Review technical documents for gendered language, establish inclusive language guidelines, train staff, use gender-neutral terms, utilize editing tools, update templates, involve diverse reviewers, implement ongoing reviews, communicate changes, gather feedback, and adapt practices.
What Practical Steps Can Organizations Take to Update Technical Documentation With Gender-Neutral Language?
AdminReview technical documents for gendered language, establish inclusive language guidelines, train staff, use gender-neutral terms, utilize editing tools, update templates, involve diverse reviewers, implement ongoing reviews, communicate changes, gather feedback, and adapt practices.
Empowered by Artificial Intelligence and the women in tech community.
Like this article?
Gender-Neutral Language & Terminology
Interested in sharing your knowledge ?
Learn more about how to contribute.
Sponsor this category.
Conduct a Language Audit
Begin by reviewing existing technical documentation to identify gendered language. Create a checklist of words and phrases to look out for, such as “he/she,” “chairman,” or gendered pronouns, so you can systematically track and update them.
Establish Inclusive Language Guidelines
Develop clear, organization-wide guidelines for gender-neutral writing. Outline preferred terms, pronoun practices, and guidance on rewriting sentences to avoid gender biases, then distribute the guidelines to all content creators.
Provide Staff Training and Resources
Offer workshops or resource materials to educate writers, editors, and subject-matter experts about the importance of gender-neutral language and practical techniques for implementation in technical materials.
Use Gender-Neutral Pronouns and Nouns
Replace gender-specific pronouns (he/she) with “they” or restructure sentences to use plurals. Swap out gendered nouns (e.g., “fireman”) for neutral alternatives (“firefighter,” “workforce,” “team member”).
Integrate Documentation Tools With Language Checks
Leverage document editing tools and plugins that detect non-inclusive language, such as Microsoft Word’s inclusivity checker or third-party grammar tools, to flag and suggest neutral alternatives during editing.
Update Templates and Standardized Text
Revise documentation templates, standard phrases, and boilerplate text to use gender-neutral language, ensuring future documents start with inclusive terminology from the outset.
Involve Diverse Stakeholders in Review
Create a review process that includes individuals from diverse backgrounds. Encourage input from teams with different perspectives to catch language or terms that may have been missed and to validate changes.
Establish a Continuous Review Process
Set up a regular review schedule for technical documentation, incorporating gender-neutral language checks into routine updates rather than treating it as a one-time project.
Communicate Changes to All Stakeholders
Announce language updates through internal memos, meetings, or emails so all staff are aware of the new expectations for using gender-neutral language in communications and documentation.
Monitor Feedback and Adapt Practices
Provide channels for readers and staff to submit feedback on inclusivity in documentation. Analyze suggestions and incidents of non-inclusive language to continually refine language practices and address gaps.
What else to take into account
This section is for sharing any additional examples, stories, or insights that do not fit into previous sections. Is there anything else you'd like to add?