Employers have a responsibility to ensure that employees are not offended by the language used at work. However, this can be easier said than done because whether or not language is considered offensive will sometimes depend on the interpretation of the listener.
Fortunately, as an employer, there are things you can do to help create and maintain an appropriate working environment for your staff that upholds business language etiquette.
What Is Business Language Etiquette?
Business language etiquette is about adopting a professional tone and using language that is appropriate for a work environment.
This can involve being aware of your tone of voice and using basic manners, such as saying ‘please’ and ‘thank you’. It may also require being mindful of language barriers and cultural differences, particularly when working with employees, colleagues, contractors, and clients from varying cultures.
Business language etiquette also typically means avoiding swearing and other language that could be considered offensive. In some workplaces, the use of swear words may be an accepted part of that company’s work culture. However, even if employees engage in ‘banter’ and use bad language themselves, that doesn’t mean they won’t be offended if a colleague oversteps an invisible boundary and it also doesn’t mean they can’t bring a complaint in the future.
Not only does adopting business language etiquette help maintain a harmonised workplace, but it can also improve productivity, aid retention, and improve employee loyalty, as this article points out.
Regardless of the culture of your workplace, you should ensure employees don’t use language that is discriminatory on grounds of race, sex, age, disability, religion or sexual orientation as these are all protected characteristics in the 2010 Equality Act, along with gender, marital status, and pregnancy.
Ways To Avoid Causing Offence In The Workplace
How can you, as an employer, help to prevent employees from being offended at work?
Set Standards
Be an example for your staff by setting the standard of business language etiquette you expect from your employees. Use clear, professional language, be polite in any requests and don’t engage in gossip or unprofessional conversations in the workplace.
Offer Staff Training
Staff should be told what is expected of them in the workplace and be given relevant training, such as equality and diversity training, to ensure they’re aware of why language is so important and how to avoid causing potential offence or upset to their colleagues.
Have Robust Policies
As an employer, you should have robust and up-to-date policies in place including an equal opportunities policy, protection from harassment and bullying policy and a whistleblowing policy, which can then be easily referred to if issues arise.
A Clear Procedure For Grievances
Your employees should be aware of how to raise a grievance or make a complaint about offensive language in the work environment and have an idea of what to expect when they do. As an employer, you should be able to tell them how their grievance will be handled and provide a time frame for its consideration.
Take Disciplinary Action When Required
If, after investigation, disciplinary action is required for the use of offensive language, then this should be taken promptly, consistently and fairly.
The language used should be considered in the context of the original conversation and the action taken should be proportionate to the offence caused.
For example, it would be extreme to dismiss a long-serving employee for a single incidence of swearing in the workplace, but may be nonetheless appropriate if the language was used in a bullying or discriminatory way or if after investigation, there was found to be a pattern of similar incidents.
Utilise Outsourced HR and Mediation Services
When it comes to avoiding offence in the workplace, outsourced HR services can help. By engaging external HR services, you have an impartial person who can assess the situation and make suggestions for a way forward without any personal investment in the matter or any pre-existing loyalties or prejudices.
Outsourced HR services can also investigate incidents of inappropriate or offensive language in the workplace to ensure that your business policies and procedures are being followed and to reach a quick resolution.
Mediation services may also help in situations where tensions have arisen between employers and employees or colleagues to ensure that both parties can constructively express their concerns and that a solution can be found to prevent further issues from arising in the future.
Get Advice From Your Local HR Specialists
Metis HR provides specialist HR advice that is uniquely tailored to the specific needs of your situation. We work with you to reach a considered decision that will be the most beneficial for you and your business.
If you need advice on business language etiquette, require mediation services or simply want to know more about the services we offer, just get in touch with the experts at Metis HR.
You can send us a message via info@metishr.co.uk or, if you would prefer to speak directly to an experienced HR Consultant, call us on 01706 565 332. We look forward to hearing from you.
