Communication is one of the most powerful tools we have at work. Yet the language we use—our words, phrases, idioms, even accents—can unintentionally create barriers between people. From informal conversations to formal evaluations and hiring decisions, language shapes how we connect, understand each other, and perform together.

Research shows that our habits of speech and word choice don’t only convey information; they impact how teams function. Social psychologists have documented how linguistic categorization can reinforce subtle biases that influence workplace communication and collaboration. Understanding these dynamics isn’t about policing language. It’s about improving clarity, strengthening collaboration, and ensuring people feel respected and heard.

Understanding Linguistic Bias and Why It Matters

Linguistic bias refers to preferences or assumptions people make based on language use, accents, dialects, or communication style—often without conscious awareness. In the workplace, these assumptions can influence who is perceived as capable, confident, or “professional,” even when those perceptions are unrelated to performance or expertise.

This kind of bias often shows up in subtle ways: favoring familiar accents, interpreting directness or hesitation differently depending on who is speaking, or valuing certain communication styles over others. Over time, these patterns can erode trust and reduce psychological safety, which ultimately affects collaboration. For individuals whose first language differs from the dominant workplace language, or whose communication style doesn’t match prevailing norms, linguistic bias can lead to exclusion, frustration, and missed opportunities. Research on dialect discrimination has shown that such biases can meaningfully impact evaluations and workplace outcomes. Recognizing linguistic bias as a structural issue, rather than a personal failing, creates the foundation for addressing it thoughtfully and effectively.

That awareness naturally leads to a closer look at one of the most common and overlooked sources of miscommunication: idioms and jargon.

Common Pitfalls: Idioms, Jargon, and Miscommunication

Idioms and workplace shorthand are often intended to make communication faster or more relatable, yet they can have the opposite effect. Expressions that feel harmless or even friendly to some employees may be confusing or alienating to others, particularly when they rely on cultural, regional, or industry-specific knowledge. Phrases like “hit it out of the park,” “circle back,” or “low-hanging fruit” don’t translate cleanly across cultures and may obscure meaning rather than clarify it.

When idioms or dense jargon dominate workplace communication, people may hesitate to ask clarifying questions if they worry about appearing uninformed or can misinterpret expectations altogether, slowing down work, reducing confidence, and causing an environment of exclusion. Over time, communication habits that rely heavily on insider language can reinforce existing organizational biases by privileging those who already understand the unspoken rules. Addressing these pitfalls isn’t about eliminating personality or informality. By choosing understanding over expediency, everyone can engage on equal footing.

With these challenges in mind, the next step is moving from awareness to action.

Actionable Steps to Improve Communication

Here are practical approaches every team member can adopt to manage language differences and reduce bias.

1. Simplify and Clarify Language

Clear communication reduces misunderstanding and makes content accessible to everyone.

Try this:

• Replace idioms with plain language
• Avoid overly technical jargon unless necessary
• Spell out acronyms on first use
• Example: Instead of “circle back,” say “let’s revisit this topic later.”

2. Encourage Shared Vocabulary Norms

Develop common language guidelines across teams.

Try this:

• Create and circulate a “communication glossary” for internal terms
• Review whether common expressions might exclude or confuse
• Invite feedback on confusing language

3. Train for Awareness of Language Bias

Awareness is the first step to change.

Try this:

• Host workshops on recognizing linguistic bias
• Teach how subtle language differences influence perception
• Include real scenarios in training

4. Review Performance and Evaluation Language

Feedback should be specific, actionable, and grounded in observable behavior.

Try this:

• Focus on outcomes and actions rather than personality traits
• Avoid vague descriptors that can map to stereotypes
• Use concrete examples and metrics

5. Model Thoughtful Language in Leadership Communications

Leaders set the tone for how language is used and valued.

Try this:

• Speaking in universally understandable terms
• Reinforcing clarity as a shared expectation
• Acknowledging and adjusting when language barriers surface
• Repeat back requests and statements in your own words to confirm comprehension
• Outline plans of action to confirm they meet expectations

How to Support and Measure Progress

Awareness and good intentions are important. However, meaningful change happens when organizations pay attention to how communication practices are actually experienced over time. Measuring progress around language use helps ensure that efforts to reduce bias and improve clarity are more than one-time initiatives—they become part of how work gets done.

One of the most effective starting points is gathering regular, lightweight feedback. Short pulse surveys can ask employees whether workplace communication feels accessible and respectful, and whether they feel comfortable asking for clarification when language is confusing. Research shows that employees who feel psychologically safe are more likely to speak up, ask questions, and share ideas, all of which are closely tied to effective communication. Tracking these perceptions over time can reveal patterns that might not surface in traditional engagement surveys.

Organizations can also look directly at the language embedded in their systems and processes. Reviewing job postings, performance evaluations, internal policies, and leadership communications can surface patterns of phrasing that unintentionally favor certain communication styles or assumptions. Periodic audits of written materials help ensure clarity and consistency across roles and levels.

Finally, progress could be reinforced through ongoing learning rather than treated as a compliance exercise. Sharing examples of clearer communication, highlighting teams that have improved cross-functional understanding, and incorporating language awareness into manager development all help normalize these practices. When organizations treat communication as a skill that can be strengthened, they create momentum that supports better outcomes for everyone.

Closing Thought

Words do more than convey information—they shape how people feel, how they are perceived, and how teams perform. By intentionally addressing linguistic differences, everyday idioms, and language-based bias, organizations can strengthen trust and collaboration while improving effectiveness.

Language evolves, and so can our workplaces. Thoughtful communication reduces bias and helps everyone do their best work.

Have you experienced miscommunication due to linguistic differences? Has it impacted your workplace? 

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