The world is changing, and so is our understanding of gender. It is fantastic to see Canada leading the way by recognizing non-binary identities with the addition of the gender marker X on official documents such as driver’s licenses, health care cards, and passports. This shift is shining a spotlight on gender diversity, and it is making organizations take a closer look at their own practices. With new pay transparency laws on the horizon, understanding gender data is becoming more important than ever.

It is fantastic that more companies are recognizing the importance of gender diversity and offering more gender options.That is a big step in the right direction! But there is often more going on behind the scenes. It is easy to focus on the surface, like adding more check boxes to a form or survey. But to really make a difference, we need to look at the whole picture.

Creating a genuinely inclusive workplace means going beyond the basics. It is like building a wheelchair ramp at the front door but forgetting to make sure that the rest of the building is wheelchair-friendly; while the intention is good, it does not create a truly accessible space. Similarly, adding more gender options without considering the overall experience can feel like just scratching the surface.

By adding more gender options without carefully considering how this data will be used, we could end up doing more harm than good:

Perpetuating the binary: Even though lots of organizations have more gender options now, many internal systems often have not caught up, redirecting non-binary individuals into binary categories behind the scenes and sometimes without their knowing.
Tokenism: it gives the impression of progress without actually addressing the real underlying issues faced by transgender and non-binary individuals.
Data Ineffectiveness: Data without a purpose is like driving without a map. Collecting information without a clear plan for how to use it can hinder our ability to make positive changes.

By taking a comprehensive approach to gender data, we can break down barriers and create systems where everyone feels represented and respected.

Three Steps to Go Deeper

Consider why you are collecting gender data. Not all reasons for collecting data are good ones, so it is always a good start to really think about why it is that someone's gender is being collected:
• To create a more level playing field: Understanding who works at your company can help you make sure everyone has equal opportunities and is a valid reason for an organization to collect gender data.
• Respectful interactions: Often organizations collect gender data in order to support respectful interactions. The intention is great, but is actually based on a lot of assumptions. Instead of collecting gender data, consider a voluntary pronoun field and a "Name to Use" field.
Get a sense of your workforce. To estimate the number of transgender employees in your organization before you collect gender data, using the Canadian census ratio of 1 in 300 is a great start. If you have a large organization, you may have several dozen trans and non-binary people (even if they have not shared). If you’re a small organization, maybe a handful. If you have a strong rationale for collecting gender data, this estimation will shape what kind of gender response options will work best. In general, the smaller the organization, the fewer response options to avoid having too few responses.
Avoid Remapping Expanded Categories. Ensure that new gender categories are not remapped back onto the binary of either gender or sex, which is particularly harmful to non-binary people.

Creating a truly inclusive workplace takes effort, but it is absolutely worth it. By understanding our employees, collecting the right data, and building systems that support everyone, we can build a welcoming space for all. It's time to move beyond the basics and build a future where everyone belongs.

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Think Before You Add: A Strategic Guide to Gender Data