtual/Hybrid

1 Participants will be divided into pairs

2. One person in each pair will take on the role of the woman asking about her girlfriend, while the other will assume the role of the person who corrects her by suggesting“boyfriend” instead

3. The person playing the woman: Begin by asking your partner”Did you see my girlfriend?” The person playing the responder: Respond by saying, “Did you mean boyfriend?”

To enhance the exercise further, if possible, invite speakers from LGBTIQ+ community, who will share their personal experience and insights

Discussion points

Discuss how each role felt when the correction was made. Explore emotions, assumptions, and any discomfort experienced

EXCERCISES ADVANCED LEVEL

Switch roles. Let the person who initially played the responder take on the woman ’ s role, and vice versa. Encourage them to consider the thoughts, emotions, and intentions of their new roles.

Discuss how the choice of words (“girlfriend” vs. “boyfriend”) affects perceptions and feelings Explore the importance of respectful language and its impact on creating a supportive environment

Encourage participants to reflect on how it feels to have one ’ s identity or relationships unintentionally invalidated Discuss strategies for fostering an inclusive and accepting environment for diverse sexual orientations

Encourage participants to share personal experiences or insights gained from the exercise. Emphasize the value of empathy and understanding in navigating conversations about sexual orientation.

Highlight the significance of open-mindedness, respectful communication, and the willingness to learn when discussing sensitive topics like sexual orientation. Discuss ways to create inclusive language and spaces for everyone.

Material

Paper, notebooks, visuals, markers. For online implementation: wifi, laptops, note apps.

Additional Resources Not available

EXCERCISES ADVANCED LEVEL

TALKING ABOUT DISABILITY

EXERCISE TITLE: TALKING ABOUT DISABILITY

Module Level

Thematic Module

Objective Advanced

A1. Understanding Diverse Groups and Intersectionality

To develop empathy and understanding. To explore how actions intended to help might sometimes hinder and to encourage perspective-taking in situations involving colleagues with disabilities This exercise aims to foster empathy, understanding, and respectful interactions in workplaces involving colleagues with disabilities, emphasizing the importance of communication and avoiding assumptions

Duration

30 min

Type Role Play

Number of participants 15-24

Setting Face-to-face or online

EXCERCISES ADVANCED LEVEL

Instructions

1. Explain the scenario: “Two colleagues, Alex and Chris, work together in an office. Chris has a visual impairment but manages tasks independently. Alex, without being asked, frequently intervenes to help Chris with tasks assuming he needs assistance due to the disability.”

2. Divide participants into pairs, assigning each pair as Alex and Chris.

3 Ask the “Alex” participants to assume the role of someone continually offering help to their colleague without being asked

4 Ask the “Chris” participants to assume the role of someone with a visual impairment who prefers handling tasks independently

5 Allow them to enact a scenario where “Alex” keeps assisting “Chris” without being requested

Suggestion to enhance this exercise further, if possible, invite speakers with disability to share their personal experience and insights.

Discussion points

How did it feel to continuously receive help without asking for it? What assumptions might “Alex” be making about “Chris” and his capabilities? How might this impact the working relationship between the two colleagues?

Material

Additional Resources

Paper, notebooks, visuals, markers. For online implementation: wifi, laptops, note apps

Not available

EXCERCISES ADVANCED LEVEL

INTER- GENERATIONAL PRODUCTIVE COLLABORATION #4

EXERCISE TITLE:

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

BUILDING BRIDGES: EMBRACING INCLUSIVE COMMUNICATION IN THE CORPORATE SPHERE

Inclusive language acknowledgment

A1 Understanding Diverse Groups and Intersectionality

Εngage employees to the concept of Inclusive communication language across all generations

60 min

Group activity

Part 1: group of 5-6 among diverse generations

Face to face activity or virtual

Ask participant to split in groups and assign each group to design a short campaign video for a social media platform, involving an influencer speaking about Inclusive communication for one of the pillars below:

Gender

Age

Ethnicity

Race/color

Disability

Sexual orientation

Ask teams to define the platform/ social media channel, the influencer, the tone of voice, the type of language, the narrative/story, the duration, the visuals and language specifics and the scenery and a possible moodboard. Then ask each team to present the campaign video elements.

Material

Additional Resources

Internet connection, magazines, laptop, stationary material, elements for collage

Not available

EXCERCISES ADVANCED LEVEL

IMPLEMENTING INCLUSIVE COMMUNICATION.

EXERCISE TITLE:

Module Level

Thematic Module

Objective

Duration

Type

Number of participants

Setting

Instructions

IMPLEMENTING INCLUSIVE COMMUNICATION SKILLSET

Inclusive language acknowledgment

A2 – Nurturing Inclusive Communication culture

Employees learn to foster an atmosphere of respect, equity, and understanding among all employees in everyday corporate activities, regardless of their background, identity, or perspective

90 min

Presentations

Group Activity through role-playing and guide creation

Part 1: group of 5-6

Face to face exercise On-line group activity

The first part includes the presentation of main skillset for inclusive communication (also derives from theoretical part):

Active Listening and the ability to listen to others’ perspectives without judgment or interruption is crucial for fostering inclusivity

Clear and Transparent Communication avoiding argot, using plain language and tailor if are specific needs based on the audience.

Empathy and understanding towards colleagues & experiences, perspectives, and challenges

Use of inclusive language that is respectful, inclusive, and free from stereotypes or biases is essential for creating a welcoming and inclusive environment

Awareness of the nonverbal communication elements as body language, facial expressions, and tone of voice can help prevent miscommunication and ensure that messages are received as intended.

Equal time and space for all voices

Then ask participants to split in groups and each group creates one role- playing scenario presenting an example of a negative application of one of the above topics

Finally, all teams are presenting the role-play scenario with the examples

Material

Additional Resources

Wifi connection for on-line participation, Stationary equipment for groups, projector and screen for theoretical part

EXCERCISES ADVANCED LEVEL

CONSTRUCTIVE FEEDBACK

EXERCISE TITLE: CONSTRUCTIVE FEEDBACK

Module Level

Thematic Module

Objective

Duration

Type

Advanced (or Basic)

A2 – Nurturing Inclusive Communication culture

Enhancing the skills of providing and receiving feedback by using neutral and non-emotive language

30 min

Case-study, discussion, Group activity

Number of participants 5 – 15

Setting Instructions Virtual or Hybrid

1. Gather together a group of people equally representing Managers/Supervisors on the one hand, and officers or junior employees on the other. (e.g. 5 Managers, and 5 Junior officers), a one person (e g HR) in the role of facilitator

2. Form two groups: Managers/Supervisors and Junior employees. Group 1 consists of Seniors (Managers/Supervisors), and Group 2 consists of Juniors (Officers or Junior employees).

3. Only the facilitator has access to the materials and gives instructions to the group step by step

4. The facilitator reads Case 1 and then distributes the text of an email to every participant

5. Allow five minutes for reading and in-group discussions.

6 Each participant presents their opinion on the text and shares what feelings were provoked in them (e g , anger, motivation, encouragement, sadness, bitterness, indifference, etc.).

7 The facilitator records the observations and opinions shared on a whiteboard or flipchart.

EXCERCISES ADVANCED LEVEL

8 The facilitator reads Case 2 and then distributes the text of an email to every participant.

9 Allow five minutes for reading and in-group discussions

10. Each participant presents their opinion on the text and shares what feelings provoked (e.g. anger, motivation, encouragement, sadness, bitterness, indifference, etc.)

Material • Case 1

Subject: Review of Project Report

Dear [Team Member],

I wanted to provide some feedback on the project report you submitted yesterday. Overall, I found it to be lacking in several key areas and not up to the standard we expect from our team.

Firstly, I noticed numerous grammatical errors throughout the document, which detracted from its professionalism. It’s crucial to pay closer attention to detail and ensure that written communications are error-free.

Secondly, the analysis section of the report was insufficient and failed to provide meaningful insights into the data. We need to delve deeper into the findings and offer more insightful interpretations to add value to our stakeholders

Additionally, I found the formatting to be inconsistent and messy, making it difficult to follow the flow of information. It’s essential to maintain a consistent formatting style and ensure that the document is visually appealing and easy to read

Overall, I expect to see significant improvements in the quality of your work moving forward Please take these points into consideration and make the necessary revisions to the report by tomorrow.

Best regards, [Manager’s Name]

EXCERCISES ADVANCED LEVEL

• Case 2

Subject: Feedback and Suggestions for Project Report

Dear [Team Member],

I hope this email finds you well. I wanted to take a moment to provide some feedback and suggestions regarding the project report you submitted yesterday Overall, I appreciate the effort you put into this task and the valuable insights you ’ ve provided. Firstly, I noticed a few areas where the report could be strengthened to better align with our team’s standards and objectives Specifically, I observed some minor grammatical errors scattered throughout the document. While these don’t detract significantly from the content, paying closer attention to detail in proofreading will enhance the professionalism of our deliverables.

In terms of the analysis section, I believe there’s an opportunity to delve deeper into the data and offer more robust interpretations Providing additional context and insights will enrich the value of the report for our stakeholders and help drive informed decision-making Regarding formatting, I understand that consistency can be challenging, especially with complex documents. I encourage you to review our style guide and templates to ensure a cohesive and visually appealing layout that facilitates readability. I want to emphasize that these suggestions are meant to support your growth and development as a member of our team. I’m confident that with your dedication and attention to detail, you’ll continue to produce high-quality work that contributes to our success.

Please feel free to reach out if you have any questions or would like further clarification on any of the points raised. Thank you for your ongoing commitment to excellence.

Best regards, [Manager’s Name]

Additional Resources

Indeed, Indeed Editorial Team, “How to give constructive feedback at work (With examples)”, 28 August 2023 Available at link Pumble, Vladimir Samolovac,

How to Give Constructive Feedback in the Workplace: Best Examples and Tips, 22 February 2024 Available at link.

How to give constructive feedback at work (With examples)

How to Give Constructive Feedback in the Workplace: Best Examples and Tips

EXCERCISES ADVANCED LEVEL

INCLUSIVE LANGUAGE IN JOB OPENINGS

EXERCISE TITLE: INCLUSIVE LANGUAGE IN JOB OPENINGS

Module Level

Thematic Module

Duration Objective Advanced A2. Nurturing Inclusive Communication culture

Type

Number of participants

Setting

Instructions

20-25 min The goal of this exercise is to think about who we usually target in our job ads Rewriting a job posting with a specific group of people in mind may help our job ad become more inclusive.

Group activity and reflection

Up to 5, if there are more than 5 people, it is best to split into smaller groups.

Face to face/Virtual/Hybrid

Divide participants into smaller teams (if necessary) Distribute the same basic job opening ad to all participants, ideally related to their organization’s activities.

Assign each team with one social group (for instance, older women taking care of their parents, people from the LGBTIQ+ community, or people with visible or invisible disabilities).

* Each group needs to check the job ad and make sure it meets the needs of the social group they have been assigned to. Consider the following aspects when reviewing the job opening posting:

Assess the words used and their gender implications.

Evaluate the benefits offered by the company

Determine if the nature of the work is clear and identify any missing information

Discuss what information about the organization’s work culture should be provided. Decide where the job ad should be posted

Choose an appropriate visual to accompany the job posting.

Determine how individuals can inquire about the job offer

EXCERCISES ADVANCED LEVEL

Determine how individuals can inquire about the job offer. Consider whether the company ’ s commitment to ensuring equal opportunities should be indicated. Reflect what you would like to incorporate from this exercise to your company ’ s communication about vacancies.

*Update this list based on a specific situation

Material

Additional Resources Not available Not available

EXCERCISES ADVANCED LEVEL

COMMUNICATION IN A MICROINEQUALITY SITUATION

EXERCISE TITLE: COMMUNICATION IN A MICRO-INEQUALITY SITUATION

Module Level Advanced

Thematic Module

Objective

Duration

A2. Nurturing Inclusive Communication culture

To enhance communication skills and address microinequalities in a professional setting

30 min

Type Group Game and Reflection

Number of participants 15-24

Setting Face to face or online

Instructions

1 Divide participants into 3 groups of 5-8 people

2. Present the scenario: “During a meeting, Ana finds it challenging to intervene or contribute When she finally speaks up, the others in the meeting begin using their laptops and phones, seemingly disregarding her input ”

3. Encourage participants to reflect on times when they felt marginalized or unheard in a professional setting

4. Encourage participants to brainstorm actionable steps to create a more inclusive meeting environment

Material

Additional Resources

Paper, notebooks, visuals, markers. For online implementation: wifi, laptops, note apps.

Not available

EXCERCISES ADVANCED LEVEL

DEVELOPING AN INCLUSIVE COMMUNICATION PLAN

EXERCISE TITLE: DEVELOPING AN INCLUSIVE COMMUNICATION PLAN

Module Level

Thematic Module

Objective Advanced

A3. Promoting Inclusive communication – starting with Leadership

Τo leverage a company ’ s good practices, address the weaknesses (bad practices), and pursue new practices aligned with neutral and inclusive language.

Duration 20 min

Type

Policy/process development

Number of participants 1

Setting Virtual

Instructions

1. Review your organisation’s current language policies and assess their alignment with inclusive language principles.

2. List internal policies/initiatives that promote inclusive language.

3. Identify any practices that may be exclusionary.

4. Think of innovative strategies for inclusive language, considering diverse perspectives and potential impact, and exchange ideas with your peers, engaging in open dialogue to refine proposals

5 Develop an Inclusive Language Plan outlining the implementation of new language practices, assigning roles, setting deadlines, and establishing accountability

6 Present the Inclusive Communication Plan you developed to the management team

Material

Additional Resources

Stationary material, computer, internet,

How can you create an inclusive language policy for all communities?

How to Make Your Organization’s Language More Inclusive

EXCERCISES ADVANCED LEVEL

#10

NEURODIVERSITY AND ACCESSIBILITY OF INFORMATION

EXERCISE TITLE:

Module Level

Thematic Module

NEURODIVERSITY AND ACCESSIBILITY OF INFORMATION

Objective Advanced

A3. Promoting Inclusive communication – starting with Leadership

The objective of this exercise is to prompt participants to consider neurodiversity in the workplace and various preferences for information presentation.

Duration 15-20 min.

Type Group activity and reflection

Number of participants

Setting

Instructions

Up to 5, if there are more than 5 people, it is best to split into smaller groups

Face to face/Virtual/Hybrid

1. Divide participants into smaller groups (if necessary).

2. Read the following situation:

Alma, the manager of the company, always prepares presentations for the weekly meetings to keep her team engaged She uses colorful slides with various fonts and pictures to make them interesting. Important information is underlined, deadlines are in italics, and key terms are highlighted. However, John, a new member of Alma’s team, finds it hard to focus during these meetings He often asks many questions afterward to understand the information discussed. After the third meeting, John approached Alma and suggested using different slides He disclosed being neurodiverse and mentioned that he could hardly focus on such slides. Alma did not fully understand what John meant, but she appreciated his feedback She thanked him and decided to seek advice from a colleague

EXCERCISES ADVANCED LEVEL

3. Discuss the following suggestions:

If Alma were your colleague, what advice would you give her? What should be done in the organization so that observations, like John’s about the effectiveness of communication, would be expressed earlier? How could Alma change her slides?

Material

Additional Resources

Not available

How to design visual learning resources for neurodiverse students

Inclusive Design: Creating Web & Graphic Design for Neurodivergent Audiences

EXCERCISES ADVANCED LEVEL

INSPIRE LEADERSHIP INTO ADOPTING INCLUSIVE COMMUNICATION.

EXERCISE TITLE: WANNA BE A ROLE MODEL?

Module Level

Thematic Module

Objective

Advanced

A3. Promoting Inclusive communication – starting with Leadership

Corporate top management team enhancing inclusive communication skills an lead by example, inspiring positive change and foster a workplace culture where all employees feel valued, respected, and empowered to contribute their best.

Duration 2 h

Type

Number of participants

Presentations by quest speaker, group discussion and individual activity.

The group of Top management team

Setting Face to face

Instructions

Invite a representative from diverse groups, to present the main elements and deeds for neutral and inclusive communication in the working environment. Engage in interactive discussions among the group, enhancing their understanding and application of inclusive communication principles within the corporate context . Then ask participants to work individually in identifying what elements of inclusive communication can be addressed differently in their function and shape a draft action plan with: The 5 actions of tomorrow

Material

Additional Resources

Presentations, projector, stationary

Not available

INCLUSIVE COMMUNICATION SCENARIOS - VIDEOS

COMMUNICATION SCENARIO VIDEOS

COMMUNICATION SCENARIOS IN THE WORKPLACE

A main part of the Inclusive Language Training Pack, aiming to foster an inclusive working environment, is a series of communication scenario videos that have been developed to promote the adoption of neutral and inclusive language, as well as highlight common communication pitfalls in the workplace. These scenarios depict both real and hypothetical incidents within various workspaces to serve as practical examples

A total of eight scenarios are presented in this section, each tailored to a specific function: Corporate Communications or Public Relations, Executives in Organasations, Human Resources, Leadership and Management Team Leaders/Managers, Client Support, Sales, and other functions.

Some of the scenarios may be universally applicable across the organisation or relevant to multiple functions.

The communication scenario videos are available on the NICE YouTube channel - @NICE_EU - in English, with subtitles available in Bulgarian, Greek, Lithuanian, and Romanian.

COMMUNICATION SCENARIO

https://www youtube com/watch?v= OJUb9wjO4M&t=4s

https://www youtube com/watch?v=-NStR8CmB9Y

https://www youtube com/watch?v=mD-VSMGIJ k

https://www youtube com/watch?v=xPjL9AkqNK8

https://www youtube com/watch?v=iZj1x a6ocg

https://www youtube com/watch?v=tsTdILT5KlQ&t=10s

https://www youtube com/watch?v=pg-wtLWJkzs

https://www youtube com/watch?v=BhJ4LRvr8Bk&t=1s

INCLUSIVE COMMUNICATION TRAINING SCHEDULE

ATTENDEES:

ALL ASSOCIATES

AGENDA

B.1

B.2

EXCERSISE #1- #4

TOPIC:

BASIC LEVEL of Theoritical modules of Inclusive Communication Language

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS NEUTRAL & INCLUSIVE COMMUNICATION

SELECTION OF TWO EXCERSISES

B.3

EXCERSISE #5 - #9

UNDERSTANDING & ADDRESSING BIASES

SELECTION OF TWO EXCERSISES

NOTES:

THE TIME SCHEDULE CAN BE TAILORES TO COMPANY’S NEEDS

THE SELECTION OF SXCERSISES CAN BE TAILORES TO COMPANY’S NEEDS

ATTENDEES:

HR MANAGERS

AGENDA

A.1

TOPIC:

ADVANCED LEVEL of Theoritical modules of Inclusive Communication Language

UNDERSTANDING DIVERSE GROUPS AND INTERSECTIONALITY

EXCERSISE #1- #4 SELECTION OF TWO EXCERSISES

A.2

EXCERSISE #5- #7

A.3 EXCERSISE #8 - #10

NURTURING INCLUSIVE COMMUNICATION CULTURE

PROMOTING INCLUSIVE COMMUNICATION – STARTING WITH LEADERSHIP

NOTES:

THE TIME SCHEDULE CAN BE TAILORES TO COMPANY’S NEEDS

THE SELECTION OF SXCERSISES CAN BE TAILORES TO COMPANY’S NEEDS SELECTION OF TWO EXCERSISES SELECTION OF TWO EXCERSISES

ATTENDEES:

HR MANAGERS

AGENDA

TOPIC:

Diversity communication Framework Diversity Communication Index

DIVERSITY COMMUNICATION FRAMEWORK

DIVERSITY COMMUNICATION INDEX

DIVERSITY COMMUNICATION INDEXASSESMENT

NOTES:

THE TIME SCHEDULE CAN BE TAILORES TO COMPANY’S NEEDS

DIVERSITY LANGUAGE INDEX

#1 INTRODUCTION

The Diversity Language Index is developed to support organisations selfassess the adoption level of inclusive and neutral language across all corporate operations, identify weaknesses, and organise future actions to ensure full compliance with inclusive language frameworks. This tool enables companies to evaluate the diversity of language representation within their workforce and content, such as job ads and communication materials. The index offers valuable insights and practical strategies for assessing how effectively a company embraces linguistic diversity, which often serves as an indicator of broader cultural and demographic inclusivity.

The Diversity Language Index is based on the four pillars of the Inclusive Communication Framework and offers a comprehensive assessment tool and to identify the level of Inclusive Language adoption Additionally, it provides action plan recommendations to foster an inclusive communication culture within the organisation. This structured approach helps companies enhance their commitment to diversity, equity, and inclusion, ensuring effective communication with diverse audiences and creating a more inclusive work environment

DIVERSITY LANGUAGE INDEX

INCLUSIVE COMMUNICATION FRAMEWORK LEVELS

LEVEL 1: Foundational Awareness signifies that the organisation possesses a fundamental understanding, along with basic practices and approaches, toward fostering inclusive communication.

LEVEL 2: Culture of Belonging & Safety indicates that the organisation is well-versed in inclusive communication principles, with specific tools and mechanisms in place to support them

LEVEL 3: Established Inclusive Culture signifies that the organization has fully integrated awareness, knowledge, tools, and mechanisms for inclusive communication across all levels of its hierarchy.

ASSESSMENT TOOL

To evaluate the level of inclusive communication language adoption, representatives from HR, communication teams, or top leadership are asked to complete the assessment tool, which is based on four key pillars

Inclusive communication literacy 1

Cultivation of an inclusive workplace 2.

Reporting system & assessment 3

Inclusive leadership governance 4.

The purpose of this assessment is to identify gaps in the organisation’s current state compared to benchmark standards for each level. Additionally, the results can highlight specific actions the organisation can take to foster a more inclusive communication environment.

DIVERSITY LANGUAGE INDEX

PILLAR #1 INCLUSIVE COMMUNICATION LITERACY

This pillar evaluates the organisation’s commitment to fostering knowledge and understanding of inclusive and neutral language across all employees. It measures how effectively the company educates its workforce on the principles of inclusive communication, ensures access to resources such as glossaries and guidelines, and tracks progress in embedding these practices

Moving from basic awareness to a fully integrated system, this pillar helps identify gaps in knowledge and implementation, ensuring inclusive communication is an organisational standard

Statements Yes No

All employees have received instructions on how to add preferred pronouns to their email signatures

Employees are encouraged to use inclusive language in emails, presentations, and meetings

Level 1

Level 2

A glossary of inclusive terms is available and shared with all employees

New employees are introduced to inclusive language principles during onboarding

The organisation conducts periodic reviews of public-facing documents to ensure inclusive language is used

Each department has a designated point of contact responsible for promoting inclusive language practices

Inclusive language tips or reminders are shared with all staff on a regular basis

The organisation has provided basic training on using inclusive and neutral language

Advanced training on inclusive communication is available for managers and leaders

The organisation conducts annual audits to assess the adoption of inclusive language in communication

Level 3

The effectiveness of inclusive communication efforts is tracked and reported regularly to leadership

Employees are evaluated on their adherence to inclusive communication practices during performance reviews

DIVERSITY LANGUAGE INDEX

PILLAR #2 CULTIVATION OF AN INCLUSIVE WORKSPACE

This pillar assesses the extent to which the organisation creates and maintains an inclusive workplace environment. It covers recruitment, onboarding, and daily operations, focusing on how inclusive communication practices are applied to foster a sense of belonging for all employees By examining the company ' s use of inclusive language in job ads, interviews, and internal communications, this pillar supports building a culture where diversity is respected, and everyone feels represented and valued. The levels measure progress from initial steps toward inclusivity to a well-established culture of belonging and safety.

Statements Yes No

Job advertisements and other recruitment materials are written using inclusive language.

A reporting mechanism exists for employees with anonymous/confidential report non-inclusive language or communication incidents

Level 1

Pronouns are included in email signatures or company-wide profiles for all employees

The organisation has updated job descriptions to ensure they are gender-neutral and inclusive.

The organisation ensures all internal communication materials are accessible (e g , with alt-text for images)

Managers hold regular meetings to discuss the importance of inclusive language in their teams

Level 2

Level 3

Inclusive job interviews are conducted, ensuring that diverse candidates are fairly evaluated

A communication code of conduct exists, outlining respectful and inclusive language expectations for all employees

KPIs are in place to track the organization’s progress on inclusive communication goals.

External experts are consulted regularly to ensure the organisation stays updated on best practices for inclusive communication

Senior leaders are actively involved in mentoring programs focused on diversity and inclusion

The organisation has created templates for emails and reports that incorporate inclusive language standards

DIVERSITY LANGUAGE INDEX

PILLAR #3 REPORTING SYSTEM & ASSESSMENT

This pillar examines the mechanisms in place to monitor, report, and assess the organisation's progress in adopting inclusive and neutral communication. It evaluates how well the organization tracks incidents of non-inclusive language, collects employee feedback, and responds to communication challenges By establishing a clear, transparent system of reporting and regularly assessing communication practices, the organisation can ensure continuous improvement. This pillar moves from the implementation of basic feedback systems to a more comprehensive and data-driven approach to tracking inclusive and neutral language adoption.

Level 1

Level 2

An anonymous feedback form is available to report non-inclusive language incidents.

All employees have been informed about how to access the feedback form

There is a clear process for reviewing and addressing reports of non-inclusive communication

Employees are regularly reminded about the importance of using the feedback form to report non-inclusive communication.

The organisation conducts quarterly reviews of feedback received through the anonymous form

Trends from the feedback are analyzed, and improvement areas are identified

Findings from the reviews are shared with employees, highlighting the organization's commitment to inclusivity

Action plans are developed based on feedback analysis to improve communication practices

A comprehensive reporting system is in place, tracking inclusive language issues across different communication channels.

Reports on the progress of inclusive communication initiatives are circulated to leadership teams regularly

Level 3

Exit interviews include questions about the organisation’s inclusive communication practices

Regular assessments are conducted to evaluate the overall impact of inclusive communication initiatives on company culture.

DIVERSITY LANGUAGE INDEX

PILLAR #4 INCLUSIVE LEADERSHIP

& GOVERNANCE

This pillar focuses on the role of leadership in promoting and sustaining inclusive communication within the organisation. It evaluates how leadership teams incorporate inclusive and neutral language into their decision-making processes, communications, and policies

Leadership commitment is critical to ensuring that inclusive practices are modeled from the top down, fostering a company-wide culture of inclusivity Progress is measured from the establishment of foundational leadership actions to a fully integrated governance structure where inclusive communication is embedded in the organisation’s leadership strategy.

Statements Yes No

The leadership team has published a statement expressing commitment to inclusive communication.

Basic training on inclusive language is provided to all team leaders and managers

Level 1

Leaders are encouraged to model inclusive language in emails and meetings

Leaders participate in a workshop or training session focused on the basics of inclusive communication.

Leadership has implemented a training module that focuses on fostering inclusive communication practices within teams

A mini-policy exists on how leadership will handle non-inclusive language reports, ensuring proper investigation and resolution

Level 2

Level 3

There is a regular review of leadership communications to ensure they align with inclusive language principles

Leadership holds periodic meetings to review the effectiveness of inclusive communication practices and to plan improvements

Inclusive communication is part of leadership performance reviews

The organisation’s budget includes dedicated funds for initiatives related to inclusive communication

A leadership council meets regularly to assess progress on inclusive communication efforts and make recommendations for improvement.

Senior leaders are required to report on their departments' progress in implementing inclusive communication practices

ACTION PLAN & KEY PERFORMANCE INDICATORS

Identifying each organisation's adoption level of inclusive communication language helps shape a future action plan tailored to each function, ensuring alignment with inclusive language benchmarks. This process also supports the development of actionable strategies for embracing linguistic diversity, embedding inclusive, neutral communication practices, and fostering cultural and demographic inclusiveness.

As part of the NICE program ’ s outreach activities, companies receive guidance to help identify and implement changes aimed at creating a more inclusive communication environment within their organisations

Additionally, setting specific targets and defining key performance indicators (KPIs) is recommended to accompany the activities in the action plan, reflecting the organisation’s commitment to meeting neutral and inclusive communication benchmarks. All KPIs should be clearly communicated to employees and measured periodically to track progress.

The NICE project has identified specific KPI recommendations, in four main pillars, as shown below.

INCLUSIVE COMMUNICATION LITERACY:

Percentage of employees who have completed mandatory inclusive communication training.

Percentage of trained employees by function/department.

Percentage of employees who report learning something new during inclusive communication training

Percentage of employees who can apply what they’ve learned from inclusive communication training in their work.

Number of glossaries created per diversity pillar

Percentage of employees aware of the organisation’s inclusive communication guidelines.

Percentage of employees who are aware of and have access to information on inclusive communication.

DIVERSITY LANGUAGE INDEX

CULTIVATION OF AN INCLUSIVE WORKSPACE:

Analysis of employee demographics by role and function, considering diversity pillars:

% of diverse employee mix (considering job specifics).

Analysis of manager demographics, considering diversity pillars:

% of diverse employee mix.

Evaluation of job descriptions, recruitment materials, and interview processes to ensure the use of neutral and inclusive language to attract diverse candidates:

% of inclusive job postings and diverse job candidates

% of accessibility needs met for all employees,.

Assessment of communication materials for accessibility, ensuring they accommodate individuals with disabilities in terms of language and format. Reviews of internal communication materials for inclusivity.

REPORTING SYSTEM & ASSESSMENT

% of reported incidents related to non-inclusive communication that have been addressed.

Total number of reports related to non-inclusive communication incidents

Total number of reported bias incidents.

INCLUSIVE LEADERSHIP & GOVERNANCE:

% of functions/departments that implement inclusive communication initiatives and have integrated inclusive language.

Number of D&I practices within performance management systems.

Feedback topics from internal surveys that address the application of neutral and inclusive communication.

% of allocated budget dedicated to activities outlined in the action plan.

MENTORSHIP PROGRAMME ORGANISATION

PILLAR #1

INCLUSIVE

COMMUNICATION LITERACY

Moving from basic awareness to a fully integrated system, this pillar helps identify gaps in knowledge and implementation, ensuring inclusive communication is an organisational standard

Statements Yes No

All employees have received instructions on how to add preferred pronouns to their email signatures.

Employees are encouraged to use inclusive language in emails, presentations, and meetings

A glossary of inclusive terms is available and shared with all employees

New employees are introduced to inclusive language principles during onboarding.

The organisation conducts periodic reviews of public-facing documents to ensure inclusive language is used.

Each department has a designated point of contact responsible for promoting inclusive language practices.

Inclusive language tips or reminders are shared with all staff on a regular basis

The organisation has provided basic training on using inclusive and neutral language

Advanced training on inclusive communication is available for managers and leaders.

The organisation conducts annual audits to assess the adoption of inclusive language in communication.

The effectiveness of inclusive communication efforts is tracked and reported regularly to leadership.

Employees are evaluated on their adherence to inclusive communication practices during performance reviews

ORGANISATION SELF-ASSESSMENT SURVEY ON INCLUSIVE LANGUAGE

PILLAR #2 CULTIVATION OF AN INCLUSIVE WORKSPACE

By examining the company ' s use of inclusive language in job ads, interviews, and internal communications, this pillar supports building a culture where diversity is respected, and everyone feels represented and valued. The levels measure progress from initial steps toward inclusivity to a well-established culture of belonging and safety.

Statements Yes No

Job advertisements and other recruitment materials are written using inclusive language

A reporting mechanism exists for employees to anonymously report non-inclusive language or communication incidents

Pronouns are included in email signatures or company-wide profiles for all employees.

The organisation has updated job descriptions to ensure they are gender-neutral and inclusive.

The organisation ensures all internal communication materials are accessible (e g , with alt-text for images)

Managers hold regular meetings to discuss the importance of inclusive language in their teams

Inclusive job interviews are conducted, ensuring that diverse candidates are fairly evaluated

A communication code of conduct exists, outlining respectful and inclusive language expectations for all employees.

KPIs are in place to track the organization’s progress on inclusive communication goals.

External experts are consulted regularly to ensure the organisation stays updated on best practices for inclusive communication

Senior leaders are actively involved in mentoring programs focused on diversity and inclusion.

The organisation has created templates for emails and reports that incorporate inclusive language standards

ORGANISATION SELF-ASSESSMENT SURVEY ON INCLUSIVE LANGUAGE

PILLAR #3 REPORTING SYSTEM & ASSESSMENT

Statements Yes No

An anonymous feedback form is available to report non-inclusive language incidents.

All employees have been informed about how to access the feedback form

There is a clear process for reviewing and addressing reports of non-inclusive communication

Employees are regularly reminded about the importance of using the feedback form to report non-inclusive communication

The organisation conducts quarterly reviews of feedback received through the anonymous form

Trends from the feedback are analyzed, and improvement areas are identified

Findings from the reviews are shared with employees, highlighting the organization's commitment to inclusivity.

Action plans are developed based on feedback analysis to improve communication practices

A comprehensive reporting system is in place, tracking inclusive language issues across different communication channels

Reports on the progress of inclusive communication initiatives are circulated to leadership teams regularly.

Exit interviews include questions about the organisation’s inclusive communication practices

Regular assessments are conducted to evaluate the overall impact of inclusive communication initiatives on company culture

DIVERSITY LANGUAGE INDEX

PILLAR #4 INCLUSIVE LEADERSHIP & GOVERNANCE

Statements Yes No

The leadership team has published a statement expressing commitment to inclusive communication.

Basic training on inclusive language is provided to all team leaders and managers

Leaders are encouraged to model inclusive language in emails and meetings

Leaders participate in a workshop or training session focused on the basics of inclusive communication

Leadership has implemented a training module that focuses on fostering inclusive communication practices within teams

A mini-policy exists on how leadership will handle non-inclusive language reports, ensuring proper investigation and resolution

There is a regular review of leadership communications to ensure they align with inclusive language principles.

Leadership holds periodic meetings to review the effectiveness of inclusive communication practices and to plan improvements

Inclusive communication is part of leadership performance reviews.

The organisation’s budget includes dedicated funds for initiatives related to inclusive communication

A leadership council meets regularly to assess progress on inclusive communication efforts and make recommendations for improvement

Senior leaders are required to report on their departments' progress in implementing inclusive communication practices

Diversity Communication Label

DIVERSITY COMMUNICATION

DIVERSITY COMMUNICATION LABEL

The Diversity Communication Label serves as a certification verifying that a company has undergone comprehensive training in inclusive language practices This trademark is prominently incorporated into the design of all issued certifications to symbolise the company ' s commitment to fostering inclusive communication environments.

To further personalise the recognition, two types of certifications have been developed:

Company Certification: A certificate awarded to the organisation itself, affirming its completion of the inclusive language training program.

Participant Certification: Individual certificates for each participant who successfully completes the training, acknowledging their competence in applying inclusive communication principles

Inclusive Communication in Corporate Environments Training Pack

INCLUSIVE COMMUNICATION FRAMEWORK

INCLUSIVE COMMUNICATION FRAMEWORK

INTRODUCTION

BENCHMARKS #2

PILLAR #1:

INCLUSIVECOMMUNICATIONLITERACY

PILLAR #2

CULTIVATEINCLUSIVEWORKSPACE

INCLUSIVE COMMUNICATION FRAMEWORK

PILLAR #3

REPORTINGSYSTEM&ASSESSMENT

INCLUSIVE COMMUNICATION FRAMEWORK

PILLAR #4

INCLUSIVELEADERSHIP&GOVERNANCE

Actions:

CONCLUSION AND NEXT PHASE OF EVALUATION

THEORETICAL TRAINING MODULES

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

BASIC LEVEL:

Section 1: Introduction to Pillars of Diversity

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Pillar 1: Age

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Pillar 2: Gender

Pillar 3: Race

Pillar 4: Disability

Pillar 5: Nationality and Ethnicity

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Pillar 6: Sexual Orientation

Section 2: Key values of equality, unique worldview, tolerance and greater acceptance

Subsection 1: Equality

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Subsection 2: Unique Worldview

Subsection 3: Tolerance and Acceptance

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Section 3: Diversity Management and Inclusion Practices

Subsection 1: Diversity Management

Subsection 2: Inclusion Practices

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Conclusion

BASIC CONCEPTS OF DIVERSITY AND INCLUSION

Further Reading

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS

& INCLUSIVE COMMUNICATION

Subsection 1: Diversity Management

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS

Section 2: Inclusive communication skills

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS NEUTRAL

& INCLUSIVE COMMUNICATION

TOOLS, PRACTICAL EXAMPLES & SKILLS TOWARDS

Further resources to explore

UNDERSTANDING & ADDRESSING BIASES

Objectives

Duration

Introduction

20 min

Section 1: Understanding Biases

UNDERSTANDING & ADDRESSING BIASES

UNDERSTANDING & ADDRESSING BIASES

Objectives

Section 2: Impact of Biases on Communication and Behavior

UNDERSTANDING & ADDRESSING BIASES

UNDERSTANDING & ADDRESSING BIASES

Section 3: Strategies for Recognizing and Addressing Biases

Objectives

Recognising Biases

Self-Reflection:

Addressing Biases

UNDERSTANDING & ADDRESSING BIASES

UNDERSTANDING & ADDRESSING BIASES

Objectives

Subsection 2: Benefits of Cultural Awareness

UNDERSTANDING & ADDRESSING BIASES

Objectives

Subsection 1: Case Studies

Real-World Examples:

Lessons Learned:

Subsection 2: Practical Applications

UNDERSTANDING & ADDRESSING BIASES