Communication is at the heart of everything we do. It shapes relationships, defines values, and reveals what organisations stand for.

How messages are crafted regarding gender equality can reinforce the status quo or create space for a fairer, more inclusive society.

The UNDP’s A Gender-Responsive Communication Guide: Rethinking Communication highlights how much words, images, and actions matter in the workplace and every aspect of life.

For too long, language has been seen as a neutral tool. However, its nuances reflect deep-seated assumptions. Common terms like “chairman” or phrases such as “mankind” have often been used without a second thought. Yet, these words subtly exclude.

A simple shift in language can create a more inclusive space where everyone feels valued.

Why it matters

Language is powerful—it doesn’t just describe the world; it shapes it. A gender-responsive approach to communication does not involve imposing restrictions but fostering empathy, respect, and inclusion.

Imagine attending an event where every speaker is a man, every image reinforces outdated stereotypes, and the tone subtly marginalises half the audience.

Now, picture a setting where everyone feels seen, heard, and represented. The difference is profound. Thoughtful communication has the power to create that change.

Practical steps towards inclusivity

Rethinking language

The words chosen in speeches, reports, and campaigns can invite or alienate. For example:

• Instead of “chairman,” using “chairperson” is a simple but effective shift.
• Replacing “his” with “their” embraces gender neutrality.

These changes might seem small, but they are meaningful. They send a clear message: everyone belongs here.

When working with a Belgian association to improve their internal communications, our team identified male-centric language as a key issue. By reworking their phrasing, we helped them cultivate a workplace culture where all employees felt included.

Imagery that inspires

Visuals are just as influential as words. Are women always shown in caregiving roles? Are men consistently depicted as leaders? Breaking these patterns requires intention:

• Show diversity in professional and personal roles—such as a father cooking dinner or a woman leading a boardroom discussion.
• Select images that reflect the richness of human experience rather than reinforcing outdated stereotypes.

One of our client campaigns featuring a male nurse sparked unexpected conversations and received overwhelming praise for challenging traditional assumptions. A single photo can shift perceptions.

Building inclusive practices

Inclusivity doesn’t happen by accident; it requires deliberate action. This is even more critical for European associations, where stakeholders come from diverse backgrounds. Some effective strategies include:

• Rotating speaking roles to ensure gender balance at events.
• Conducting regular audits of communication materials to identify unconscious bias.
• Encouraging leadership roles for all, regardless of gender.

Implementing these strategies for a client had striking results: employee engagement increased, and external messaging gained credibility.

The emotional side of change

Adjusting communication habits takes time. Many professionals initially find the gender-neutral language unfamiliar or even awkward. However, as these shifts become second nature, they reinforce a more profound culture of respect and inclusion. Each adjustment is a step towards creating a world where no one feels left out.

And ultimately, isn’t that what communication is about? Connection. Understanding. Bridging gaps.

A shared responsibility

Every press release, campaign, and event carries an opportunity to make a difference. As communication professionals, we have both a responsibility and a unique position to lead by example.

At #inextremis, we have had the privilege of helping European associations align their messaging with values of equity and inclusion. Every project reaffirms our belief that communication isn’t just about transmitting information—it’s about shaping environments where people feel valued.

Final thoughts

One key takeaway from the A Gender-Responsive Communication Guide is that change starts with awareness. Reflecting on the impact of words and visuals can open the door to greater understanding and deeper connections.

Here’s a challenge: Look at the next email, campaign, or event plan. Who might feel excluded? How could it be more inclusive? The answers may be surprising and could transform how communication is approached.

Source: A Gender-Responsive Communication Guide: Rethinking Communication by the UNDP.

If this resonates with your organisation, let’s start a conversation. At #inextremis, we are here to help you navigate this journey—one meaningful message at a time.