How to Conduct Effective Virtual Meetings with International Teams

In the era of remote work, virtual meetings are very common. When team members come from different language and cultutal backgrounds, these meetings can be challenging. Here are some tips to make sure your virtual meetings are productive and inclusive for everyone involved.

Set Clear Agendas

A clear agenda is important for any meeting, especially for virtual meetings with international teams. An agenda helps participants understand the meeting's goals and prepare for the discussion. Share the agenda before the meeting and include any necessary documents. This gives team members who may need extra time due to language differences a chance to review and prepare.

A well-prepared agenda keeps the meeting focused and helps non-native speakers follow the discussion more easily.

Use Simple and Clear Language

Language can be a barrier in international meetings, so it's important to use simple and clear language. Avoid idioms, jargon, and complex sentences that might be confusing for non-native speakers. Speak slowly and clearly, and pause regularly to ensure everyone can follow along.

Using straightforward language makes your communication more effective. It ensures that all participants, regardless of their language skills, can understand and contribute to the discussion.

Encourage Participation

Encouraging participation from all team members is vital in virtual meetings. Some participants might feel hesitant to speak up due to language barriers. Actively invite input from quieter members and create an inclusive environment where everyone feels comfortable sharing their thoughts.

Promoting participation ensures diverse perspectives are heard, leading to better discussions and decisions. It also helps team members feel more engaged and included.

Utilise Translation Tools

Translation tools can help bridge language gaps during virtual meetings. Tools like real-time translation services and multilingual meeting platforms can help team members understand each other better. Provide subtitles or translated notes whenever possible.

Using translation tools makes the meeting more accessible for everyone. It helps reduce misunderstandings and ensures that language differences do not hinder communication.

Encourage real-time participation

Ensure that everyone feels they can make use of software features such as ‘hand raising’ to ask questions in real-time. This prevents people from feeling left behind, and fosters an environment where colleagues feel they are not at a disadvantage because of their level of English comprehension..

Follow Up with Clear Summaries

After the meeting, send out a clear and concise summary of the discussion and any action items. This is especially important for international teams, as it ensures that everyone has a written record of what was discussed and agreed upon, which they can refer to if needed.

Post-meeting summaries help reinforce understanding and accountability. They provide clarity on the next steps and ensure that all team members are aligned, regardless of language proficiency.

Conducting effective virtual meetings with international teams requires careful planning and consideration of language barriers. By setting clear agendas, using simple language, encouraging participation, utilising translation tools, and providing clear follow-ups, you can ensure that your meetings are productive and inclusive. At The London School of English, we offer training programs to help businesses improve their communication skills in international settings. Contact us today to learn more about how we can support your team.