The Importance of Pronouns in the Workplace: What HR Needs to Know

As workplaces strive to become more inclusive, the conversation around pronouns has taken center stage—and for good reason. Using the correct pronouns at work isn’t just about grammar or preferences. It’s about respect, safety, and belonging.

In this article, we’ll explore why pronouns matter, how HR can lead the charge for inclusivity, and what systems organizations can implement to foster a welcoming culture.

What Are Pronouns and Why Do They Matter at Work?

Pronouns are words we use to refer to people in place of their names—such as he/him, she/her, or they/them. When we use the correct pronouns for someone, we affirm their identity and show respect.

Many individuals in this group face social stigma and discrimination, including in professional environments. Misgendering—using the wrong pronouns for someone—can make the workplace feel isolating and even hostile.

In short, correct pronoun usage isn't a trend—it's a simple yet powerful way to foster respect and psychological safety at work.

The HR Role: Leading with Respect and Inclusion

HR teams are uniquely positioned to drive inclusivity and equity. And when it comes to supporting LGBTQ+ employees, especially transgender and nonbinary team members, intentional and proactive action is key.

Here’s how HR can make a lasting impact:

Normalize Pronoun Sharing
Encourage employees to include pronouns in email signatures, LinkedIn bios, Zoom names, and internal messaging platforms like Slack or Microsoft Teams. This helps set a tone of inclusivity and gives everyone the opportunity to express their identity comfortably.

📝 Pro tip: Include pronoun fields in onboarding paperwork and internal directories.

Handle Mistakes with Grace
Everyone slips up occasionally. If you use the wrong pronouns for someone, apologize sincerely, correct yourself, and move forward. Avoid over-apologizing, which can place emotional labor back on the person affected. The key is to demonstrate accountability while actively working to get it right next time.

Provide Education and Resources
Not everyone enters the workplace with the same level of knowledge about gender identity and pronouns. Providing education helps remove stigma and empowers employees to be better colleagues. Create short training modules, distribute DEI content, and invite external experts to speak on gender inclusivity.

Building Inclusive Workplace Systems

Changing individual behavior is one part of the puzzle—but creating inclusive systems is where transformation really takes hold.

Update Company Policies
Ensure that your non-discrimination and anti-harassment policies explicitly include gender identity and expression. While policies don’t guarantee culture change, they do provide protection and clarity.

Don’t stop at policies—back them up with visible action.

Revise Internal Documents
Review your employee handbook, culture guide, and other onboarding materials to ensure inclusive language is used consistently. Replace gendered terms with neutral alternatives where appropriate (e.g., “they” instead of “he/she,” “folks” instead of “ladies and gentlemen”).

Create Space for Storytelling
Provide opportunities—voluntary and safe—for transgender or nonbinary employees to share their stories and preferences, whether during DEI events or through internal blog features. When people speak for themselves, it humanizes the issue and fosters empathy.

Why Pronouns Are More Than a DEI Checkbox

Respecting pronouns is one of the simplest, most effective ways to make your workplace more inclusive. It tells employees, clients, and candidates: You are safe here. You are seen.

And even if you don’t currently have any openly transgender employees, that doesn’t mean you shouldn’t build inclusive systems now. Creating space before it’s needed is what inclusion is all about.

Additional Resources

You can stay informed, educated, and up to date with important HR topics using BerniePortal’s comprehensive resources:

• BernieU—free online HR courses, approved for SHRM and HRCI recertification credit
• BerniePortal Blog—a one-stop shop for HR industry news
• HR Glossary—featuring the most common HR terms, acronyms, and compliance
• Resource Library—essential guides covering a comprehensive list of HR topics
• HR Party of One—our popular YouTube series and podcast, covering emerging HR trends and enduring HR topics
• Community—the HR Party of One Community forum, a place devoted to HR professionals to ask questions, learn more, and help other