FIRST FORMAL LETTER ASSIGNMENT

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LO 4-7 Use words that do not discriminate.

AVOIDING DISCRIMINATORY WRITING As the workforce has grown more diverse, it has become increasingly important to avoid discriminatory words. By discriminatory words we mean words that do not treat all people with equal respect. More specifically, they are words that refer negatively to groups of people because of their gender, race, nationality, sexual orientation, age, physical ability, or some other trait. Such words do not promote good business ethics or good business and thus have no place in business communication.

Many discriminatory words are a part of the vocabularies we have acquired from our environments. We often use them innocently, not realizing how they affect others. We can eliminate discriminatory words from our vocabularies by examining them carefully and placing ourselves in the shoes of those to whom they refer. The following review of the major forms of discriminatory words should help you achieve this goal.

Use Gender-Neutral Words

Our language developed in a society in which it was customary for women to work in the home and for men to be the breadwinners and decision makers. But times have changed, and the language you use in business needs to acknowledge the gender-diverse nature of most workplaces today.

This means avoiding words implying that only one gender can be in charge or perform certain jobs. Such job titles as fireman, waitress, congressman, and chairman should be replaced with the more neutral labels firefighter, server, representative, and chairperson. It also means avoiding modifiers that call attention to gender, as in lady lawyer or male nurse. When tempted to use such masculine-specific words as manpower and man-made, see if you can find a more neutral expression (personnel, manufactured). And be sure to give men and women in the same role or group the same level of respect; don't use “Mr.” when referring to a male but the first name only (e.g., “Betty”) when referring to a female.

Perhaps the most troublesome sexist words are the masculine pronouns (he, his, him) when they are used to refer to both sexes, as in this example: “The typical State University student eats his lunch at the student center.” Assuming that State is coeducational, the use of his excludes the female students. It used to be acceptable to use his to refer to both sexes, but most modern-day businesspeople are offended by the use of the masculine pronoun in this way.

communication matters Will the Real Verb Please Stand Up?

Be sure your verbs are action words, not camouflaged verbs like those in the left column.

Camouflaged Verb Strong Verb Form An arrangement was made to meet for breakfast. We arranged to meet for breakfast. We should have a discussion about our technology needs. We should discuss our technology needs. The new policy brought about the standardization of the procedures. The new policy standardized the

procedures. We must bring about a reconciliation of our differences. We must reconcile our differences. The establishment of a wellness center has been accomplished by the company.

The company has established a wellness center.

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You can avoid the use of masculine pronouns in such cases in three ways (summarized in Exhibit 4-3). First, you can reword the sentence to eliminate the offending word. Thus, the illustration above could be reworded as follows: “The typical State University student eats lunch at the student center.” Here are other examples:

EXHIBIT 4-3 Getting Around He, His, and Him

You can avoid sexist use of he, his, and him by

eliminating the personal pronoun altogether.

using the plural personal pronouns (they, their, them).

using a neutral expression, such as he or she or you.

EXHIBIT 4-3 Getting Around He, His, and Him Sexist Gender-Neutral If a customer pays promptly, he is placed on our preferred list.

A customer who pays promptly is placed on our preferred list.

When an unauthorized employee enters the security area, he is subject to dismissal.

An unauthorized employee who enters the security area is subject to dismissal.

A supervisor is not responsible for such losses if he is not negligent.

A supervisor who is not negligent is not responsible for such losses.

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A second way to avoid sexist use of the masculine pronoun is to make the reference plural. Fortunately, the English language has plural pronouns (their, them, they) that refer to both sexes. Making the references plural in the examples given above, we have these nonsexist revisions:

If customers pay promptly, they are placed on our preferred list.

When unauthorized employees enter the security area, they are subject to dismissal.

Supervisors are not responsible for such losses if they are not negligent.

A third way to avoid sexist use of he, his, or him is to substitute any of a number of gender-neutral expressions. The most common are he or she, he/she, s/he, you, one, and person. Using neutral expressions in the problem sentences, we have these revisions:

If a customer pays promptly, he or she is placed on our preferred list.

If you are unauthorized to enter the security area, you will be subject to dismissal.

A supervisor is not responsible for such losses if he/she is not negligent.

But do not mix the second and third solutions, as in this sentence:

If a customer pays promptly, they are placed on our preferred list.

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In todays diverse workplaces, mutual respect between genders and across generations is key.

The sentence avoids sexist language, but it has another problem: The plural pronoun they is referring to the singular noun customer. You must make the pronoun and its antecedent (what it refers to) either both singular or both plural, or else you will have an agreement error.

Avoid Words That Stereotype by Race, Nationality, or Sexual Orientation

Words that characterize all members of a group based on their race, nationality, or sexual orientation can be especially harmful because they frequently reinforce negative stereotypes about this group. Members of any group vary widely in all characteristics. Thus, it is unfair to suggest that Americans are materialistic, that Jews are miserly, that Italians flout the law, that gays are too fussy about details, and so on.

Also unfair are words suggesting that a minority member has struggled to achieve something that is taken for granted in the majority group. Usually well intended, words of this kind can carry subtle discriminatory messages. For example, a reference to a “neatly dressed Hispanic man” may suggest that he is an exception to the rule—that most Hispanics are not neatly dressed, but here is one who is.

Eliminating unfair references from your communication requires two basic steps. First, you must consciously treat all people equally, and you should refer to a person's group membership only in those rare cases in which it is a vital part of the message to be communicated. Second, you must be sensitive to the effects of your words. Specifically, you should ask yourself how those words would affect you if you were a member of the group to which they refer. You should evaluate your word choices from the viewpoints of others.

Avoid Words That Stereotype by Age

Your avoidance of discriminatory wording should be extended to include age discrimination—against both the old and the young. While those over 65 might be retired from their first jobs, many lead lives that are far from the sedentary roles in which they are sometimes depicted. They also are not necessarily feeble, forgetful, or slow. While some do not mind being called senior citizens, others do. Be sensitive with terms such as mature and elderly

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as well; perhaps retired, experienced, or veteran would be better received. Likewise, when tempted to refer to someone as young (young accountant, accomplished young woman), be sure that calling attention to the person's age is defensible.

Page 75 communication matters How Diverse Is Too Diverse?

Can your employer tell you what to wear, outlaw decorated fingernails, or forbid the display of such body art as tattoos and piercings?

According to EmployeeIssues.com, a website about employee rights, the answer is yes—as long as the appearance policies are clearly stated in writing and are applied fairly to all employees.

Just as employers can require the use of uniforms, they can delineate what kinds of personal clothing will be acceptable on the job. For example, they might define “business casual” in a way that explicitly excludes T-shirts, shorts, and flip-flops. And as long as tattoos and body piercings aren't required by your religion, they can be grounds for being disciplined or even fired—as long as the rules have been clearly laid out and communicated.

Looking professional need not mean selling out your cultural or ethnic heritage, argues Kali Evans-Raoul, founder of an image consultancy for minorities. Everyone must “balance self-expression with workplace realities,” she asserts. Just as one doesn't wear a uniform at home, one shouldn't expect to bring one's entire personal look to work.

To avoid conflicts over your on-the-job identity, your best bet is to try to choose an employer whose values align with your own. Then find and abide by that company's appearance policy.

Sources: “Dress Code Policy,” EmployeeIssues.com, EmployeeIssues.com, 2003–2012, Web, 23 May 2013; Dan Woog, “Your Professional Image: Balance Self-Expression with Workplace Expectations,” Monster.com, Monster.com, 2009, Web, 23 May 2013.

Also be careful when using one of the popular generational labels in your writing. While it makes sense for the popular management literature to use such labels as Baby Boomer and Millennial as short-hand references to different generations, the same labels can seem discriminatory in business messages. Your co-worker Frank probably does not want to be referred to as the “Baby Boomer in the group,” and your manager Courtney probably will not appreciate your saying that she holds the opinions she does because she's a “Generation Xer.” Use such labels only when relevant and appropriate. (Read more about the different generations in the workplace in the Communication Matters feature on the next page.)

Avoid Words That Typecast Those with Disabilities

People with disabilities are likely to be sensitive to discriminatory words. Like those in other minority groups, they run the risk of having others exclude them, treat them as strange, or minimize their abilities. But they are the largest minority group in the world; in the U.S., 19 percent of the noninstitutionalized population has a disability.3 Plus, all of us have different levels of ability in different areas. It is important to keep these facts in mind when choosing your words.

For example, negative descriptions such as crippled, confined to a wheelchair, wheelchair bound, handicapped, and retarded should be avoided. Instead, use wheelchair user, developmentally disabled, or whatever term the

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people with the disability prefer. In general, that also means saying “those with disabilities” rather than “the disabled” to avoid suggesting that the disability is the only noteworthy trait of people in this group.

Work to develop a nonbiased attitude, and show it through carefully chosen words.

Source: GRANTLAND® Copyright Grantland Enterprises, www.grantland.net. Page 76 communication matters Understanding the Different Generations in the Workplace

According to Generations, Inc., five generations now comprise the U.S. workforce: the Traditional Generation (born between 1918 and 1945), the Baby Boomers (born right after World War II), Generation X (born between 1960 and 1979), Generation Y or the Millennials (born after 1979), and the Linkster Generation (born after 1995). Different social and historical forces have shaped these generations, with the result that their values and work habits are quite different.

The three main groups—Boomers, Gen Xers, and Gen Yers—have these major traits and preferences:

The Boomers “have the wisdom of experience that can provide historical perspective,” have a “tenacity” that can help the organization meet new challenges, and “are team players who can enhance any group in which they participate.” But they “need to be engaged,” need to feel that they are still valuable, and need to feel free to use their knowledge to make decisions within reasonable limits (they shouldn't be “micromanaged”).

Gen Xers “are happy working MTV style, meaning they like activities that require intense bursts of energy and that challenge them to think quickly.” They don't like “stupid rules,” they do like “individual recognition,” and they want to move ahead based on merit, not on schmoozing or seniority. They value work–life balance more than the Boomers did and are thus unwilling to work as hard, but they do value professional development. They want to be free to bring their own style to work but also want clear, fair, quick feedback on their performance.

Gen Yers like to work in supportive environments like the ones that most of them grew up in. Thus, they react better to “coaching” than to being told what to do, and they like frequent reassurance that they are on the right track. Like Gen Xers, they are willing to work hard but not overly hard, they want to understand the value of the work, and they like creativity. They tend to be more fun-loving and less anxious than Gen Xers, though. They are also even more comfortable with communication technologies than Gen Xers are, so much so that they may need to be encouraged to use other forms of communication (e.g., face-to-face and phone conversations).

Source: Meagan Johnson and Larry Johnson, Generations, Inc. (New York: AMACOM, 2010), print.

Some Final Words about Words

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There's a lot to keep in mind when selecting the most appropriate words. Under time pressure, it can be tempting to take a shortcut and settle—as Mark Twain once put it—for the best word's “second cousin.” But remember: Business and business relationships can be won or lost with one word choice. The effort to say what you mean as clearly, readably, and appropriately as you can is effort well spent.