Language-aware meeting practices
Tips for organising smooth meetings using multiple languages or when participants are at different levels of language proficiency.
The entire work community.
Reserve time to consider language issues.
Everyone can understand and participate in meetings as well as possible, regardless of their language skills.
Language-aware meeting practices
Taking language issues into consideration comes with many benefits. Participants can be more active when they can use their strongest language. At the same time, being exposed to other languages supports language learning. The use of different languages shows the diversity of the organization and helps create inclusive ways of working.
When several languages are used in a meeting or participants have different language abilities, consider the following:
Reserve time for small talk before the meeting. Much like in face-to-face meetings, small talk, “settling in”, and getting coffee before the meeting are excellent ideas. These situations are particularly important for language learning.
At the start of a meeting, agree on the language(s) used. Choices extend beyond just using either English or Finnish: consider using languages flexibly.
Before the meeting, agree on meeting objective(s) and what is expected of each participant. This allows advance preparation. Even if the thematic discussion in the meeting is in English, language-learning employees can, for example, prepare an introduction in Finnish.
Structure the discussion, for example, by clearly explaining the next topic and the objective of the discussion. Clearly indicate turn-taking, including ends of turns and transitions between themes. Only one speaker should speak at a time.
Make sure that key concepts are clear to everyone. You may also make brief summaries of what has been discussed so far. Allowing for some breathing room in the summaries ensures that there is time for clarifying questions.
Language-aware practices in remote meetings
In remote meetings, you should also consider the following:
Keeping cameras on ensures that the language learner’s spoken language comprehension is supported by oral articulative movements and facial expressions. Seeing the listeners’ facial expressions and gestures provides more versatile feedback for the speaker.
The role of the chair is emphasised in remote meetings. They should ensure that participants understand and hear each other.
Body language is not always clearly conveyed. In remote meetings, body language must be verbalised or written in the chat, which may be more difficult for a language learner participant than a native speaker. For example, you may need to add a closing phrase at the end of your turn. In fact, revising typical phrases used in remote meetings to regulate participation in interaction together can support the language-learning employee.
Use the chat to check for understanding and to explain difficult terms.
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Multilingual events
Instructions for preparing and leading an event where participants have different language proficiencies.
Reserve time to consider language issues.
Everyone can understand and participate in events as well as possible, regardless of their language proficiency.
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©2024 Johanna Komppa, Eveliina Korpela, Lari Kotilainen, Salla Kurhila ja Inkeri Lehtimaja
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