Last updated on Jul 13, 2024

Your colleague feels excluded due to language barriers. How can you ensure they stay informed and engaged?

In today's diverse workplaces, language barriers can unintentionally exclude colleagues. Imagine a teammate who struggles to keep up with conversations or emails because English isn't their first language. It's not just about missing information; it's about feeling isolated from the group. It's crucial to ensure that all team members feel included and are able to contribute fully, regardless of language proficiency. This article will explore practical ways to ensure that your colleague stays informed and engaged, breaking down language barriers to create a more inclusive environment.

1 Use Simple Language

When communicating with a colleague who faces language barriers, using simple language can make a significant difference. Avoid jargon, idioms, or complex sentence structures that can be confusing. Instead, opt for clear, concise language that conveys your message without ambiguity. Remember, the goal is to be understood, not to impress with your vocabulary. By simplifying your language, you not only make your colleague feel more included but also improve overall communication within the team.

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Meri Wiik

🥇LinkedIn Top Voice 💖 Essity & Tork 🧻 Making toilet paper & periods engaging | Employer Generated Content, Branding & Female Health | Deputy Board Chair, Norwegian Endometriosis Association | Awarded SoMe Marketer
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From years of working in international teams, I have experienced both god and bad practice when it comes to including across different league levels. The most important thing is to clarify the expectation that there is one common office language, for instance English, and ensure a group speaking say a local language doesn’t fall for the temptation to switch at every occasion. At the same time, it’s a good idea to level down the use of jargon, corporate slang and abbreviations where they can be avoided. Simple language is always the best. Simple language doesn’t have to be poor language.

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Ibtissem Lamouchi

Dedicated contributor to global progress through insightful data transformation, strategic project management and leadership, and impactful multilingual communication.
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I would go for creating bilingual materials and use visual aids in my communication and would host multicultural events to celebrate different languages and engage my team members in activities where I can proceed to pairing non native speakers and people who are proficient in the company’s language. In my perspective the most important action would at a later stage be to get continuous feedback, I should regularly seek feedback from team members about their progress and their needs and barriers in communication.

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Jennifer T.

DV-Koordinatorin bei Stadtwerke Köln GmbH
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Nicht nur bei Kollegen mit Sprachbarrieren ist es wichtig eine einfache Sprache zu verwenden. Mit Fachausdrücke nimmt man keinen der Kollegen mit. Ich versuche immer den Kollegen den Sachverhalt so zu erklären, dass auch "nicht Spezialisten" wissen, wovon ich rede.

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2 Provide Written Summaries

One effective way to ensure a colleague who is not a native speaker stays in the loop is by providing written summaries of meetings and important discussions. These summaries should highlight key points and action items, allowing them to review the information at their own pace. This practice not only benefits your colleague but also serves as a reference for the entire team, ensuring that everyone is on the same page and that no critical information is lost or misunderstood.

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Meri Wiik

🥇LinkedIn Top Voice 💖 Essity & Tork 🧻 Making toilet paper & periods engaging | Employer Generated Content, Branding & Female Health | Deputy Board Chair, Norwegian Endometriosis Association | Awarded SoMe Marketer
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There are so many great AI tools for this purpose now, that even transcripts can be made without extra work. In addition to providing summaries, it’s a good idea to practice speaking a little slower and more clearly. This way, the need for a transcript becomes less crucial.

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3 Offer Translation Tools

Incorporating translation tools into your workplace can empower colleagues who struggle with language barriers. Encourage the use of software that translates emails or documents, or consider providing access to professional translation services for essential communications. These tools can bridge the gap between languages, allowing your colleague to fully understand and participate in workplace discussions and decision-making processes.

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4 Encourage Questions

Creating an environment where it's safe to ask questions is vital for colleagues dealing with language barriers. Encourage your colleague to seek clarification whenever they're unsure about something. This not only helps them stay informed but also fosters a culture of openness and trust within the team. By showing patience and understanding when questions are asked, you'll help your colleague feel valued and supported.

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Meri Wiik

🥇LinkedIn Top Voice 💖 Essity & Tork 🧻 Making toilet paper & periods engaging | Employer Generated Content, Branding & Female Health | Deputy Board Chair, Norwegian Endometriosis Association | Awarded SoMe Marketer
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The best way to ensure your team feels it’s safe to ask questions, is asking questions yourself. Even if you understand everything, ask where you think others might get confused.

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Jennifer T.

DV-Koordinatorin bei Stadtwerke Köln GmbH
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Wenn sich jemand bei mir schon im Einführungssatz für seine doofe Frage entschuldigt, sage ich immer, dass es keine doofen Fragen gibt. Und so ist es.

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5 Utilize Visual Aids

Visual aids can be incredibly helpful for conveying complex information to colleagues who face language challenges. Use diagrams, charts, and images to supplement verbal explanations or written content. These visual elements can provide context and clarity, making it easier for your colleague to grasp the material being discussed. Moreover, visual aids can enhance learning and retention for the entire team, making them a beneficial tool for all.

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6 Initiate Inclusive Activities

Finally, engaging in inclusive activities that transcend language barriers can help your colleague feel more connected to the team. Organize group events or team-building exercises that don't rely heavily on language, such as collaborative projects or workshops. These activities provide opportunities for non-verbal communication and can help build rapport among team members, fostering a sense of belonging for everyone involved.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your colleague feels excluded due to language barriers. How can you ensure they stay informed and engaged?

1

2

3

4

5

6

7

1 Use Simple Language

2 Provide Written Summaries

3 Offer Translation Tools

4 Encourage Questions

5 Utilize Visual Aids

6 Initiate Inclusive Activities

7 Here’s what else to consider

Internal Communications

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Your colleague feels excluded due to language barriers. How can you ensure they stay informed and engaged?

1

2

3

4

5

6

7

1 Use Simple Language

2 Provide Written Summaries

3 Offer Translation Tools

4 Encourage Questions

5 Utilize Visual Aids

6 Initiate Inclusive Activities

7 Here’s what else to consider

Internal Communications

Rate this article

Thanks for your feedback

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