Creating Inclusive Environments Guide

A Comprehensive Guide 

This guide provides practical strategies for creating inclusive environments for individuals with diverse needs, characteristics, and backgrounds. Use it to build more accessible and supportive relationships with clients, colleagues, and community members. 

 

Table of Contents 

  1. Hearing Differences 
  1. Vision Differences 
  1. Neurodiversity 
  1. Physical Disabilities and Mobility Differences 
  1. Racial and Ethnic Differences 
  1. Gender and Sexuality 
  1. Family Formation (Pregnancy, Fertility, Adoption) 
  1. Socioeconomic Considerations 
  1. Trauma-Informed Approaches 
  1. General Best Practices 
  1. Legal Framework 

 

Hearing Differences 

Quick Response Checklist 

  • Ask how they prefer to communicate 
  • Offer to send written follow-ups after verbal conversations 
  • Check if they use any assistive technology you should be aware of 

Accommodations 

For In-Person Settings: 

  • Provide Communication Support  
  • Arrange for qualified sign language interpreters (e.g. British Sign Language interpreters) if requested 
  • Consider speech-to-text reporters (palantypists) or lip-speakers as alternatives 
  • Example: Prior to a conference, coordinate with the attendee to determine their preferred mode of communication and book the appropriate professional 
  • Optimise Seating Arrangements  
  • Position individuals with hearing differences close to the speaker and interpreter 
  • Arrange seating in a circular or horseshoe layout to allow visual access to all participants 
  • Face them directly when speaking (for lip reading) 
  • Example: In a team meeting, reserve a front-row seat for the individual and ensure the interpreter sits beside the speaker 
  • Utilise Assistive Listening Devices  
  • Equip meeting rooms with hearing loop systems or FM systems 
  • Ensure all participants know how to use these systems 
  • Example: Before the meeting starts, provide a brief demonstration on connecting personal hearing aids to the room's induction loop system 
  • Minimise Background Noise  
  • Choose quiet meeting environments away from construction sites or busy streets 
  • Use carpets and curtains to reduce echo and improve acoustics 
  • Example: Schedule meetings in rooms away from noisy areas to avoid external noise interference 
  • Provide Written Materials  
  • Distribute agendas, key points, and summaries in writing before and after meetings 
  • Include speaker notes or presentation transcripts when possible 
  • Example: Email participants the meeting agenda and a glossary of technical terms a day in advance 

For Online Settings: 

  • Enable Real-Time Captioning  
  • Use platforms that offer live captioning or integrate third-party services like Otter.ai or Rev 
  • Inform participants about the availability of captions 
  • Example: In a Zoom meeting, activate the built-in live transcription feature and guide attendees on how to display captions 
  • Provide Sign Language Interpretation  
  • Pin the video of the sign language interpreter so they remain visible 
  • Ensure the interpreter has a well-lit and uncluttered background 
  • Example: During a webinar, spotlight the interpreter's video feed alongside the speaker's presentation 
  • Share Transcripts and Meeting Notes  
  • Record the meeting and provide accurate transcripts promptly 
  • Highlight key discussion points and decisions 
  • Example: After the meeting, send an email with the video recording, transcript, and a summary of action items 
  • Use Visual Cues and Text-Based Communication  
  • Encourage the use of chat function for questions and comments 
  • Display key points and instructions on slides or shared documents 
  • Example: During a virtual brainstorming session, use a shared digital whiteboard where participants can type and view ideas simultaneously 
  • Ensure Clear Audio Quality  
  • Use high-quality microphones and encourage speaking one at a time 
  • Test audio settings before meetings to prevent technical issues 
  • Example: At the start of the meeting, conduct a quick sound check with all participants to ensure clarity 

Language to Use 

  • Speak Clearly at a Moderate Pace  
  • Enunciate words without exaggeration and maintain steady speaking speed 
  • Pause between topics to allow for processing and interpretation 
  • Example: When presenting complex information, break it down into smaller segments, pausing briefly between each 
  • Address Individuals Directly  
  • Look at the person when speaking, even when an interpreter is present 
  • Use the individual's name to gain attention before speaking 
  • Example: "Alex, I'd like to hear your thoughts on this proposal" 
  • Use Simple and Direct Language  
  • Avoid jargon, idioms, and overly complex sentences 
  • Be explicit and concise in conveying messages 
  • Example: Instead of saying "Let's hit the ground running," say "Let's begin the project immediately" 

Language to Avoid 

  • Ambiguous Expressions  
  • Steer clear of phrases that rely on hearing, such as "Did you hear that?" or "That sounds good" 
  • Example: Replace "Can you hear me?" with "Is my message clear?" 
  • Speaking While Facing Away  
  • Ensure your mouth is visible to facilitate lip-reading 
  • Avoid covering your mouth or speaking while writing on a board 
  • Example: When taking notes on a whiteboard, pause speaking until you face the audience again 
  • Sarcasm or Tone-Dependent Nuances  
  • Sarcasm and certain tones can be misinterpreted without auditory cues 
  • Example: Instead of saying "Oh great, another meeting" sarcastically, clearly state "I'm concerned about the number of meetings scheduled" 

Real-World Example 

Moira from GreenGrow Social Enterprise mentioned she has hearing loss during a partner meeting. Her relationship manager, Callum, immediately asked how she preferred to communicate. Moira explained she uses lip reading primarily and appreciates written summaries. For their next quarterly review, Callum booked a quiet room away from the busy café area, positioned himself where natural light illuminated his face, and sent a clear agenda beforehand. After the meeting, Callum emailed a summary of key points discussed and next steps. Moira reported feeling fully included for the first time in her professional relationships. 

Community Resources 

 

Actions to take: 

  • Confirm accessibility needs before meetings 
  • Ask how they prefer to communicate 
  • Position yourself for clear lip-reading visibility 
  • Arrange for sign language interpreters when requested 
  • Find quieter spaces for meetings 
  • Distribute agendas and materials in advance 
  • Facilitate turn-taking in discussions 
  • Record meetings for later review (with permission) 
  • Provide written follow-ups after verbal conversations 
  • Test assistive listening systems before use 
  • Train staff on deaf awareness 

 

Vision Differences 

Quick Response Checklist 

  • Ask about preferred document formats 
  • Describe visual elements in presentations 
  • Offer assistance with navigation when appropriate 

Accommodations 

For In-Person Settings: 

  • Provide Accessible Materials  
  • Offer documents in large print (at least 18-point font), Braille, or audio format 
  • Have Braille versions available if needed 
  • Example: Before a meeting, send a digital version of the agenda in large print and offer an audio summary for screen reader users 
  • Ensure Clear Pathways and Good Lighting  
  • Keep walkways free of clutter and announce if furniture is moved 
  • Provide good lighting without creating excessive glare 
  • Use tactile flooring indicators or carpet contrasts to signal pathways 
  • Example: If the meeting room is rearranged, verbally describe the layout changes 
  • Provide Tactile Guidance  
  • Offer assistance without assuming it's needed—ask first 
  • Verbally guide instead of pushing or pulling 
  • Use tactile markers (e.g. raised stickers) on commonly used surfaces 
  • Example: In a conference, verbally explain where exits, restrooms, and refreshments are located 
  • Reserve Appropriate Seating  
  • For those with partial sight, allow them to sit where they can see best 
  • Example: In a workshop, offer a front-row seat or position them near the presenter where lighting is optimal 
  • Allow Service Animals  
  • Ensure the environment is safe for assistance dogs and educate staff about proper etiquette 
  • Example: In an office setting, designate a space for service dogs to rest comfortably during long meetings. Provide a water bowl and regular breaks. 

For Online Settings: 

  • Ensure Screen Reader Compatibility  
  • Format documents with alt text for images and properly structured headings 
  • Use accessible file types such as Word (.docx) or HTML, instead of untagged PDFs 
  • Example: Instead of sending a scanned image of a document, provide a properly formatted text-based file 
  • Describe Visual Content Verbally  
  • When showing slides, explain what's on the screen clearly 
  • Example: Instead of saying "as shown in the graph," say "The line graph shows a 20% increase in sales from January to June" 
  • Use High-Contrast, Readable Text  
  • Choose black text on white background or yellow on dark blue for maximum contrast 
  • Avoid low-contrast colours like light grey on white 
  • Example: Use bold text and clear, simple fonts such as Arial or Verdana in size 18+ for readability 
  • Enable Text-to-Speech & Voice Commands  
  • Use platforms like Microsoft Teams' Immersive Reader or Zoom's screen reader support 
  • Provide meeting notes in an accessible digital format 
  • Example: Include a plain text transcript of the discussion alongside any slide decks 
  • Use Verbal Navigation Cues  
  • When discussing website links or sections, describe the steps needed to access them 
  • Example: Instead of saying, "Click the blue button on the top right," say, "Select the 'Register' button, the second option from the top of the page" 

Language to Use 

  • Descriptive Language for Visual References  
  • Be specific when referring to charts, graphs, or images 
  • Example: Instead of "Look at this image," say "This image shows a group of four people playing basketball outdoors" 
  • Announce Format or Media Changes  
  • Before switching screens or documents, inform participants 
  • Example: "I'm now sharing my screen to display the meeting agenda" 
  • Verbally Describe Gestures or Expressions  
  • If someone nods in agreement, state it verbally 
  • Example: "Alex just nodded in agreement, so it sounds like we're all aligned on this decision" 

Language to Avoid 

  • Phrases Like "As You Can See" or "Look Here"  
  • Instead, use neutral, descriptive phrasing 
  • Example: Instead of "As you can see on the map," say "The map shows that the train station is located two blocks north of our office" 
  • Vague References Like "Over There"  
  • Be specific about locations 
  • Example: Instead of "The exit is over there," say "The exit is located to your left, about five steps away" 
  • Relying Solely on Colour to Convey Meaning  
  • Don't say "Click the red button" without additional context 
  • Example: Say "Click the red 'Submit' button, the second button from the left" 

Real-World Example 

Hamish, a client of Edinburgh Community Crafts, mentioned he has partial sight loss. His relationship manager, Fiona, asked which document formats worked best for him. Hamish explained that high-contrast digital documents allowed him to use his screen magnifier. For their funding application review, Fiona prepared materials in an accessible digital format and verbally described all charts showing projected outcomes. When meeting at their workshop in Leith, Fiona offered orientation information about the space and notified Hamish about recent layout changes. This approach enabled Hamish to participate fully in developing his business plan. 

Community Resources 

 

Actions to take: 

  • Inquire about preferred document formats 
  • Provide materials in large print, braille, or audio format 
  • Describe visual content verbally during presentations 
  • Ensure digital platforms are screen reader-compatible 
  • Provide step-by-step verbal instructions for navigation 
  • Keep pathways clear and unobstructed 
  • Use high-contrast text and accessible colours 
  • Offer tactile guidance when appropriate 
  • Reserve close seating when beneficial 
  • Allow assistance animals 
  • Use appropriate lighting without glare 
  • Provide tactile markers on commonly used surfaces 

 

Neurodiversity 

Quick Response Checklist 

  • Ask about their preferred communication style 
  • Inquire about meeting environments that work best for them 
  • Check if they would benefit from specific meeting structures 

Accommodations 

For In-Person Settings: 

  • Provide Sensory-Friendly Environments  
  • Adjust lighting and noise levels: Use natural lighting when possible and minimise fluorescent lights 
  • Reduce background noise by providing quiet spaces or noise-cancelling options 
  • Example: In an open-plan office, designate a quiet room with soft lighting for employees who may experience sensory overload 
  • Allow Flexible Seating Arrangements  
  • Enable individuals to choose seating that suits their comfort, such as near exits or in less crowded areas 
  • Example: During a seminar, provide a variety of seating options, including spaces at the back or sides of the room 
  • Allow Assistive Tools  
  • Permit fidget tools and note-taking devices that aid concentration and self-regulation 
  • Example: In meetings, inform participants that the use of discreet fidget tools is acceptable to support focus 
  • Provide Clear and Structured Schedules  
  • Share detailed agendas with specific time allocations and objectives in advance 
  • Example: Before a workshop, email participants a breakdown of sessions, including topics, speakers, and break times 
  • Offer Alternative Communication Methods  
  • Incorporate diagrams, charts, and written instructions to complement verbal communication 
  • Example: During training sessions, provide handouts that summarise key points with visual aids alongside oral explanations 
  • Schedule Regular Breaks  
  • Allow time for individuals to recharge, especially during lengthy events 
  • Example: In a full-day conference, include short breaks between sessions and a longer lunch period 

For Online Settings: 

  • Enable Customisable Interfaces  
  • Ensure platforms permit adjustments to font size, colour schemes, and contrast 
  • Example: Use webinar software that lets attendees modify text appearance and background colours 
  • Provide Multiple Engagement Channels  
  • Offer text-based options for participation through chat functions and Q&A panels 
  • Example: During virtual meetings, encourage the use of chat for questions and comments 
  • Record Sessions for Later Viewing  
  • Provide recordings with captions and transcripts for review at individual pace 
  • Example: After an online seminar, share a link to the recorded session with a written transcript 
  • Minimise Sensory Overload  
  • Use clean, uncluttered slides and avoid excessive animations or flashing elements 
  • Example: In a virtual presentation, opt for static images and straightforward layouts 
  • Provide Clear Instructions  
  • Outline meeting protocols and participation guidelines 
  • Example: At the start of a webinar, explain how attendees can indicate they have a question 

Language to Use 

  • Strengths-Based Language  
  • Emphasise the unique skills and talents that neurodivergent individuals bring 
  • Example: "Your innovative approach offers valuable perspectives that enhance our project's success" 
  • Identity-First Language When Preferred  
  • Many individuals prefer identity-first language (e.g. "autistic person") over person-first language 
  • Always ask for and respect individual preferences 
  • Example: "Alex is an autistic advocate who speaks on neurodiversity topics" 
  • Specific and Direct Communication  
  • Clearly articulate instructions and expectations without ambiguity 
  • Example: Instead of saying, "Could you handle this soon?" say, "Please complete this task by 3 PM tomorrow" 

Language to Avoid 

  • Negative Stereotypes or Deficit-Based Language  
  • Refrain from terms that imply abnormality or deficiency unless clinically appropriate and preferred 
  • Example: Instead of "suffers from ADHD," say "has ADHD" 
  • Functioning Labels  
  • Terms like "high-functioning" or "low-functioning" are reductive 
  • Example: Rather than labelling someone as "high-functioning," discuss specific strengths and support needs 
  • Infantilising Language  
  • Treat neurodivergent individuals with the same respect and maturity as anyone else 
  • Example: Use professional language appropriate to the individual's age and context 
  • Assumptive Language  
  • Recognise that neurodivergent individuals have diverse experiences 
  • Example: Instead of saying, "All individuals with ADHD are easily distracted," acknowledge individual differences 

Real-World Example 

Aisha, a participant in Glasgow's Tech Futures programme, disclosed she is autistic during her enrolment. Her relationship manager, Duncan, asked about her preferred meeting environment. Aisha mentioned she struggles with unexpected changes and sensory overload. For their monthly check-ins, Duncan now sends a detailed agenda two days in advance, books a consistent meeting room with natural lighting, and schedules meetings at 10 am when the building is quieter. When a meeting needed to be rescheduled, Duncan gave as much notice as possible and explained the reason for the change. Aisha has since become one of their most engaged participants, noting that these simple adjustments made a significant difference to her experience. 

Community Resources 

Actions to take: 

  • Provide clear, structured schedules in advance 
  • Allow use of assistive tools (fidgets, note-taking devices) 
  • Offer sensory-friendly environments (adjust lighting, reduce noise) 
  • Provide regular break opportunities 
  • Use visual supports alongside verbal communication 
  • Allow alternative communication methods 
  • Minimise sensory overload in online settings 
  • Clearly communicate expectations and meeting protocols 
  • Offer flexible participation options 
  • Develop individual accommodation plans when needed 
  • Educate all staff on neurodiversity understanding 
  • Regularly review effectiveness of accommodations 

 

Physical Disabilities and Mobility Differences 

Quick Response Checklist 

  • Ask about venue accessibility preferences 
  • Check if they need information about access routes 
  • Consider travel time and energy demands when scheduling 

 

Accommodations 

For In-Person Settings: 

  • Ensure Physical Accessibility  
  • Modify spaces to include ramps, elevators, automatic doors, and accessible restrooms 
  • Example: Install a ramp alongside stairs at the building entrance 
  • Provide Accessible Workstations  
  • Offer adjustable desks, ergonomic chairs, and ensure sufficient space for mobility aids 
  • Example: Provide height-adjustable desks to accommodate wheelchair users 
  • Optimise Accessible Parking and Transportation  
  • Allocate parking spots close to building entrances 
  • Provide information about accessible public transportation options 
  • Example: Reserve parking spaces near the main entrance specifically for individuals with disabilities 
  • Consider Venue Selection Carefully  
  • Choose locations accessible by public transport 
  • Verify venues have wheelchair access, suitable toilets, and parking 
  • Ensure adequate space between furniture 
  • Example: Schedule meetings in rooms with wide doorways and clear pathways 
  • Be Mindful of Timing  
  • Consider timing of meetings to avoid rush hour for transport users 
  • Allow sufficient time between meetings for movement 
  • Example: Schedule meetings for mid-morning rather than early morning to avoid rush hour 

For Online Settings: 

  • Ensure Digital Accessibility  
  • Make all digital content compliant with accessibility standards (WCAG) 
  • Support screen readers and other assistive technologies 
  • Example: Use alt text for images and ensure website navigation is possible via keyboard inputs 
  • Offer Virtual Meeting Options  
  • Provide remote participation when travel is challenging 
  • Example: Set up high-quality video conferencing as an alternative to in-person attendance 
  • Provide Flexible Scheduling  
  • Consider energy levels and medical needs when planning virtual meetings 
  • Example: Schedule shorter sessions with breaks for individuals with fatigue-related conditions 

Language to Use 

  • Person-First Language (when preferred)  
  • Emphasise the individual before the disability 
  • Example: Use "person with a disability" rather than "disabled person" (unless the individual prefers identity-first language) 
  • Neutral and Empowering Terms  
  • Utilise language that is neutral and empowering 
  • Example: Say "uses a wheelchair" instead of "confined to a wheelchair" 

Language to Avoid 

  • Negative Connotations  
  • Avoid terms that carry negative connotations or imply suffering 
  • Example: Refrain from saying "afflicted with" or "victim of" 
  • Outdated Terminology  
  • Do not use outdated or offensive terms 
  • Example: Avoid terms like "handicapped" or "crippled" 

Real-World Example 

Ian, a board member of Highlands Community Energy, uses a wheelchair. Before the quarterly board meeting in Inverness, his relationship manager, Shona, contacted the venue to confirm its accessibility. She discovered the main entrance had steps but there was an alternative accessible entrance. Shona provided Ian with specific directions to this entrance, reserved an accessible parking space, and ensured the meeting room had adequate turning space. She also scheduled the meeting for 11 am rather than 9 am to avoid rush hour traffic and allow Ian sufficient travel time from Fort William. These considerations enabled Ian to contribute his valuable expertise to the board without encountering preventable barriers. 

Community Resources 

 

Actions to take: 

  • Ensure physical accessibility of facilities 
  • Verify elevator operation and accessibility routes 
  • Provide information about accessible entrances 
  • Arrange transportation assistance when needed 
  • Allow sufficient space for mobility aids 
  • Adjust workstation heights when necessary 
  • Choose locations accessible by public transport 
  • Offer virtual meeting options 
  • Consider travel time when scheduling 
  • Conduct regular accessibility audits 
  • Provide accessible parking arrangements 
  • Ensure accessible restroom availability 

 

Racial and Ethnic Differences 

Quick Response Checklist 

  • Ask about preferred language for communication 
  • Check understanding throughout conversations 
  • Be aware of cultural differences in communication styles 

Accommodations 

For In-Person Settings: 

  • Provide Cultural and Religious Accommodations  
  • Allow flexible scheduling for religious observances 
  • Designate prayer and meditation spaces 
  • Example: Implement a policy that permits staff to take time off for religious festivals not covered by standard public holidays 
  • Create Culturally Inclusive Facilities  
  • Ensure food provided includes options for different cultural and religious dietary restrictions 
  • Accommodate cultural and religious attire within dress code policies 
  • Example: Offer vegetarian, halal, kosher, and other culturally appropriate meal options during corporate gatherings 
  • Ensure Diverse Representation  
  • Use promotional and internal materials that reflect a range of ethnicities and cultures 
  • Example: Incorporate images of individuals from various racial and ethnic backgrounds in company materials 

For Online Settings: 

  • Consider Time Zone Differences  
  • Schedule virtual meetings at reasonable times for participants in different locations 
  • Example: Select a time that falls within standard working hours for all involved regions 
  • Provide Multilingual Support  
  • Offer translation or interpretation services for non-native speakers 
  • Example: Enable real-time subtitles or provide translated transcripts for webinars 
  • Create Inclusive Digital Content  
  • Utilise digital tools and platforms accessible to individuals from various cultural backgrounds 
  • Example: Choose software that supports multiple languages 
  • Establish Respectful Online Etiquette  
  • Promote culturally sensitive interactions in virtual spaces 
  • Example: Encourage correct pronunciation of names and awareness of cultural nuances 

Language to Use 

  • Person-First Language  
  • Emphasise the individual before their racial or ethnic identity 
  • Example: Use "individuals from Asian backgrounds" rather than "Asians" 
  • Specific Terminology  
  • Be precise when referring to racial or ethnic groups 
  • Example: Instead of using broad terms like "BAME," specify the group when relevant 
  • Respectful Acknowledgment of Mixed Heritage  
  • Recognise and appropriately refer to individuals with mixed backgrounds 
  • Example: Use terms like "people of mixed heritage" rather than "mixed-race people" 

Language to Avoid 

  • Nouns as Labels  
  • Avoid using racial or ethnic terms as nouns 
  • Example: Instead of saying "Blacks" or "Asians," use "Black people" or "Asian individuals" 
  • Overgeneralisation  
  • Refrain from lumping diverse groups into a single category 
  • Example: Avoid using acronyms like "BAME" without context 
  • Insensitive Terms  
  • Steer clear of language with negative connotations or historical baggage 
  • Example: Avoid terms like "blacklist" or "working like a slave" due to potentially harmful racial connotations 

Real-World Example 

Omar, a Syrian refugee participating in Aberdeen's New Roots social enterprise, disclosed that English is his third language. His relationship manager, Eilidh, asked if he would prefer materials in Arabic, but Omar expressed a desire to practice his English while learning about starting a business. Eilidh began providing a simple glossary of business terms with each document and allowed extra time during meetings for questions. She also checked her calendar for Ramadan dates before scheduling an important workshop series. When explaining complex funding criteria, Eilidh used simple language and visual diagrams. Omar successfully launched his catering business six months later, crediting the accessible communication approach for helping him navigate Scottish business regulations. 

Community Resources 

 

Actions to take: 

  • Provide cultural and religious accommodations 
  • Use diverse imagery in workplace materials 
  • Offer flexible scheduling for religious observances 
  • Ensure food options cater to various dietary restrictions 
  • Accommodate cultural attire within dress codes 
  • Provide dedicated prayer or meditation spaces 
  • Consider time zones for global teams 
  • Offer translation or interpretation services 
  • Establish diversity and inclusion committees 
  • Implement cultural competency training 
  • Develop mentorship programs for underrepresented groups 
  • Regularly review policies for cultural sensitivity 

 

Gender and Sexuality 

Quick Response Checklist 

  • Note and use correct names and pronouns 
  • Ask if there are specific considerations they'd like you to be aware of 
  • Respect privacy and confidentiality 

Accommodations 

For In-Person Settings: 

  • Provide Inclusive Facilities  
  • Offer gender-neutral restrooms to ensure comfort and safety 
  • Example: Implement single-occupancy restrooms labelled as "All-Gender" 
  • Supply Menstrual Products  
  • Provide free menstrual products in all restrooms, acknowledging that not all individuals who menstruate identify as female 
  • Example: Stock tampons and sanitary pads in both men's and women's restrooms 
  • Create Private Spaces  
  • Offer private areas for health-related needs, such as administering hormone therapy 
  • Example: Designate a wellness room equipped with a sink and seating 
  • Develop Inclusive Parental Policies  
  • Create parental leave policies that apply regardless of gender or sexual orientation 
  • Example: Offer equal parental leave to all new parents, including adoptive and same-sex couples 

For Online Settings: 

  • Enable Pronoun Sharing  
  • Allow employees to display their pronouns on digital platforms 
  • Example: Encourage staff to add pronouns next to their names in video conferencing platforms 
  • Use Inclusive Imagery and Language  
  • Incorporate diverse images and language in online materials 
  • Example: Include images of same-sex couples and non-binary individuals in presentations 
  • Facilitate Online Support  
  • Create virtual support groups or forums for LGBTQ+ experiences 
  • Example: Host monthly virtual meetings where employees can share experiences and resources 

Language to Use 

  • Gender-Inclusive Terms  
  • Use language that does not assume gender 
  • Example: Use "partner" instead of "husband" or "wife" 
  • Affirming Pronouns  
  • Respect and use individuals' self-identified pronouns 
  • Example: If an employee uses "they/them" pronouns, address them accordingly 
  • Inclusive Health Terminology  
  • Acknowledge that experiences like menstruation and menopause are not exclusive to cisgender women 
  • Example: Use phrases like "individuals who menstruate" instead of "women" 

Language to Avoid 

  • Gendered Assumptions  
  • Avoid language that presumes someone's gender based on appearance or name 
  • Example: Refrain from using "ladies and gentlemen" and opt for "everyone" or "colleagues" 
  • Stereotyping Phrases  
  • Steer clear of expressions that reinforce stereotypes about gender or sexual orientation 
  • Example: Avoid saying "That's so gay" to describe something negative 
  • Exclusionary Health Language  
  • Do not use terms that exclude certain gender identities when discussing health topics 
  • Example: Avoid referring to menopause as something only "women of a certain age" experience 

Real-World Example 

Alex, a non-binary entrepreneur working with Borders Creative Collective, mentioned their pronouns during an initial meeting. Their relationship manager, Kirsty, immediately updated their records and informed Alex that they could update their name on all documentation without requiring legal name changes. When planning a networking event in a smaller community, Kirsty checked with Alex about venue preferences, aware that some locations might not feel welcoming. Kirsty also reviewed all the collective's application forms and marketing materials to ensure they used inclusive language rather than binary gender options. Alex later became a mentor for other LGBTQIA+ entrepreneurs, noting that Kirsty's matter-of-fact acceptance had created a space where they could focus on their business rather than managing others' reactions. 

Community Resources 

 

Actions to take: 

  • Provide gender-neutral restrooms 
  • Use inclusive language and correct pronouns 
  • Enable pronoun sharing on digital platforms 
  • Review forms for inclusive terminology 
  • Develop comprehensive non-discrimination policies 
  • Implement gender transition support guidelines 
  • Offer health benefits inclusive of transition care 
  • Create LGBTQ+ employee resource groups 
  • Conduct sensitivity training on gender diversity 
  • Support all parents equally in parental leave policies 
  • Stock menstrual products in all restrooms 
  • Use diverse, representative imagery in materials 

 

 

Family Formation (Pregnancy, Fertility, Adoption) 

Quick Response Checklist 

  • Offer flexible scheduling for medical appointments 
  • Ask about specific accommodations needed during this period 
  • Respect privacy regarding family planning choices 

Accommodations 

For In-Person Settings: 

  • Provide Flexible Work Arrangements  
  • Offer adjusted schedules for medical appointments related to prenatal care, fertility treatments, or adoption procedures 
  • Example: Allow employees to modify work hours to attend IVF appointments or adoption meetings 
  • Enable Remote Work Options  
  • Provide opportunities to work from home during medical treatment, recovery from pregnancy loss, or adoption transitions 
  • Example: Implement a hybrid work model where employees can choose certain days to work remotely 
  • Make Physical Workplace Adjustments  
  • Supply ergonomic furniture for comfort during pregnancy or medical treatments 
  • Designate rest areas for breaks and breastfeeding/pumping 
  • Example: Provide adjustable chairs and footrests to reduce physical strain 
  • Conduct Risk Assessments  
  • Identify and mitigate workplace hazards that could affect employees who are pregnant or undergoing treatments 
  • Example: Reassign tasks involving exposure to harmful substances for employees undergoing IVF 

For Online Settings: 

  • Create Flexible Virtual Meeting Policies  
  • Schedule meetings to accommodate medical appointments and energy levels 
  • Make cameras optional during virtual meetings 
  • Example: Avoid early morning meetings if employees have medical treatments during these times 
  • Adopt Asynchronous Communication  
  • Use emails and messaging platforms to reduce the need for real-time responses 
  • Example: Encourage the use of shared documents for collaborative projects to allow flexibility 
  • Set Clear Expectations  
  • Outline deadlines and priorities to help manage workload effectively 
  • Example: Provide a weekly task list with designated priorities 

Language to Use 

  • Inclusive Terminology  
  • Use terms that acknowledge diverse paths to parenthood 
  • Example: Refer to "family planning" instead of solely "pregnancy" to include fertility treatments, adoption, and fostering 
  • Supportive Language  
  • Express understanding and willingness to accommodate needs 
  • Example: "Please let us know how we can support you during this time" 

Language to Avoid 

  • Assumptive Remarks  
  • Avoid making assumptions about an employee's desire for children or family planning methods 
  • Example: Refrain from saying, "When you have kids..." as it assumes intentions 
  • Invasive Questions  
  • Do not ask personal questions about fertility treatments, pregnancy loss, or adoption processes 
  • Example: Avoid inquiring about the specifics of an employee's IVF treatment or reasons for adoption 

 

Real-World Example 

"Emma, a project manager at an Edinburgh tech startup, was undergoing IVF treatment and found herself struggling to balance her medical appointments with work commitments. Initially, she was hesitant to disclose her situation, having heard stories from friends about workplace discrimination. 

When Emma finally confided in her manager, Ben, about her fertility treatments, his response was supportive and proactive: 

  • Flexible Scheduling: Ben suggested a temporary adjustment where Emma could start work between 10-11 AM to accommodate morning appointments, which were often scheduled last-minute at the fertility clinic. 
  • Workload Management: During particularly intensive treatment periods (egg retrieval and embryo transfer), Ben redistributed some of Emma's tasks among the team to reduce her workload temporarily without impacting her career progression. 
  • Remote Work Options: When Emma was experiencing side effects from hormonal medications, she was encouraged to work from home when needed. 
  • Communication Preferences: Ben asked Emma how much information she wanted to share with the team. She opted for a minimal disclosure, and Ben respected this by simply telling others Emma had medical appointments rather than explaining why. 

The support continued when Emma's treatment was successful. Throughout her pregnancy, Ben implemented: 

  • Regular check-ins about what adjustments might help (such as moving Emma's desk closer to the bathroom during first trimester morning sickness) 
  • Earlier handover of projects before maternity leave to ensure a smooth transition 
  • Options for keeping in touch during leave without pressure to return early 

When Emma experienced a pregnancy loss a year later and decided to try IVF again, the supportive structures were already in place. This time, she felt confident requesting the accommodations she needed right away. She later became an informal advisor to HR in developing their family planning policies, noting that the practical support—not just policies on paper—made the difference in her ability to continue her career while pursuing parenthood." 

 

Community Resources 

Inclusive Employers – Guide to family planning and the workplace 

Maternity, Paternity & Adoption Rights | Factsheets | CIPD – Educational resources 

Sands | Saving babies' lives. Supporting bereaved families. – Counselling and support 

 

Actions to take: 

  • Adjust schedules for medical appointments 
  • Allow remote work during treatments and recovery 
  • Provide designated private spaces for health needs 
  • Offer lactation rooms for nursing parents 
  • Implement inclusive parental leave policies 
  • Support fertility treatment time off 
  • Establish compassionate leave for pregnancy loss 
  • Include adoption/fostering in family leave policies 
  • Train managers on appropriate conversations 
  • Respect privacy and individual sharing preferences 
  • Review workload during family transitions 
  • Provide resources for family planning support 

 

Socioeconomic Considerations 

Quick Response Checklist 

  • Ask about preferred meeting times and locations 
  • Consider digital access and potential barriers 
  • Be mindful of costs associated with participation 

Accommodations 

For In-Person Settings: 

  • Implement Accessible Recruitment Practices  
  • Engage with local communities to reach a diverse talent pool 
  • Create transparent job postings focusing on essential skills 
  • Example: Partner with community centres to host career fairs in underrepresented neighbourhoods 
  • Provide Supportive Onboarding  
  • Pair new hires with mentors for guidance 
  • Offer comprehensive training on workplace norms 
  • Example: Assign a mentor to each new employee to assist with professional development 
  • Offer Financial Assistance  
  • Provide transportation subsidies for commuting expenses 
  • Assist with relocation costs when needed 
  • Example: Offer discounted or free public transportation passes 
  • Choose Accessible Locations  
  • Select meeting locations accessible by affordable public transport 
  • Consider timing that accommodates caring responsibilities 
  • Example: Host events near direct bus routes and provide travel expense contributions 

For Online Settings: 

  • Provide Necessary Equipment  
  • Ensure access to required technology like laptops and reliable internet 
  • Example: Offer company-owned devices and reimburse internet expenses for remote workers 
  • Enable Flexible Scheduling  
  • Allow adaptable work hours to accommodate additional responsibilities 
  • Example: Implement core working hours with flexibility for start and end times 
  • Use Clear Communication  
  • Employ straightforward language without jargon 
  • Offer multiple communication channels 
  • Example: Avoid industry-specific terminology in emails and meetings 
  • Offer Digital Participation Options  
  • Provide alternatives to in-person attendance 
  • Example: Set up hybrid meetings with quality virtual participation options 

Language to Use 

  • Strength-Based Language  
  • Emphasise skills and experiences rather than focusing on deficits 
  • Example: Highlight "diverse perspectives" and "resilience" as valuable assets 
  • Inclusive Terminology  
  • Use terms that acknowledge diverse socio-economic backgrounds without stereotyping 
  • Example: Refer to "individuals from diverse economic backgrounds" rather than "the poor" 

Language to Avoid 

  • Patronising Terms  
  • Avoid language that may sound condescending 
  • Example: Refrain from phrases like "lifting them out of poverty" 
  • Assumptive Language  
  • Don't make assumptions based on socio-economic background 
  • Example: Avoid statements like "You probably haven't had access to this before" 

Real-World Example 

“Catriona, a single parent from Dundee participating in a social enterprise development programme, mentioned difficulties attending evening sessions due to childcare costs and limited bus service to her area. Her relationship manager, Niall, worked with her to find solutions. They rescheduled her coaching sessions to coincide with school hours and arranged for some meetings to take place via video call. When in-person attendance was necessary, they identified a meeting location near direct bus routes and provided a contribution toward travel expenses from their accessibility budget. Niall also ensured Catriona received all materials electronically to save printing costs. These adjustments enabled Catriona to complete the programme and launch her community café.”

"Marcus was referred to a social enterprise mentoring program in Glasgow after being unemployed for two years. During his first meeting, he mentioned he was living in emergency accommodation and had to use the library's computers to complete his application. His mentor, Lindsey, noticed he often seemed tired and mentioned having to walk 45 minutes to meetings because he couldn't afford bus fare. 

Rather than focusing solely on business planning, Lindsey took a comprehensive approach: 

  • She scheduled meetings at the community centre near Marcus's accommodation, eliminating his travel costs 
  • She provided a basic laptop on loan from the program's resource pool 
  • She ensured lunch was available during their meetings, knowing Marcus might not otherwise eat that day 
  • She helped him navigate the benefits system to ensure he wasn't missing any available support 
  • When Marcus started developing his business idea (an affordable moving service for people leaving emergency housing), she connected him with a £500 microgrant that didn't require him to have a business bank account yet 

Most importantly, Lindsey adjusted her mentoring approach. Instead of asking Marcus to complete extensive written business plans, she focused on verbal discussions and co-wrote documentation with him, understanding that he might not have the time or energy outside their sessions. 

Within six months, Marcus had launched his business and was able to move into more stable housing. He later noted that what made the difference wasn't just the business advice, but the practical support that recognised the full context of his situation. He now employs three formerly homeless individuals in his moving company and advocates for more holistic approaches to entrepreneurship support." 

 

Community Resources 

 

Actions to take: 

  • Implement fair recruitment practices 
  • Offer transportation subsidies or assistance 
  • Choose accessible meeting locations 
  • Provide refreshments during meetings 
  • Offer equipment loans (laptops, internet support) 
  • Schedule with caring responsibilities in mind 
  • Provide professional development opportunities 
  • Ensure transparent salary bands 
  • Create scholarship/internship opportunities 
  • Partner with community organisations 
  • Use clear, jargon-free language 
  • Offer flexible payment options for services 

 

 

  1. Trauma-Informed Approaches

Accommodations: 

In-Person: 

  • Flexible Work Arrangements  
  • Adjustable Schedules: Accommodate therapy sessions or periods of heightened stress 
  • Remote Work Options: Allow working from home to reduce potential triggers 
  • Private and Quiet Spaces  
  • Designated Wellness Rooms: Create quiet areas for managing overwhelming moments 
  • Noise Reduction: Provide noise-cancelling headphones or sound barriers 
  • Clear Communication  
  • Transparent Policies: Clearly outline expectations to reduce uncertainty 
  • Regular Feedback: Offer consistent communication about performance 

 

Online: 

  • Virtual Wellness Resources  
  • Online Support: Facilitate virtual peer support groups or access to resources 
  • Digital Mental Health Tools: Provide access to online counselling or meditation apps 
  • Flexible Virtual Meetings  
  • Camera-Optional Policies: Allow participation without video to reduce anxiety 
  • Recorded Sessions: Enable review of content at individual pace 

 

Language to Use: 

  • Empathetic Communication: Acknowledge individual experiences with understanding 
  • Person-First Language: Centre the person, not their trauma 
  • Content Warnings: Provide gentle warnings before discussing potentially triggering topics 
  • Empowerment-Focused Language: Emphasise agency, healing, and growth potential 
  • Neutral Descriptive Terms: When discussing difficult topics, use clear but non-graphic language 

 

Language to Avoid: 

  • Minimising Experiences: Don't downplay or dismiss feelings ("It's not a big deal") 
  • Blaming Language: Avoid statements that seem to blame individuals for their reactions 
  • Metaphorical Misuse of Trauma Terms: Avoid using trauma-related terms as metaphors or business jargon:  
  • Instead of "raping the planet," use "exploiting/devastating the environment" 
  • Instead of "market penetration," use "market entry" or "market expansion" 
  • Instead of "killed the competition," use "outperformed competitors" 
  • Clinical or Dehumanising Terms: Terms that reduce people to their experiences:  
  • Instead of "victim" or "survivor" (unless self-identified), consider "person who experienced..." 
  • Instead of "abused person," say "person who has experienced abuse" 
  • Inadvertent Validation of Harm: Phrases that might normalise harmful behaviours:  
  • Instead of "engaged in non-consensual activity," directly acknowledge "committed assault" 
  • Avoid euphemisms that minimise harm 

Real World Example 

"Sarah, a young woman working at a Sheffield manufacturing cooperative, hadn't disclosed to her colleagues that she was a survivor of domestic violence. During a routine health and safety training session, the facilitator unexpectedly played a loud video that included shouting and slamming doors to demonstrate workplace hazards. Sarah experienced a severe trauma response and had to leave the room abruptly. 

Her relationship manager, Tom, noticed her distress and approached her privately later. Rather than asking directly about her history, Tom simply said, 'I noticed that training was difficult for you today. Is there anything we could do differently next time that would feel more comfortable?' Sarah appreciated the non-judgmental approach and shared that she sometimes has strong reactions to loud noises and aggressive behaviours. 

Tom made several adjustments: 

  • For future trainings, he asked facilitators to provide detailed content warnings in advance and avoid using sound effects 
  • He created a 'quiet room' policy where any employee could take a break without explanation 
  • He offered Sarah the option to review training materials in written form or with one-on-one support 
  • He scheduled Sarah's performance reviews for the afternoon rather than early morning, as she'd mentioned having difficulty sleeping and preferred starting her day quietly 

These simple changes transformed Sarah's work experience. She reported feeling safer and more productive, and later became an advocate for trauma-informed workplace practices within the cooperative." 

 

Community Resource 

Thriving Survivors – Providing a pathway to recovery  

PTSD UK – Educational Resources 

Trauma-informed practice: toolkit - gov.scot – Educational resources 

 

Actions to take: 

  • Offer flexible work arrangements 
  • Create private wellness spaces 
  • Provide clear communication of expectations 
  • Train staff on trauma awareness 
  • Develop safe reporting mechanisms 
  • Allow camera-optional virtual meetings 
  • Record sessions for later review 
  • Provide access to mental health resources 
  • Foster supportive peer networks 
  • Implement regular check-ins 
  • Review policies from trauma-informed lens 
  • Model supportive leadership behaviours 

 

 

 

  1. General Best Practices for All Disclosures
  1. Respect confidentiality – only share information with explicit permission 
  1. Focus on solutions, not the disability or difference 
  1. Avoid assumptions – each person's experience is unique 
  1. Document preferences (with permission) to maintain consistency 
  1. Review regularly – needs and preferences may change over time 
  1. Follow up to ensure accommodations are working effectively 
  1. Ask directly about specific needs rather than making assumptions based on disclosed conditions 
  1. Provide information in multiple formats to accommodate different communication preferences 
  1. Create a feedback mechanism for continuous improvement of inclusive practices 
  1. Develop organisation-wide accessibility standards that apply to all events and communications 

 

Real-World Example 

"At Fife Community Enterprises, relationship managers developed a simple preferences form that all clients can optionally complete. It includes questions about communication preferences, accessibility needs, and scheduling considerations. The form clearly states that information is confidential and used only to improve service. During quarterly check-ins, staff briefly review whether current arrangements are working well." 

 

Additional Resources: 

  • Access to Work: UK government program providing support to disabled people to help them start or stay in work 

 

 

Actions to take: 

  • Respect confidentiality at all times 
  • Focus on solutions, not disabilities 
  • Avoid making assumptions 
  • Document preferences (with permission) 
  • Review accommodations regularly 
  • Follow up to ensure effectiveness 
  • Ask directly about needs 
  • Provide information in multiple formats 
  • Create feedback mechanisms 
  • Develop organisation-wide standards 
  • Train all staff on inclusive practices 
  • Appoint inclusion champions 

 

 

  1. Legal Framework

Organisations should be aware of key legislation that underpins inclusive practices: 

  • Protected characteristics include: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation 

 

Actions to take: 

  • Stay informed on equality legislation 
  • Comply with Equality Act 2010 requirements 
  • Develop British Sign Language plans (in Scotland) 
  • Meet Public Sector Equality Duty requirements 
  • Maintain health and safety compliance 
  • Document all accommodations provided 
  • Review policies against legal standards 
  • Seek legal advice when needed 
  • Keep records of accessibility adjustments 
  • Provide training on legal obligations 
  • Update policies as legislation changes 
  • Share legal information with staff 

 

 

Remember: Creating an inclusive environment is an ongoing process that requires regular review and adjustment. The most effective approach is to establish open communication channels where individuals feel comfortable expressing their needs and preferences.