Five steps to create forms that are inclusive of trans and non-binary employees

In recent years, there has been an increasing recognition of the diversity of gender identities, and a growing need to create more inclusive environments in various aspects of society, including organizations. Forms are one such aspect that may seem insignificant, but they can have a substantial impact on the experiences of trans and non-binary people. In this blog post, we will discuss five ways that organizations can create more inclusive forms, with specific considerations for the collection and use of titles, first names, and pronouns. Download TransFocus’ discovery questions to help you assess the level of inclusivity of your organization’s forms.

1. Offer gender-neutral titles

Traditional titles, such as "Mr," "Mrs," or "Ms," may not work for every transgender person, especially those with gender identities beyond the binary of women and men. If this field is required, some are forced to choose gender-neutral options, such as “Doctor,” “Captain,” and “Reverend,” that may not apply to them. 

Ideally, your organization should remove titles altogether from its forms and use chosen first names instead. If this is not possible, an alternative entails adding gender-neutral titles for lay people, such as "Mx," to the existing response options. Filling out this field should always be voluntary. Pro tip: Avoid using titles as an informal, backdoor count of gender in your organization - it’s not transparent or accurate! 

By using gender-neutral titles or allowing individuals to choose whether or not to include a title, organizations can create a more inclusive and respectful environment for all individuals, regardless of their gender identity.

2. Provide a field for chosen first names 

One of the most straightforward ways to create more inclusive forms is to ask for chosen first names (i.e., the name someone goes by on a daily basis). For example, instead of assuming someone's name is based on what is on their government-issued documents (also known as their legal first name), provide a space for individuals to enter their chosen name. This acknowledges and respects people's gender identity, regardless on their identification. This is particularly important because it is expensive and time-consuming to change government identification and, as such, the majority of trans and non-binary people (68%) have not changed any of their government documents (James et al 2016). 

However, it’s not enough to simply add a field, it also needs to be operationalized (i.e., connected to the data flow and function of the organization). It is all too common for us to hear about the public disclosure of legal first names of trans and non-binary people, which are most often gender-specific and, as such, can out people to their co-workers. For example, employee awards are announced using PowerPoint, where someone’s legal name of “Isabella” is used instead of the employee’s chosen name of ”José.” This happens because people and systems at the organization continue to prioritize and draw from legal first names even after the introduction of the chosen first name field. As such, it is important to map data flows to properly utilize chosen names and keep private legal names (i.e., limit who has access to this name). 

This dual name approach is not just beneficial for trans and non-binary people, but also for people who have names from abroad and choose an anglecized name. There are also people with nicknames that they want their employers and co-workers to know and use instead of their full first name. 

3. Ask for *voluntary* pronouns

Another important way to create more inclusive forms is to provide a field for the collection of pronouns. It's essential to provide a variety of options for pronouns, including gender-neutral options such as "they/them" or "ze/zir." Make sure you also allow check-all-that-apply functionality for people who use multiple pronouns (e.g., she and they). 

It’s not enough to have a field, it also needs to be added to the organization culture. In particular, it is important to encourage people to proactively check what someone’s pronouns are (if provided). This effort has the benefit of getting accurate information rather than relying on the all-too-common assumptions based on how someone looks when meeting for the first time. As such, thoughtful creation of a field for individuals to share their pronouns helps create a more welcoming environment and shows that the organization recognizes and values the diversity of gender identities.

4. Avoid unnecessary gendered information

Many forms ask for information that may be unnecessarily gendered, such as asking for a person's "sex" or "gender" when it is not relevant to the purpose of the form. In a few cases, this information may be required for legal or medical reasons, but in many instances, it is simply not necessary. Even when there is a good reason to collect the information, it is important to pause and reflect if there are any assumptions baked into its intended uses (e.g., assume someone’s sex assignment maps exactly to the kind of anatomy they have).

We can sometimes fall into the trap of collecting information, especially gender, because “it’s what we’ve always done.” As such, organizations should evaluate the need for gendered information in their forms and remove any unnecessary requests. By doing so, they can avoid excluding or making it difficult for trans and non-binary individuals to access necessary services or programs.

5. Educate staff on changes

Finally, it's crucial to educate staff on newly-introduced inclusivity features on your forms and how to interact respectfully with trans and non-binary individuals. This education should include training on: 

• Use of appropriate language and terminology, 

• Checking and using someone's chosen first name and pronouns, 

• Importance of respecting individuals' confidentiality, especially vis-a-vis their legal first name, and

• How to ask questions with sensitivity, being ready to provide reasons for collecting, and not forcing people to provide information.

By providing staff with the tools and knowledge they need to collect information and interact respectfully with trans and non-binary individuals, organizations can create a more inclusive and consistent experience for all individuals.

In conclusion, creating inclusive forms is an essential step in creating a welcoming and respectful environment for trans and non-binary individuals. By asking for chosen first names and pronouns, using gender-neutral titles, avoiding unnecessary gendered information, and educating staff, organizations can demonstrate their commitment to inclusivity and respect for diversity. These steps can help organizations create a more welcoming and inclusive environment that values all individuals, regardless of their gender identity.

If you need support with creating and introducing inclusive forms in your organization, we are happy to help during our strategy session(s). Book a 1/2-hour consult to get more details.