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How to Support a Trans-Inclusive Workplace

Creating a truly inclusive workplace means creating a space where everyone feels welcome, valued, and empowered to be their authentic selves.

How can we create these ideal conditions? The answer lies in fostering genuine inclusion and a culture of allyship by first building an inclusive workplace and then sustaining it.

Building a workplace where everyone belongs

Companies with happy, respected employees do better. When people feel valued and included, they're more likely to stick around, work hard, and come up with fresh ideas. That's why creating a welcoming workplace is smart business for everyone involved. Plus, it's the right thing to do.

Being welcomed at work can be more challenging for folk who are visibly non-binary or trans. Many of these individuals experience mistreatment, such as being harassed, assaulted, or discriminated against. Sometimes, the discrimination extends beyond legal protections because it shows up in subtle ways. This can lead to higher levels of stress and unhappiness at work for non-binary and trans folk.

Here are a few things you can do to encourage your workplace and colleagues to create a more welcoming space for trans colleagues:

  • Learn the basics—Encourage your team to be educated about gender identity. This means understanding that being trans isn't about someone’s body, it's about who they are inside. When everyone knows the basics, it makes the workplace more comfortable.
  • Respect pronouns—Consider sharing your pronouns (for example, he/him, she/her, they/them) in your email signature or when you introduce yourself. Sharing pronouns is a personal choice and should never be mandatory. But, doing so is a small thing that can make a big difference to trans colleagues by showing respect, validating their identity, and fostering inclusion.
  • Update washrooms—Everyone deserves a washroom they feel comfortable in. Encouraging your employer to have at least a few single-use, gender-neutral washrooms can make a world of difference to your trans colleagues.
  • Ask for diversity and inclusion training—Everyone should learn about gender identity and how to be a good ally. Take as much training as you can on gender identity, pronoun use, and how to be an ally to transgender colleagues.
  • Call for gender neutral dress codes—At work, the focus should be on looking professional, not fitting into some outdated idea of what a man or woman wears. Trans individuals can face serious disadvantages at work because of how their gender identity intersects with society’s expectations. Encourage your workplace to get rid of rigid dress codes.

Supporting Two-Spirit identities at work

When we talk about creating a trans-inclusive workplace, it’s important to remember the unique experiences of Two-Spirit (2S) people.

Today, many Indigenous people who are gender and sexually diverse use the term 2S to identify themselves within their own culture, rather than using Western labels. 2S refers to Indigenous people who have been recognized as a third or even fourth gender, with special roles in their communities. The term goes beyond the male-female binary and brings back gender fluidity in Indigenous cultures.

For many 2S individuals, their identity is deeply tied to cultural and spiritual traditions. That means supporting 2S colleagues is about respecting both their gender identity and their cultural heritage.

Simple actions like using the right pronouns and creating a space where everyone’s identity is respected can go a long way toward making your workplace truly inclusive.

Navigating workplace scenarios and conversations

Fostering a truly inclusive workplace goes beyond policy. It's also about creating a daily experience of respect and safety for everyone in the workplace.

But let's be honest, navigating interactions and conversations—especially when it comes to gender identity—can sometimes feel like a minefield. Many of us are learning the right things to say and do in situations that can feel challenging.

Let’s explore some common trans-related issues, and ways in which we can converse with colleagues to help them feel comfortable and supported at work.

Misgendering

If you accidentally use the wrong pronoun when referring to a trans colleague, the quickest fix is to briefly apologize and use the correct pronoun in future. Everyone makes mistakes, and a sincere apology goes a long way.

But what if you notice a colleague using the wrong pronoun and not apologizing (or even noticing)? Let’s look at a scenario to see how you can manage the situation inclusively and respectfully.

You're chatting with a co-worker, Sarah, about a new project.

Sarah says, "I saw Jamie in the break room earlier. He seems really excited about this new project, doesn't he?"

You think to yourself that Jamie uses they/them pronouns. You say, “Actually, Jamie uses they/them pronouns! It can be easy to get that mixed up. Yup, Jamie is definitely excited. They were just talking about it earlier."

This chat is brief, keeps the conversation light and non-combative, and emphasizes Jamie's enthusiasm.

What to avoid:

  • Publicly correcting Sarah. This can be embarrassing for her.
  • Using accusatory language like "You should know better."
  • Making a big deal out of it.

Transphobic comments

If you hear a transphobic comment, don't be a passive bystander. Speak up against this kind of language in a respectful but firm manner. If you need to, you can report the incident to HR. Here’s a scenario that uses language you can consider.

Let’s say you’re in the office break room with Alex, a trans employee, and Pat, another coworker.

Pat (laughing): The new gender-neutral bathroom policy is ridiculous. People should just use the bathroom that matches their real gender.

Alex: (visibly uncomfortable)

You: Pat, those comments are disrespectful. Gender-neutral bathrooms help everyone feel safe and included. We should support all our colleagues.

Pat: I didn't mean to offend anyone. People are so picky about everything these days.

You: I appreciate that, but the language we use is so important. If you have questions, HR has great resources on inclusivity.

Later, you report the incident to HR. You say, “Pat made a transphobic comment today. I spoke up, but I wanted to make sure HR is aware and can address it properly.”

What to avoid:

  • Engaging in a heated debate. If the colleague becomes defensive, disengage and seek a more private setting to continue the conversation.
  • Outing someone. Never disclose someone's transgender identity without their explicit permission.
  • Using shaming language. Focus on education and respect, not personal attacks.

No matter how you respond in this situation, the goal is to challenge the negativity and promote understanding. By speaking up and promoting respect, we can create a more inclusive workplace for everyone.

Reporting discrimination in Alberta

Part of sustaining an inclusive workplace means finding support when discrimination happens. If you notice or experience discrimination, contact the Alberta Human Rights Commission. You can file a complaint online or by calling: 1-800-422-4453.

To make a complaint, you need to give your name, describe the discriminatory act, including dates, locations, and what happened. You’ll have to say how the act affected you. You will also have to name the person, organization, and department that discriminated against you.

You may decide to contact the Alberta Labour Relations Board, which has jurisdiction over some workplace discrimination issues related to employment standards, such as unfair termination.

For specific legal advice, contact a lawyer who specializes in human rights or labour law.

Microaffirmations

Small acts of inclusion, sometimes known as microaffirmations, make a big difference. This starts with using a trans colleague's correct pronouns and chosen name consistently. Also, celebrate their achievements and acknowledge their identity in a respectful way. By focusing on affirming trans colleagues, you take extra care to make them feel welcome.

Imagine you're at the office printer waiting for your documents when Nico, a new intern who uses they/them pronouns, walks in looking flustered. Nico is trying to print handouts for their presentation and they haven't quite figured out the complex printing system.

Nico: Ugh, this printer! I'm trying to print handouts for my presentation on sustainable packaging, but I can't figure out double-sided printing.

You: No worries, Nico, this machine can be tricky.

As you begin walking Nico through the process, a colleague comes in. You introduce them and say, “Nico’s needing to print handouts and they could use your help as I know you are more of an expert with this printer than I am. Can you help them please?”

Nico smiles and says, " I'm nervous about presenting in front of everyone so any help I can get is appreciated."

You: Everyone gets nervous. But you know your stuff, and your passion for sustainability comes across. You’ll do great!

Why this is a microaffirmation

Your brief comment about Nico’s presentation and use of they/them pronouns are microaffirmations. It's a small but positive acknowledgment of their identity, and the pronouns they prefer to use. Your comments:

  • Boost confidence. A microaffirmation can help someone feel more confident and valued, especially in a new role like an internship.
  • Create a positive atmosphere. Microaffirmations contribute to a more inclusive and welcoming workplace for everyone.
  • Require little effort. A sincere acknowledgment can make a big difference, and it costs you nothing.

If your efforts to create inclusivity are not successful, consider learning about issue-based problem solving and do further reading about managing conflict at work. Sometimes, success in challenging situations is simply about using the right words and asking the right questions.

Creating a trans-inclusive workplace is an ongoing process. By being allies, speaking up against discrimination, and continuously learning, we can create and sustain a space where everyone feels safe, valued, and empowered to thrive.

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