Our inclusive signatures

At Mott MacDonald we are committed to nurturing the talents of our diverse teams through ‘conscious inclusion’. The way we manage our people and the processes and systems we use play a big part in this, but it also requires us to foster a safe environment that encourages all colleagues to consider the way they interact with one another.

For many people their electronic signatures, especially their names and pronouns, communicate important aspects of their identities; they tell part of the story of their culture and background. Getting a person’s name and pronouns right is one small but important way that we can help to consciously build a more inclusive workplace where everyone feels like they belong. It also shows respect, which is one of our PRIDE values.

Why include pronouns and name pronunciation in email signatures?

In a workplace context an email is often one of the first points of contact between two people. Including pronouns and name pronunciation in our email signatures is one way to make the transition from written to verbal communication smoother and more inclusive. It helps to avoid inaccurate assumptions and acts as a prompt for additional inclusive behaviours.

We know that for people who are not used to providing this information proactively it may initially feel awkward to do so. However, by populating these fields you help to normalize pronoun and/or name pronunciation sharing for those who it most benefits. You also contribute to cultivating a more welcoming and inclusive environment for everyone.

When someone’s name is mispronounced it can make them feel like an outsider. Similarly, when people make inaccurate assumptions about someone’s gender based on their name or appearance (e.g. referring to them as she instead of they) it can be uncomfortable and make it harder for them to bring their best self to work. In the arena of inclusion these are referred to as microaggressions – i.e. subtle actions – verbal or non-verbal, conscious or unconscious - that have a harmful effect on marginalised groups.

Inclusion tips

• Take a few seconds to check any pronouns or pronunciation notes in email signatures, especially when you’re about to meet with someone or speak about them.
• Mention your pronouns when you introduce yourself to someone e.g. Hello, I’m Harry, my pronouns are she/her and I’m a civil engineer.” This creates space for others to do the same.
• Listen carefully to how people pronounce their name in introductions – if you need to, make phonetic notes to help you remember.
• Be an ally by helping to clarify for others if they are mispronouncing a name or misgendering a colleague.
• Check in with the person if you’re unsure e.g. “I’m not sure I’ve been pronouncing your name correctly, is it…?” or “I’ve heard a couple of people refer to you with he/him pronouns, but others have been using they/them – which should I be using?”
• Mistakes happen – if you notice yourself slipping up, apologize and find ways to help you remember for future interactions.