Policies That Say You Belong: Writing Gender-Inclusive Guidelines for Your Nonprofit
Years ago, I managed a law firm and helped rewrite our employee handbook. It was my first real taste of how much language matters in shaping workplace culture. Policies aren’t just rules—they’re a signal of who belongs and who doesn’t. 📝
Too many nonprofits still rely on policies that assume every employee is cisgender, straight, and fits neatly into a binary. But if your goal is to build a team where everyone feels safe and supported, your policies need to reflect that reality.
If you’re still using "he/she" in your documents, requiring gendered dress codes, or leaving pronouns off your onboarding forms—it’s time for an update. 💡
🗣️ Inclusive Language = Inclusive Culture
Policy language can either invite people in or push them out. Inclusive language avoids assumptions about identity and creates space for employees to be seen as they are.
Instead of:
"Each employee must submit his or her timesheet."
Try:
"All employees must submit their timesheets."
Instead of:
"Expectant mothers are eligible for maternity leave."
Try:
"Employees welcoming a new child are eligible for parental leave."
Inclusive language signals that everyone’s experience matters—and that includes LGBTQ+ staff. 🌈
📋 Where It Starts: Hiring and Onboarding
The hiring process is often someone’s first look at your culture. If your job descriptions are full of gendered language and your application doesn’t ask for pronouns, that sends a message.
Tips for inclusive recruiting:
Use gender-neutral language (e.g., "the candidate" or "team member" instead of "he/she" or "salesman")
Ask for name and pronouns on applications—but don’t make it mandatory
Ensure benefits language is inclusive of all family structures
Use interview practices that affirm identity, like referring to people by their chosen name and pronouns from the start
Onboarding is a great time to reinforce that your team values respect and authenticity.
🏳️⚧️ Facilities Should Work for Everyone
If your dress code and bathroom policy rely on outdated gender norms, that’s more than a discomfort—it’s an equity issue.
Key changes to consider:
Offer all-gender restrooms (and make sure signage is clear and respectful)
Remove requirements that staff dress according to a specific gender
Allow employees to access facilities that align with their gender identity
Include privacy options for locker rooms or wellness areas
Policies like these show your nonprofit understands that inclusion isn’t just theoretical—it’s in the day-to-day.
👗👔 Let People Dress Like Themselves
Let’s talk dress codes.
If your policy says men must wear ties and women must wear skirts, you’re reinforcing narrow gender roles. That’s not professionalism—that’s discrimination.
Try this instead:
Use language like "professional dress appropriate to the setting"
Define what that means with examples (e.g., "clean, unbranded clothing appropriate for public engagement")
Be clear that all employees can dress according to their gender identity and expression
Your team isn’t a private school. Let people show up in clothes that help them do their best work. (Cue Lady Gaga voice: Don’t be a drag, just be a queen. 👑)
🧱 Policies Are the Floor, Not the Ceiling
The goal isn’t just to avoid lawsuits. It’s to build a culture where your people don’t have to waste energy hiding parts of themselves. I’ve sat on DEI committees and helped draft policies, and the lesson is always the same: when people feel safe to show up as their whole selves, they do better work. 🚀
So take a look at your policies. Better yet, read them like a nonbinary new hire. What would you assume about your workplace based on what’s written down?
If the answer isn’t clear respect and support—let’s fix that.
🤝 Want Help?
If you’re ready to audit your policies or aren’t sure where to begin, I’m here to help. Let’s make your nonprofit a place where people don’t have to mask, shrink, or conform to be accepted.
Download the Policy Audit Checklist for Gender Inclusion or reach out for a consult.
Because belonging shouldn’t be an afterthought. ✨