The Power of Language in Building Strong Professional Relationships

Language is a powerful tool that can either strengthen or harm our professional relationships. The way we communicate and the words we choose can have a significant impact on how others perceive us and the level of trust and respect we establish with them. In this article, we will explore the importance of being mindful of our language in the workplace and discuss strategies to ensure that our words make people feel recognized, taken into consideration, and valued.

1. The Significance of Names

One area where language can often go awry is in how we handle names. It is crucial to be respectful and considerate when addressing others by their names, especially for individuals with low-frequency or “foreign” names. By paying attention to names, we can make people feel respected and welcomed. Here are three ways to be more mindful of names:

a. Spell Names Correctly

One common mistake is misspelling names. To avoid this, always double-check the spelling of someone’s name. Look at email signatures or other official sources to ensure accuracy. Pay attention to accents or any other diacritical marks and use them when necessary. For example, if someone’s name is Renée, make sure to include the accent.

b. Say Names Correctly

Pronouncing names correctly is equally important. When you encounter someone with a low-frequency name, take the time to repeat it back to them and confirm that you are saying it correctly. Instead of expressing uncertainty and potentially insulting the person by saying, “I’m afraid I’m going to butcher this name,” respectfully ask them, “Can you help me make sure I’m pronouncing your name right?”

c. Create Inclusive Forms

To ensure inclusivity, create and use forms that accept a range of names. This includes both very short and very long family names, as well as names with spaces or hyphens. When people can’t register with your website using their name or receive emails with their name incorrectly abbreviated or truncated, it can lead to feelings of disrespect. Taking the time to accommodate different naming conventions shows that your company values diversity and inclusivity.

2. Avoiding Assumptions about Gender Identity

Another area where language can unintentionally harm relationships is when we make assumptions about someone’s gender identity or sexual orientation. To ensure that we use language that aligns with a person’s identity, here are some strategies to consider:

a. Don’t Assume Gender

Avoid assuming someone’s gender. Instead of using gender-specific language like “a man like you” or “a woman like you,” opt for neutral terms such as “a person like you.” Until you know for sure how someone identifies, it is best to keep it neutral.

b. Don’t Assume Romantic Partner’s Gender

When discussing someone’s romantic partner, don’t assume their gender. Instead of asking about their boyfriend or wife, wait for them to share that information with you. Not everyone is straight, and assuming gender can lead to awkward situations and potential harm to the relationship.

c. Use Correct Pronouns and Honorifics

Respecting someone’s preferred pronouns is essential. It may take some time to get used to using they or them to refer to a single known person, but with practice, it becomes easier. Incorrectly referring to someone by the wrong pronouns can have negative effects and make them feel disrespected.

Similarly, be mindful of using the correct honorifics to address someone. Have a standard way to determine if someone uses Ms., Mrs., Miss, Mr., Mx., Prof., Dr., or any other honorific title before their name. Using the appropriate honorific shows respect for their preferences and fosters a more inclusive and welcoming environment.

3. Embracing Gender-Neutral Language

Language has evolved, and it is essential to move beyond male-specific and gender-binary words. By adopting gender-neutral language, we can create a more inclusive workplace environment. Here are some ways to do so:

a. Use Inclusive Terminology

Replace male-specific words with more inclusive alternatives. Terms like “mankind,” “middleman,” or “manmade” exclude individuals who do not identify as male. Instead, use gender-neutral terms like “humankind,” “intermediary,” or “synthetic.” These words are more inclusive and demonstrate a commitment to diversity and equality.

b. Address Groups Neutrally

Avoid using gender-specific greetings or salutations when addressing a group. Instead of “Ladies and gentlemen,” opt for more neutral phrases like “Esteemed guests” or “Dear colleagues.” By using gender-neutral language, you ensure that everyone feels included and respected.

c. Use Gender-Neutral Terms for Relationships

When referring to someone’s marital or romantic partner, avoid assuming gender. Instead of using gender-specific terms like “husband” or “wife,” use gender-neutral terms like “spouse” or “partner.” This approach acknowledges and respects diverse relationship structures and identities.

Conclusion

Language is not just about semantics; it is a powerful social action that can shape the quality of our professional relationships. By being mindful of our language choices and adopting inclusive practices, we can create a more inclusive and respectful workplace environment. Paying attention to names, avoiding assumptions about gender identity, and embracing gender-neutral language are essential steps towards building strong professional relationships based on respect and inclusivity.

Remember, every word counts, and by using language that makes people feel recognized, taken into consideration, and valued, we can foster an environment where everyone can thrive and succeed.