Bilingual meetings: step by step
Invitation
Make sure that the invitation and the agenda clearly state that both official
languages will be used at the meeting and that arrangements have been made to
allow unilingual attendees to take part in discussions.
Opening
Use both official languages at the start of the meeting and invite participants
to speak in the language of their choice. Don't hesitate to appoint a co-chair
if you are not entirely comfortable in the two official languages.
Ask participants whether they understand both official languages. If help is
needed, offer summaries of the relevant topics in their preferred language.
Remind participants that the presence of unilinguals should in no way inhibit
bilingual discussion.
Presentations and discussions
If necessary, call upon participants who support your initiative to contribute
something in the minority language.
Address participants in their first language.
Closing
Remind participants that they are free to prepare documents in either English
or French, both in draft or final form.
If necessary, decide which documents are to be translated and when. Ask
participants for their feedback.
Take note of suggestions or methods that were successful. Enter into a dialogue
with your group.
Excerpted from: Chairing meetings: How to successfully conduct meetings in both
official languages.
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Additional resources
For more complete documentation concerning bilingual meetings consult:
Official Languages Publications and Guides - Language of Work
Chairing Meetings: How to successfully conduct meetings in both official
languages
You Have the Floor: Using Both Official Languages in Meetings
www.hrma-agrh.gc.ca/ollo/tools-outils/pg/index_e.asp#40
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