Official Languages Obligations when Conducting Meetings - FAQ
When must a meeting be bilingual?
When a meeting is held in a bilingual region or when the meeting involves employees working in a bilingual region, every effort must be made to ensure that the discussions are held in both official languages, without constraint, at the choice of the participants. This is especially important in cross-regional team work environments.
Will you be forced to use one language during meetings?
When working in a bilingual work environment, you have the right to participate in meetings using either of the two official languages. You also have the right to receive all documentation – agendas, minutes and subsequent communications – simultaneously in both official languages.
What is your role as chairperson?
Your role as chairperson is to ensure that the participants have the option to communicate in their official language of choice. The responsibility for breaking the ice is also yours – use both official languages from the time the meeting begins, and invite the participants to feel free to use their preferred official language.
You have been asked to chair a meeting, however you are not fully bilingual. What should you do?
You have a few options available to you such as having a co-chair to help you if you are not comfortable in your second language or using simultaneous interpretation.
What is your role as a meeting participant?
The use of both languages requires a spirit of cooperation from members of both language groups. The willingness of participants to use both official languages, their open-mindedness, their respect for others and a desire to work together can only have a positive impact on the atmosphere of meetings!