Four Steps to Successful Multilingual Meetings

Language Services Direct Team

Business communication in a globalised world increasingly brings different languages into one room (or onto one Zoom call). Every growing business may need to operate beyond any one language at some point. While you may be able to rely on the most common language at times (which is often English, as this is regarded as being the global language of business), there are times when you may have to step outside your comfort zone and tap into a wider set of language skills. 

Managing meetings is in itself a transferable business skill that can be enhanced by a deeper understanding of cultural differences. Developing your team’s ability to bring people together across languages has the potential to supercharge your global prospects. 

In this article, we offer some advice on preparing for and managing multilingual meetings. 

Preparation is Key 

As always in life, the more prepared you are, the more likely your meeting is going to be a success. So, before you put the date into everyone’s calendars, check in with what you already know and what you need to know. 

Consider the shared languages you have in the room – is there a common language you can all fall back on if needed? Is anyone in your team (including you) new to the local language of your overseas colleagues? Is someone on your team best placed to lead certain parts of the conversation due to their language capabilities? Will anyone be dialling in rather than joining you in person? 

Once you have a clear view on which languages will play a role in your meeting (and the degree of language expertise across the group), consider whether you need to hire an interpreter. You can also provide all pre-meeting preparation materials in each language you have identified, and ensure that your interpreter has these materials to hand too. 

Cultural considerations are paramount too – is there a preferred way to greet your overseas contacts, and are there any cultural behaviours that are best avoided? Cross-cultural training can help make all the difference when planning a multilingual and multicultural meeting. 

Give Everyone a Voice 

Having a clear focus for your meeting will help set you on the right path to achieving your meeting’s goals. Allow time to summarise ideas and next steps as you work your way through the agenda, and pay attention to the engagement level in the room in case anyone may be finding the language shift challenging.  

Seek the views of the big personalities in the room (and those who may already be confident working across more than one language) as well as the quieter, more reflective people in the meeting to ensure that all voices are heard and encouraged. A skilful meeting chair will ensure that every voice gets a fair hearing. 

Encouraging participation from every participant – with the communication support they need, via an interpreter if helpful – will show your international colleagues that you care about the views of everyone in the room. Make sure your agenda allows time for everyone to share their thoughts. And as the meeting runs on, check in with whether you are still delivering on your goals for the meeting. 

Refresh and Refuel 

Taking care of the people in the room is at least as important as taking care of business. Have you put out pens and paper in case people need it? Do you have fresh water in the room? Is the meeting room clean, tidy and comfortable? Not too hot or too cold? Have you factored in a bathroom break (and does everyone know where the bathrooms are)? Even though these points may seem obvious, skimming past the planning here may create discomfort or awkwardness before your meeting begins, which would be an inauspicious start. 

Food may also be a factor to consider if your meeting runs long (or starts or finishes with lunch or dinner). Alcohol might not be culturally acceptable to all delegates, and certain foods may be disagreeable to your international colleagues. Again, preparation is the key: if meeting room comfort or food requirements are the areas you fall down on after all your language-oriented planning, you run the risk of undermining your hard work. 

Invest in Language and Cross-Cultural Training  

Having an interpreter on hand as you initiate new relationships may give your colleagues the confidence they need as they adjust to a multilingual environment – but providing them with language and cross-cultural training will provide them with the skillset to manage and maintain long-term professional relationships. Your employees are one of your biggest assets, so give them a chance to shine! 

With ample preparation and a focus on successful outcomes, your team will be aware of any cultural considerations, conscious of maximising the engagement of all attendees, and well-trained for developing your business further. 

If your organisation would benefit from some additional support with language or cross-cultural training, contact us today. We can provide you with a bespoke training plan that fits with your organisation’s ambitions for long-term success.