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Juillet 2024

Gender-neutral writing: a key to more inclusive and effective procedures

Did you know that adopting gender-neutral writing can turn your workplace into a more inclusive and efficient space?

Gender-neutral writing is on the rise in professional environments, reflecting a commitment to gender equality, while also offering practical benefits, particularly in procedural writing. This article explores what gender-neutral writing entails, its advantages, and how to integrate it into your communications. 

WHY USE GENDER-NEUTRAL WRITING?

Gender-neutral writing avoids making assumptions about an individual’s gender, which is essential in a professional environment that values and respects diversity. It encompasses all genders without discrimination, promoting a fairer and more inclusive approach.

HOW TO WRITE IN A GENDER-NEUTRAL WAY IN ENGLISH?

To adopt gender-neutral writing, use inclusive words and phrasing. Here are some examples.


Example 1 – Using neutral pronouns

GENDERED

GENDER NEUTRAL

He/she

They

The manager appointed him. (“him” for the coordinator who can be a man or a woman).

The manager appointed them.

His/her briefing was helpful to management.

Their briefing was helpful to management.

Example 2 – Using neutral forms

Use neutral forms, as shown below.

GENDERED

GENDER NEUTRAL

The managers

The management

The salesmen are having a meeting.

The sales team is having a meeting

The firemen arrived quickly at the scene.

The fire crew arrived quickly at the scene.

Each employee should clean his desk.

Staff members should clean their desks.

Linemen must use fall protection when climbing poles.

Use proper fall protection when climbing poles.
Line workers must use fall protection when climbing poles. 

The repairmen will service the machinery monthly.

The maintenance team will service the machinery monthly.

Example 3 – Writing out masculine and feminine forms in full

GENDERED

GENDER NEUTRAL

Foremen

Foremen and forewomen

FIremen

FIremen and fIrewomen

Example 4 – Truncated forms

Truncated forms include parentheses, slashes, dashes or other signs.
Their use is often criticized because of the readability and accessibility problems they cause. They should not be overused, but neither should they be excluded, as they are useful when space is limited.

GENDERED

GENDER NEUTRAL

Foremen-women

Foremen and forewomen

Firemen(women)

Foremen and forewomen

Chairmen/women

Chairmen and chairwomen

IMPLEMENTING GENDER-NEUTRAL WRITING

To incorporate gender-neutral writing in your company, follow these steps:

1. Develop an action plan

Identify the steps to be taken, prioritize the documents to be revised (in either English or French), determine the budget and the people who will carry out the project (internal or external resources).


2. Implement the action plan

Start gradually, organize information and training sessions for your teams, evaluate the results, regularly monitor progress, and adjust the action plan as needed.

REVISION OF PROCEDURES FOR PERMACON

Case study

I revised and standardized approximately forty occupational health and safety procedures for Permacon, a leading manufacturer of concrete products for landscaping and exterior cladding.

Additionally, I recommended the use of gender-neutral forms and explained the benefits of this practice to the client.

BENEFITS:

• Time saving: 

No need to change job titles with every personnel change.

• Increased staff motivation: 

Feeling visible in documents and on OHS posters (which alternate between a man and a woman), along with feeling respected and included, leads to increased motivation.

• Greater inclusiveness: 

The company demonstrates respect for the diversity of its team.

• Improved brand image: 

The company shows its adaptability to current trends and its commitment to staff well-being, reinforcing its reputation as a socially responsible organization.



The client was very pleased with the suggestions, and these procedures, initially intended for use in Quebec, are now being implemented throughout Canada as well.

Don't hesitate to review and revise your procedures, policies and internal communications. A small change in form can make a big difference in promoting inclusiveness. And if you need any assistance, please contact me at  info@lacledescom.com.

RESOURCES

• Government of Canada: Inclusive writing – Guidelines and resources
• Government of Canada: Inclusionary: A collection of gender-inclusive solutions
• Government of Canada: Writing with inclusion in mind

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