Challenges with a multilingual workplace

Pia Vuorinen, HSE Manager at SSG in Finland, gives advice on how to manage multiple languages at the workplace.

It is always possible to translate instructions into different languages, but are written instructions really the most effective and safest way to communicate? Visual aids, such as illustrations, images and videos, often work best – not only during introductions, but also in everyday work in noisy production environments.

Some companies use video presentations of production sites and routines such as those relating to the use of workwear and protective clothing. A good way to verify that the information has been understood is to ask the coworker to show how, for example, lifting is performed ergonomically correctly.

In multinational work environments, there can also be cultural clashes that need to be resolved. The main principle is that the work must be carried out in accordance with the laws of the country in which it takes place. In special situations, such as those relating to health or employment conditions, it is good to use an interpreter to ensure legal protection for all parties involved.

How can you prepare in advance?

• If the team has been commissioned by a subcontractor, one way to do this is to contractually require that the team leader/supervisor works using a common language with both their team members and the supervisor in the client’s organisation (often English).
• Another example could be when a company hires a group of people for its own organisation and they are not yet familiar with the language and possibly the working culture in the new country. In this case, it is useful if a person is appointed to tell both the group members and representatives from the host company about the background, expectations and customs in advance.
• The most important instructions should be translated into the relevant language in advance. If the organisation already has a person who speaks the language, they can be used as support during the introduction. Alternatively, various applications can be used to easily translate instructions or messages.
• The company must remember to train and guide its own coworkers in advance on what is expected of them, how to include new coworkers in the team and train them, for example in new ways of working.
• A sense of workplace community should also be encouraged by, for example, talking about everyday and non-work related things during coffee breaks and mealtimes.