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How Translating Internal Communications Creates an Accessible, Inclusive Workplace
In today’s global business environment, robust internal communication has never been more critical. With the rise of remote and hybrid work models, organizations face the challenge of maintaining seamless collaboration across diverse linguistic and cultural landscapes. Effective internal communication strategies bridge these gaps but also foster an inclusive workplace where every employee, regardless of location, feels connected and valued.
The Importance of Effective Internal Communications
Robust, authentic communication helps create connected, focused, productive employees. Strong channels for interaction enable staff to exchange ideas, ask questions, and connect with team members. Organizations run more effectively when people have the information they need to make strategic decisions that align with the company’s mission, values, and goals.
Communicating Across Languages
Effective communication can be difficult even when everyone speaks English. Around the globe, many people speak English as a second language, but competency varies greatly. When a workforce includes individuals who speak English as a second language, it can increase communication challenges. High-level terminology may be misunderstood, or linguistic nuances may be missed. Points can be misconstrued, and the intent of messaging may be lost. Misunderstandings can lead to underperformance, accidents, and even legal issues when staff members are unaware of company policies and procedures or safety regulations.
Translating internal materials helps produce a more efficient, effective flow of information and creates employees who are engaged, informed, and empowered to thrive and grow.
A few of the items we regularly translate for our clients include:
- e-newsletters and intranet articles
- intranets and internal portals
- employee handbooks
- surveys
- codes of conduct and related training
- online training materials and learning management systems
When organizations translate internal communications into employees’ native language, it results in greater comprehension and engagement with the content and its messaging. In-language policies and ethical guidelines help ensure all employees thoroughly understand and adhere to company protocols and standards for professional conduct.
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Town Hall Meetings
Company-wide meetings are a forum for sharing company achievements, results, and goals. Often held annually or quarterly, these motivating, interactive meetings provide a valuable forum for everyone in the company to meet with leadership and receive the same information at the same time.
While traditionally in-person events, these meetings have expanded to include hybrid or remote workforces. Some organizations have created blended formats by allowing minimal in-person attendees while enabling others to join remotely. Many others have committed to fully online models for the foreseeable future.
No matter the format, there are ways to make this meaningful forum accessible in employees’ preferred languages. We regularly help clients with simultaneous remote interpreting during their live events, followed by transcription and subtitling so that the recordings can be disseminated to all employees.
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Guidelines for Authentic, Effective Internal Communication
Every organization has its own culture and goals, so there is no one-size-fits-all approach to internal communications. Communication tactics that once worked for an office-based workforce may not work for a virtual workforce. However, here are some tried-and-true best practices to help create authentic internal communications with employees’ needs in mind.
Make sure your message reaches everyone. Make it your goal to connect with every employee. Too often, segments of a workforce are overlooked, such as remote staff members or those who are less technologically savvy. Without a regular flow of communication, these employees can become disengaged. To remedy this, implement robust, user-friendly internal communication channels that can be accessed on both desktop and mobile. Don’t assume everyone has the same level of knowledge about a topic. Clarify jargon and spell out acronyms to ensure that all employees remain engaged, regardless of their familiarity with technology or corporate lingo.
Maintain Consistent Communication. A regular and consistent communication stream is vital for an engaged and informed workforce. Avoid the pitfalls of erratic communication, which can lead to periods of employee disengagement. Plan a communication schedule and adhere to it. Provide consistent updates and notifications about news and events to keep employees connected and engaged. However, it’s essential to balance the frequency of communications to avoid overwhelming employees. Focus on sending concise, necessary information at the right times to maintain interest and reduce potential stress or burnout.
Communicate with Clarity and Specificity. Clear and specific communication is essential, especially in a diverse and global workforce that may require translations. Avoid jargon and overly complex language to ensure the message’s intent remains clear across languages. Direct, honest communication, especially when conveying difficult news, fosters trust and reliability.
Show Appreciation. Recognition in the workplace goes beyond monetary rewards; it fulfills the fundamental human need for appreciation and connection. When management and peers regularly acknowledge employees’ efforts, it cultivates a motivated workforce driven to excel. Celebrating achievements boosts morale and encourages a culture of excellence and team cohesion, prompting employees to consistently perform at their best.
Implement an Internal Communication Strategy. Developing a comprehensive internal communication strategy begins with understanding the unique needs of your organization. It involves asking critical questions about your organization’s goals, audience, content, timing, and communication channels. A well-defined strategy acts as a blueprint, helping enhance employee engagement and productivity. An organized approach to internal communication ensures measurable progress and sustained improvements.
Empower Your Team Across Languages
As businesses navigate the complexities of global operations and remote work, prioritizing clear and inclusive internal communication becomes crucial for fostering a unified, informed, and motivated workplace. By ensuring that every piece of communication is accessible in the native languages of all employees, organizations can significantly enhance understanding, engagement, and participation across all levels. This approach strengthens the bonds within a diverse workforce and reinforces an organization’s commitment to inclusivity and respect for cultural differences.
