How to Ensure Women’s Voices Are Heard in the Workplace
When employers think about diversity in the workplace, they often simply focus on ensuring that employees are hired regardless of race, gender, age, disability, orientation, or background. However, it’s important to remember that employment discrimination only became illegal in 1964—and although much progress has been made towards reducing discrimination since then, there are still many lasting inequalities that plague the workplace.
One of the most persistent inequalities is gender bias in communication. There are numerous studies that show it’s much harder for women to speak during meetings—and when they do speak up, they are twice as likely to be interrupted, ignored, viewed negatively, and are even less likely to be recognized for their proactivity! To make matters worse, these unconscious biases are often exacerbated by conscious ones—such as a man taking credit for a woman’s contribution.
This does not just harm women—it also stands to deprive organizations of growth by leaving valuable ideas behind simply because of conscious or unconscious biases against the speaker’s gender.
Diversity—especially diversity of thought—is especially important now, for any company.
Not only does diversity bring people together and create a collaborative work environment, but it also elevates the marginalized, making it easier for companies to reach communities whose needs were previously unmet. Minority women often face even further exclusion due to in-group unconscious bias, and are often passed over for bigger opportunities.
Why Gender Bias In Communication Happens
Leaving aside outright discrimination, many studies have shown gender inequality in communication likely stems from different learned communication styles. Research shows that men and women are often socialized into different styles of communication, with both displaying different forms of expression as early as kindergarten, and continuing on divergent paths throughout their adult lives.
From a young age, many men are taught to favor “report talk” with a focus on communicating facts efficiently. Conversely, many women are taught to emphasize “rapport talk,” which seeks to build connections and emotional resonance through speech. In groups, research suggests that the “rapport” style of communication leads to more open and intimate discussions.
In practice, this means men are more likely to speak to the group as a whole— also tending to speak more in general—especially if they’re in positions of power. This unconsciously communicates a social power dynamic. Sadly, when women communicate with this style, they are more likely to be viewed poorly by those in the group, and may also face negative consequences.
Some researchers have even come to view gender communication differences as really just the result of competing power dynamics, which can occur regardless of gender.
Both forms of communication are highly important for different reasons. For instance, direct speech to whole groups could be useful when convincing someone to invest in a company, or ensuring a meeting stays on track.
However, studies show that mixed-gender groups tend to initiate more personal interactions. This effect makes discussions more diverse, increasing the likelihood of new, valuable ideas.
Simply put, some learned communication styles seem to have developed to exude more social power, while other communication styles have likely developed to focus on nuance and open discussion. The benefits of increased interaction, nuance, and openness in business development is critical, therefore allowing space for different communication styles in general is directly beneficial.
So how can we overcome the power dynamics that have stifled this important type of communication and ensure that all voices - both men AND women’s - are heard in the workplace?
What Everyone Can Do to Combat Discrimination
1. Identify Forms of Silencing
Part of what makes it so difficult to achieve gender equality in the workplace are the myriad ways—sometimes structurally supported—that women are silenced. Interruption, appropriation, and redirection, are common conscious and unconscious power-moves that frequently deter women colleagues from participating in the conversation. While interruption is self-explanatory, appropriation and redirection tend to fly under the radar.
Appropriation involves claiming credit for an idea or even simply restating or repackaging an idea a woman has brought forward. Some men will reiterate something a female colleague has said, but then receive the praise for it themselves. Men’s ideas can be appropriated too — though it seems to happen less frequently. In general this toxic power-move only acts to harm the company by rewarding the wrong people.
Redirection is even more subtle, with men either giving immediate feedback (relevant or not), or expressing concerns with something their female colleague has spoken about—often with the effect of obscuring what she is saying in the first place. Silencing comes in many forms, and even though some of it can be unintentional, it still has the potential to do damage.
2. Change Your Company Power Structure—or the Culture
After recognizing and acknowledging that the forms of silencing in item 1 exist in their workplace, those in positions of power need to implement structural changes to combat silencing.
But wait—there’s that word again—power. If these communication biases did evolve out of power dynamics, then perhaps the real villain here is power itself? What happens if we remove power from the equation?
The research here is thin as it’s a new concept, but early results demonstrate this could be the correct hypothesis. When the traditional vertical heirarchies are removed and a more flat, cohesive company structure is implemented, early research shows that gender discrimination in communication tends to decrease, and vocal women leaders are generally percieved in a more positive light!
Of course, changing the entire power structure of your organization may not be an option. If it’s not, there are other ways to still combat this harmful dynamic.
This could involve identifying repeat offenders and addressing their behavior during a private meeting. Some additional easy-to-implement options are giving each team member an allotted time to speak and respond during meetings, or simply elevating something important a female colleague has said when it seems to be getting lost in conversation.
3. Be Committed to Ending Bias—Gender or Otherwise
Commit as a workplace to diversity, equity, and inclusion. Publicly state this commitment, and create a system of accountability. Leveling the playing field is the first step in upending traditional toxic power dynamics and bias.
If you, individually, don’t have the authority to change the goals of your workplace, bring the topic up with your manager—especially if you notice silencing happening. There’s lots of research showing that increasing women’s communication benefits organizations, and research like the sources linked through this article may prove to be helpful when addressing with management.
The American Psychological Association reports that 48% of women feel less valued at work than their male counterparts. But women do feel more valued and confident in companies where they know their voices are being heard and encouraged, and are thus empowered to do their best work.
4. Ensure Credit Where Credit Is Due
If you notice someone else taking credit for another person’s idea—woman or otherwise—it’s always best practice to speak up. This may not be easy, and many worry about coming off as confrontational. However, simply saying something like “Jennifer was telling me about that earlier, I think that’s a great idea!” is a sure way to direct attention to who deserves it without being confrontational.
If your idea is the one that was appropriated, try to focus the credit back on yourself. One less-confrontational way to do this is to thank the other person for bringing your idea to the group, something like “Thanks for bringing up the idea I was discussing with you earlier, it really applies here,” and then continue with the details of the original idea.
5. Normalize Speaking Up
Research shows that many women are afraid of speaking up because they fear being perceived as too talkative and therefore incompetent, or aggressive and therefore stereotypically angry or unpleasant.
This negative bias is likely attributable to the learned power dynamics of groups—and the best way to change that bias is to normalize speaking up.
No one should be afraid to take up space and strive to be heard. Rather than minimize accomplishments to be perceived more positively, everyone — both women and men — should be reminded that they are an equally worthy partner in their company’s success, and they need to be proud of that.
Another great way to normalize speaking up is to consciously allow more space for speaking up in general. This is especially important if you notice any forms of silencing happening!
In practice, this is as simple as making an effort not to speak over anyone, asking colleagues for their opinions regardless of gender, and rightly praising good contributions. These things can make a world of difference.
Try to notice your own unconscious biases too. If you find yourself thinking anyone is less competent or too aggressive, take a moment to examine if you would feel that way if their gender or race was different. Everyone has unconscious, or implicit biases, and the first step towards undoing them is to simply recognize them!
6. Use Direct Language When Possible
“Say What You Need to Say” are not just lyrics from a hit song by John Mayer. It’s also what psychologists and workplace communication coaches recommend women do to be better heard. Their advice is that women should have a plan for what they want to say and say it without softening their words or adding any unnecessary details.
For example, they could start by broaching a topic, and then adding details as requested, or giving a response and adding context as they are prompted for more. Qualifiers like “just” and “I think” should be avoided if possible.
So what can an individual do (or what can an entire leadership team do) within an organization to help facilitate this? The answer: Remind female colleagues of their competence and merit.
7. Take a Stand Against Interruptions
When an interruption or appropriation occurs during a meeting, it should be called out with a well managed response acknowledging the interruption.
“Thank you, but I haven't finished speaking,” is a great example. The speaker can then reconnect to her initial thought. “I see how what you said relates to what I was saying, but I would like to emphasize this.”
Responding this way will acknowledge the interruption publicly and give the other speaker a chance to reflect, while also helping colleagues not lose sight of the initial point.
8. Reframe and Recall After Interruptions
Sometimes it doesn’t always make sense to use the direct approach above, and an interruption successfully derails the topic. In that case, wait for the right moment, and then tie the discussion back to the original, unfinished statement. That way the topic is fresh in everyone’s minds. Similar strategies can be found here. This is a good practice for everyone to master—especially in talkative groups!
9. Build Relationships and Form Partnerships
Encourage pairing up for workplace meetings. Whenever an interruption occurs, a partner colleague can redirect the conversation back to the initial speaker or address the interruption. They can also amplify the initial speaker by echoing the idea while giving due credit. This can be a great way to help fix these issues, for all members of the organization
There are also online communities where women can broker relationships, network, and discuss furthering equity in the workplace. Spaces like this and this (for freelancers!) make a huge difference. Invest in finding these spaces for female colleagues and employees.
10. Be the Voice
At the end of the day, it is important to create an environment where all employees, regardless of gender, can work in harmony. But since the research shows that women’s voices are still often unheard, a strong focus should be placed on encouraging women in the workplace and reminding them that they are an invaluable piece of the puzzle. Their voices are unique and necessary. Their thoughts are worthy of being heard and acknowledged.
Many of these strategies are also simply best practices and can be implemented regardless of the gender of the person speaking. No need to purchase a copy of Men are from Mars, Women are from Venus, just be the voice that makes space for others to be heard!
Whether you need full-time, part-time, in-person, or virtual—we have you covered! We’ll help you identify the best option for your needs, and then match you with a rockstar Executive Assistant that shares your mission, vision, and values.
33Vincent has many other resources to help you maximize your time and communication with your executive assistant.
