As remote work has become more in-demand, a multitude of businesses are on the look-out to hire talent from abroad. With globalization and companies regularly hiring people from different backgrounds, cultures and countries, having a meeting, or even just a conversation with someone who doesn’t speak the same language as you, are situations you cannot avoid.
This language barrier can often pose a threat to successful communication and understanding. Many important details can get lost in translation, and as such, multilingual meetings can often cause confusion to all parties involved. If you are one of these parties, we are here to help you with some tips and tricks on how to get the most out of a multilingual meeting.
1. Set a Clear Goal for the Multilingual Meeting
Preparation is the key to success. To ensure that every participant is well-prepared for a multilingual meeting, it is crucial to set a clear goal ahead of time. The goal should provide answers to the 5 W’s: who, what, when, where and why. A good approach would be to set individual goals depending on each participant’s area of responsibility. It would contribute to transparency, clarity and the grants the opportunity for participants to prepare ideas and suggestions ahead of the meeting.
2. Find the Best Interpreter You Can
Finding a competent interpreter is one of the most important tips for a multilingual meeting. The interpreter must be proficient in all the languages used at the meeting. This way, nothing will be lost in translation and the meeting goals are successfully met.
3. Use Sound Equipment
A reliable solution to a flourishing multilingual meeting is sound equipment. Especially one that features advanced noise reduction systems. Using reliable/pristine sound equipment will help participants be heard and understood without the interference of the background noise.
4. Avoid language switching mid-sentence
When participating in a multilingual meeting and being proficient in several languages, it is natural to switch between them. Nonetheless, this can create confusion for both the audience and translators. To avoid this, it is best to announce beforehand that you will be changing languages. This will give everyone a chance to prepare and adapt accordingly.
5. Allocate Sufficient Time for Agenda Items
Meetings, particularly multilingual ones, can be unpredictable, which increases the margin of error. To minimize this, it is advisable to estimate the time required for each agenda item in advance. It is recommended to allocate 20% more time than the estimated time for each topic. This way, if unforeseen issues arise, you will have extra time to address it without affecting the rest of the meeting schedule.
6. Speak clearly
When speaking at a multilingual meeting, it is essential to speak clearly, coherently, and at a moderate pace. By doing so, you will enable the audience and the translators to fully comprehend your points.
7. Take Turns Speaking
A simple yet crucial tip for a successful multilingual meeting is taking turns speaking to avoid interruptions. It is important to be considerate of other participants, including the interpreter. Speaking simultaneously can lead to words being misheard or unheard. Therefore, it is advisable to exercise patience and wait for others to finish speaking before taking your turn, even if what you have to say is urgent.
8. Invite Relevant Individuals
To prepare effectively for a multilingual meeting, it is crucial to invite only the people who are essential to achieving the meeting’s objectives. Additional guests can be a distraction to the translators and other participants, causing delays and hindering the meeting’s progress. Therefore, it is recommended to invite only those who are necessary for the meeting’s success.
9. Make Non-Native Speakers Feel Welcome
The floor language is the primary language spoken at the multilingual meeting, which can make non-native speakers feel uncomfortable and stressed. As the event host, it is your responsibility to create a welcoming environment for these participants and ensure that their needs are met. Make them feel at home and reassure them that their ideas will be valued and heard.
10. Use Slides Wisely
Slide presentations have become an essential tool in meetings, be it online or face to face. To optimize your multilingual online meeting, it is important to use slides effectively. A good practice is to begin the presentation with a welcome slide in all the languages used in the meeting. Additionally, whenever possible, use materials that incorporate both English and the target languages in the remaining slides. This will make the presentation more accessible and engaging for all participants.
Final Thoughts
We trust that these tips have proven useful to you. When it comes to multilingual meetings, the most critical factors are meticulous planning, effective communication among all involved parties, and judicious use of available resources. Make use of the 10 tips we provided for you to achieve success in your multilingual meetings.
