Best Practices for Inclusive Job Postings
We all want to make our workplaces more innovative, more creative and more inclusive.
To get to that ideal place, HR professionals look to broaden the demographic of the existing members of the team.
The first step to diversifying an organization is by editing existing job listings.
Below you will find a list of best practices you can use today and make your job postings more inclusive.
Use Gender-Inclusive Language
Is the language gendered or is it gender-neutral? We recommend using gender-neutral language. Below are some examples of gendered language vs gender-neutral language:
Gender inclusive language focuses on equitable and inclusive practices for marginalized genders such as women and non-binary persons.
Using gendered language, such as referring to a candidate as ‘he’ can reinforce a dominant gender and perpetuate systems of genderism.
Avoid Gender Coded Language
We recommend that male or female-coded language is avoided for best practices of creating inclusive job postings for all.
Male-coded words like "ambitious, confident, decision, and superior," tend to attract male applicants while female-coded words like "compassion, emotion(al), sensitive, and warm" tend to attract more female applicants.
A University of Waterloo and Duke University study found that words associated with gender stereotypes in job advertisements perpetuate gender inequality.
A study by Appcast examined over 400 000 job postings and found that gender-neutral job postings receive the most applications.
The study found that while women were less likely to apply for job postings with mostly male-coded words, men applied for jobs with both male and female-coded words.
Job postings in tech specifically tend to have more male-coded language. Removing that language will remove barriers for marginalized genders such as women and non-binary persons.
Avoiding gender coded language focuses on equitable and inclusive practices for all genders.
Use Person-Centered Language
Person-centered language is language that puts people first before their identity. It is about respecting the dignity, unique qualities, strengths, and worth of every individual.
We recommend using language that does not objectify the person.
Using person-centered language doesn’t have a specific identity it focuses on removing barriers for, but is instead about using more welcoming and inclusive language.
Use Culturally Appropriate Language
Words mean different things to all of us, and some words have important or triggering historical context to our culture.
Some of the words mentioned below might not be offensive to everyone, but these are examples of words to avoid and have easy alternatives to use to ensure we are using inclusive language.
No, there is no language police.
But if your organization is looking to create more inclusive job postings, understanding the history of words, such as the ones above, is important to ensure all identities feel welcomed and safe.
Understanding the history and different meanings words have for different identities allows organizations to make informed decisions about the candidates they want to attract.
Using culturally appropriate language impacts many different identities, but has a disproportionate positive impact on racial and Indigenous identities.
Use Plain Language
Plain language is writing that a reader can understand the first time they read it. This is writing that is clear, concise and well-organized.
Writing job descriptions in plain language ensures that critical information is accessible and readable for everyone.
The goal is to ensure that everyone can find information they need, understand it, and use it.
From an equity and inclusion lens, this may be relevant for people with disabilities and people whose first language is not English.
Here are a few tips to writing in plain language:
1. Use simple and common words. This includes using the simplest form of a verb to clearly express an action needed.
2. Avoid idioms, jargon, and expressions. People whose native language is not English and/or French may use online tools to translate text, which don't always translate idioms and expressions accurately.
3. Split information into sections with clear headings. Break up long paragraphs into bullets. This reduces lengthy text and helps people find information more quickly.
Using plain language is a tactic that targets removing barriers for candidates with English as an additional language and for those who are neurodivergent.
Avoid Ability-Based Language
Ability-biased language excludes people based on their ability.
Avoid language like “must stand on your feet”, “walking” and “healthy” which are code words for ability bias.
Refrain from making assumptions about potential candidates' abilities and keep the language free of language that discriminates against persons with disabilities.
This tactic will remove barriers to equity for persons with disabilities.
Reconsider Job Requirements
Take a look at all the job requirements you have listed out. Are they absolutely essential that the candidate meets them all? Are there some that are just nice to haves?
Try to cut your list down to the essential must haves. If there are specific call outs you would like to include, but aren’t essential, you can put it into a bonus section or use lighter language such as; familiar with, aware of, etc.
To reach even more candidates you can go above and beyond by recognizing and listing out transferable skills that can also be useful in the job.
For example, someone might not have direct experience with Figma as a product designer, but Adobe xd is a transferable skill they can apply.
Educational requirements should specifically be evaluated. Unless a specific certification is required for the role. We recommend educational requirements completely be removed from requirements.
Encourage candidates to apply despite not meeting all the requirements.
For example your posting could state: Studies show that men are likely to apply to jobs for which they meet only 60% of the qualifications, women are much more likely to hesitate unless they meet 100% of the listed requirements. Please consider applying if you do not meet all the qualifications, but are extremely passionate about our mission.
Bonus: Some companies have removed the qualifications sections completely and have seen a large improvement of applications from qualified applicants. Instead they list out descriptions of what the required day to day looks like.
This tactic has removed barriers for many marginalized groups, but it specifically removed barriers for those with lower socio-economic statuses.
Avoid Age Biases
Certain words or phrases can deter older age groups from applying for positions.
Code words for age bias include “fast-moving” “energetic” “tech-savvy” and “digital native”.
These words appear to be targeted toward younger applicants and discourage older applications.
Additionally, "recent college graduate” is a job criterion that discriminates against age.
This tactic removed barriers for older applicants in the workforce, who may have been born in a generation that was not ‘digitally native’.
Include a Land Acknowledgment
We recommend adding a land acknowledgment to the footer of the job posting.
This encourages the inclusion of Indigenous applicants and emphasizes the company's commitment to DEI.
This tactic has a specific focus for creating an inclusive space for Indigenous Peoples.
Include a DEI Statement
Include a statement in the job posting emphasizing that the company values diversity and is committed to DEI. If the company has specific DEI goals or an DEI mission statement, that could be included here as well.
This tactic has a specific focus for creating an inclusive space for all marginalized identities.
Reconsider How Much Experience is Required
Everyone learns at different paces and someone who has worked in an industry for two years might be just as qualified as someone who has worked in an industry for 5.
Necessary years of experience is a subjective measurement and companies are more likely to find qualified candidates by scoring people based on their ability to do the job.
We also know statistically that the younger workforce is more diverse, also a workforce that has fewer years of experience. Removing years of qualifications increases a company’s ability to hire a more diverse and top talent.
This tactic has a focus for removing barriers to equity for all marginalized identities.
Avoid Acronyms
Try to avoid company and corporate acronyms in a job posting, such as KPIs, OKRs, MRR, etc. It is best practice to spell these out to avoid any confusion with the candidate.
Additionally many candidates may have transferable skills, but not have familiarity with some of the acronyms in your industry.
Opening your job postings up to target a larger demographic increases your abilities to diversify your pipelines.
This tactic has a focus for removing barriers to equity for all marginalized identities.
Share Interview Process Timelines
Being transparent about processes and timelines is especially important to some candidates, for example, mothers who need to make accommodations and arrangements for their families or students who are balancing work and school.
Additionally, this creates clarity for those who might not have the means to wait several months before receiving their next paycheck.
Submitting applications can be a lot of work for candidates and reviewing/interviewing is a lot of work for the company. Time can be saved for both parties if timelines and expectations are communicated up front.
This tactic has a focus for removing barriers to equity for those with lower socioeconomic statuses.
Share Pay Expectations
Sharing pay bands can be a useful tool for promoting transparency and fairness within a company. It allows employees to have a better understanding of the pay range for different roles within the organization and can help to ensure that pay is being allocated fairly and consistently.
According to SHRM, compensation and benefits are the most sought-after element of a job posting. Not including a range of salaries, could be deterring a diverse range of applicants. Additionally, it could be creating additional work for your team and the candidate to find out later in the process that it was not within their range.
When workers have more information about opportunities outside of their current positions, particularly about pay, they are more likely to apply for promotions or raises, which helps both in wage growth and upward job mobility and helps address the challenge of pay gaps and promotional inequity for marginalized identities.
This tactic has a focus for removing barriers to equity for several marginalized identities. For example it helps create transparency to mitigate pay gaps. It also helps those with lower socioeconomic statuses who might be looking for a specific pay range for their needs.
Share Benefit Package
Letting candidates know what inclusive benefits you offer can help attract more diverse talent, such as flexible schedules, floating holidays, paid parental leaves, tuition reimbursement, professional development, etc.
This tactic can have a disproportionate positive impact on those who use benefits, such as women who use parental leave at higher proportions.
Be Consistent on Job Descriptions
Unconscious biases show up when we don’t have structure to processes in place.
Having a consistent job posting format is a great way to create structure and ensure every candidate has the same experience no matter what department they are applying for.
Clarify Job Location
Ensure it is clear in your job posting the location in which the job takes place.
If relocation is required is there a relocation budget? Having clarity helps save time for all parties.
In case the specifications don’t meet the candidates needs, they can save the time of applying and save the company time of reviewing a resume/hosting and interview.
Clarfiy Remote Work Policy
If your company offers remote work, clarify what remote work means for this job.
Does it mean that someone can work from any country in any timezone? Clarifying this early on can ensure a candidate is applying for a role that actually fits their needs.
This is an important consideration from a DEI lens as it supports immigrants or employees with families who live internationally, which ultimately would have a positive impact on marginalized racial and ethnic identities.
Clarify Flexible Work
If your company offers flexible working hours, clarify what this means.
Does that mean someone can take a doctor’s appointment in the middle of the day without worry one day, or does it mean someone can work in an exact opposite time zone?
Being clear on flexible hours can help attract diverse talent who might be in different stages in their personal lives. For example, we know women disproportionately hold caregiver roles in their families compared to men.
More flexibility will attract more women talent since this flexibility is sometimes required for all parents, but disproportionately will impact mothers more.
Avoid Using “Native English”
If someone needs to be fluent in a language, then use the terminology “fluent in...” instead of native speaking English.
Many people have languages other than English as their first and they can still be fluent in English.
Ensure Accessible Job Postings
Accessibility of job postings is crucial for the inclusion of persons with disabilities. Those using a screen reader, for example, should be able to get the same information from the job posting like everyone else.
If you post jobs on your own website, you should also be aware of other digital accessibility features such as color contrasts, alt text and font sizes.
Include Accessibility Statement
To encourage the inclusion of persons of all abilities, the company should state and have processes in place to support those requiring accommodation during any part of the hiring process.
Use Multiple Job Boards
There are many diversity job boards and postings across a variety of these can include a more diverse pool of candidates for your job posting. Check out this list of job boards to consider.
CHECKLIST: WRITING AN INCLUSIVE JOB POSTING
These are the criteria we want to consider when reviewing through the lens of EDI. When writing a job post go through this list to ensure you have all the elements of an inclusive job posting:
Is there gender neutral language? (using they/them instead of he/she)
Are all job requirements absolutely necessary? (i.e. education, years of experience?)
Are clear job competencies skills outlined and tasks instead of subjective descriptions?
Are all acronyms defined?
Does the posting follow the job posting template?
INCLUDE:
Pay range
Benefits details
Interview process and expected dates
Diversity statement
Land acknowledgement
Remote work details
Flexible hours details
Details on how to apply
