4 Strategies for Tackling Pronoun Usage in the Workplace

“My pronouns are” sign in front of a pride flag.

Imagine going through life being addressed by the wrong name as feelings of anxiety, fear, and uncertainty cloud your mind.

Instead of being called Marshall as you’ve requested, people insist on calling you Marsha. This name may have followed you through your adolescent years, and even in your 20’s, but right now it just doesn’t feel right.

Using the correct name goes hand-in-hand with using a person’s chosen pronouns. A cis-gender (meaning that you identify with the gender assigned to you at birth) person will never understand the feeling of being trapped in the wrong body/gender. For the transgender or non-binary person who recognizes these feelings and decides to honor the journey of freeing their gender expression, correct pronoun usage is vital. Validating and honoring their pronouns respects and validates their existence--something that all people deserve as a human right.

What is a Pronoun?

According to the National Institutes of Health, gender pronouns are a way for individuals to identify themselves outside of using their names. Pronouns are important not only because they are used for everyday communication, but also because they are used to convey and affirm gender identity, especially for sexual and gender minority (SGM) communities.

The journey to understanding pronoun usage in the workplace is complex. There are fine lines that can easily be crossed if a workplace isn’t safe for people to openly identify as themselves and with their pronouns. If staff members, managers, and peers aren't fully aware of how people identify it will lead to gossip, bias, miscommunication and not-so-micro aggressions (reminder: microaggressions are often indirect, subtle, or unintentional discrimination against members of a marginalized group. They can also be targeted, which is blatant discrimination).

The way we communicate when meeting someone new must evolve from assumption to education and awareness. Instead of assuming who someone is based on their appearance, we need to create a space where everyone can articulate who they are and how they want to be addressed.

4 Strategies to Navigate Pronoun Usage in the Workplace

1. Be straightforward, kind, and just ask.

Both workplaces and individuals in the workplace must make space for our transgender and non-binary counterparts by providing a judgment-free environment surrounded by basic human decency and respect. Asking someone what their pronouns are removes the assumption that you know who they are. Allow them to tell you who they are. 

What to do: When meeting someone say, “Hi, my name is Marsha and my pronouns are she/her. What are yours?” This creates a moment of acceptance, clarity, safety and understanding.

Be aware: Sharing your pronouns and asking for someone else’s might not be standard practice for all people and workplaces--but it is best practice to do so. Incorporating pronouns into early stage introductions such as onboarding, during interviews, or when you first meet a new colleague can help perpetuate pronoun best practices.  

There are also cultural differences and generational differences at play--especially in the workplace. Being aware of these and having conversations about why you share yours and ask for other pronouns can be a helpful way to bridge these gaps in differences.

2. Business card and email signatures

Over the last couple of years, employees have given their business cards and email signatures a facelift. In addition to their names, people are including their pronouns as an identifier. Upon communicating via email or receiving a business card, you’re already informed on how a person would like to be addressed.

What to do: Consult with your Human Resources department to confirm that adding your pronouns is in compliance with the company or organization. If it is not, have a discussion with your Human Resources department. Implementing pronouns in your signature speaks to having a diverse and inclusive work environment.  

Important to know: This is a great PR and inclusion opportunity for your organization.  Talk to HR, learning and development, marketing, and your C-suite.  Each area has a role to play in implementing new policies--such as asking people to or allowing people to add pronouns to their business cards, email signatures, and other everyday programs like Slack and video calling platforms.

Once policies are created, provide insights and education, share the new policies (and the why behind them) publicly, and ensure your leadership is leading by example. It helps reduce bias and stigma that are blockers for those who might not fit into the gender-binary pronouns.

3. Human Resources Information Systems (HRIS) and other HR technology platforms

Having pronouns on your business card and in email signatures is important for proactively sharing and creating space for others to share their pronouns as well.  Take it a step further and ensure the technology enabling the people teams is inclusive as a baseline.  This means ensuring people can identify their pronouns when they:

• Apply for a role at your organization through your applicant tracking system (ATS)

• Join as a new employee in your Human Resources Information System (HRIS)

• Learn and grow in your Learning Management System (LMS)

• And with any other program they use as part of being an employee
  

4. Consistently using gender pronouns is key

What to do: Ask your HR department to add pronoun fields. Most programs allow for custom fields if they aren't already built into the software. Once the field is added, HR can easily upload pronouns into the system.

Be aware: Technology can be tricky - while new best practices are in support of consistency across platforms not everyone is on the same level. Support HR and those making changes or adding new components to technology whenever possible but recognize that sometimes what they’re able to change or add is out of their hands.

Sensitivity, Awareness, and Organizational Training

Employees need a safe space to ask all the questions they have (or don’t realize they have) without being penalized. While there is a certain amount of responsibility left on an employee to educate themselves on pronoun usage, it is also important to raise awareness on the job. Sensitivity training sets the standard on how employees should be treated across the board. 

What to do: Human Resources, along with Learning and Development, is responsible for making sure all staff are informed about company policies. Similar to acknowledging and signing off on sexual harassment documents or basic forms that explain work protocol, a package explaining gender pronouns policies and actions should be developed and signed off on by all employees. In conjunction, all staff should undergo training that further explains and enforces the need for correct pronoun usage in the workplace.

Gone are the days when society was filled with just men and women. We’re developing in a way that finally recognizes and respects the importance of self and self-identity. Once we fully comprehend that you are the only person responsible for identifying yourself, then we can begin to understand each other.

Ready to transform your workplace into an inclusive space? Join our Lunch & Learn session for a deeper understanding of pronouns and how to use them.

Promote Inclusivity and Proper Pronoun Usage with The Rise Journey

At the Rise Journey, we're here to support organizations like yours by providing valuable assistance to enhance your efforts in fostering diversity, equity, inclusion, belonging, and accessibility (DEIBA). We provide a range of resources, including coaching programs, dei-focused lunch and learns, to help organizations deepen their understanding of pronoun usage, challenge biases, and cultivate an inclusive culture. 

Connect with our team to see how we can help your organization reach success!