What to know about using personal pronouns in the workplace

Offering up your own pronouns at the beginning of a presentation or meeting is one way to establish a safe and open environment (Getty Images/Adam Hester)

With organizations putting a greater focus on diversity, equity and inclusion practices, Riley Turnbull, CPA and principal with the Public Sector Accounting Board, is happy that personal pronouns are being addressed in the workplace. 

“People are a lot more aware than they used to be,” she says. “Before there was a lot more trepidation and uncertainty on how to address pronouns.”

As a transgender woman, Turnbull has encountered those fears first-hand. “Recognizing personal pronouns takes away the unknown. It’s about creating an environment of safety for everyone, that we accept people for who they are,” she says.

International Pronoun Day on October 20 is a great time to start a discussion that can continue year-round. Here are some things to keep in mind when approaching pronouns in the workplace:

1. CREATE A SAFE SPACE

The fastest way to move the needle in the right direction is by your own actions. “By leading with example, you are inviting an open space for others to tell you who they are and how they want to be addressed,” says Michael Bach, founder of the Canadian Centre for Diversity and Inclusion in Toronto, as well as the CEO of CCDI Consulting Inc. 

Bringing up your own personal pronouns during introductions, for example, is a respectful practice to encourage, whether it’s interviewing prospective employees or starting a presentation. “A simple ‘My name is Mark and my personal pronouns are he/him’ helps send a message to other people that I’m cool with their pronouns and makes it easier for them to do the same,” he says.

2. BE OPEN

Encouraging employees to include pronouns in their email signatures and online profiles is “a small yet very powerful thing employers can do,” says Bach. “It keeps people talking and helps them understand what personal pronouns are and why they matter.” 

Be sure to create simple instructions to show employees how to update their signatures on multiple platforms such as Webex, Zoom, MS Teams or email, Bach advises. Remember, “if it’s too complicated, people won’t do it,” he adds.

Adding pronouns to signatures “sends a message of inclusion, [but] it needs to be voluntary,” says Bach. “If a person doesn’t want to participate with their own pronoun usage, that’s perfectly fine. The more you make a big deal out of it, the more confrontational it can become.”

3. THINK BEFORE YOU SPEAK

It’s all too easy to slip into common idioms when speaking to a group. When using terms such as “ladies” or “girls”, you’re assuming they all identify as women. And while you may think using an expression such as “hey guys” is a gender-neutral option, that’s not always the case, says Bach. “It may be gender neutral to you, but others may perceive it as masculine in nature and not appreciate it.”

Turnbull agrees, adding that you shouldn’t assume everyone is on the gender binary. She suggests striving for more inclusive language. 

“Instead of using ladies and gentlemen or guys, try using everyone, colleagues, friends or people. This is inclusive language,” she says.

Bach also advises people to have awareness about how gendered the English language can be, with terms such as policeman, fireman and ombudsman still being used by some out of habit. As well as idioms like “man up” or “a woman’s work is never done.” 

“Everyone benefits when we are more careful about the words we use,” Bach says.

CPA Riley Turnbull welcomes the dialogue about pronouns in the workplace, and the safety and acceptance it can bring with it (Image provided by Turnbull)

4. BE RESPECTFUL

When creating forms, consider whether you need to include information about gender or if it can be skipped altogether. If the information is required, never use the term “other” in the gender identification section, cautions Bach. “That takes you in the wrong direction. It’s important to allow people to express how they identify, whether it's he/him, she/her, they/them, ze/zir/zem, or however they identify,” he says.

It’s also important to accept whatever pronoun is put forward by an employee. 

“Questioning the validity of someone’s personal pronouns is a big don’t,” says Turnbull. “This is a safety issue for people. This is not just an LGBTQ issue. It’s an issue for everyone. Publicly accepting personal pronouns gives a message that we can strive toward creating a more equitable world.”

5. KEEP LEARNING

If you want to find out more about gender and personal pronouns, including the singular use of “they,” there are several resources that can help. 

“The best resource available on the concept of gender generally is The Genderbread Person,” says Bach. “It’s a fantastic resource that really helps people understand the differences between things like gender identity and gender expression. You can also learn a lot more about pronouns at mypronouns.org.” 

Lastly, Turnbull says not to get discouraged as you expand your knowledge.

“Don’t beat yourself up when you make mistakes,” she says. “We are all learning when it comes to inclusive language and, when we make mistakes on this, it’s normal. Acknowledge it and learn!”

DEEPEN YOUR UNDERSTANDING

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