During the Meeting ☑ Invite participants at the start of the meeting to not hesitate to use their preferred OL. ☑ Explain the meeting format to participants at the start of the meeting. For example, explain that the chair(s) will recap the main points in the other OL throughout the meeting. On the other hand, advise participants that simultaneous translation (in writing and/or verbally) is available. ☑ While balancing the need to use both OL, be mindful to not change language mid-sentence or too frequently, as that could make it more difficult for employees or translation services to follow the discussion. ☑ Remind employees before the question period or round table period that they may use their preferred OL. ☑ Remind participants that they may prepare documents for the meeting in their preferred OL. ☑ If sharing information on a screen during the meeting (such as a PowerPoint deck), prepare a bilingual format that alternates OL to ensure both OL are represented or have both OL appear on the screen simultaneously (side by side bilingual format). ☑ Respond to questions in the OL they are asked. ☑ Summarize in the other OL the key points raised by participants speaking English or French.
After the Meeting ☑ Prepare minutes in both OL to share with participants, if applicable. ☑ As a good practice, ask participants what they thought about the format of the meeting. Feedback can help adapt and improve your next meeting or event.
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My Official Languages Booklet
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