Chairing bilingual meetings

Did you know

The University of Ottawa’s Regulation on Bilingualism gives staff and faculty the right to work and be supervised in the official language of their choice. The regulation governs the conduct of meetings in both official languages. This guide is meant to assist University of Ottawa staff chairing meetings with colleagues.

Background: At the University of Ottawa, both official languages have equal status. Staff members have the right at all times to speak in the official language of their choice during meetings.

Please note

Please note that the principle of being able to speak in one official language during a meeting does not remove the obligation of all staff members to communicate in the two languages, with French taking precedence, when sending written information (for example, emails).

See section 3.5 of the Regulation on Bilingualism

Best practices for bilingual meetings

The purpose of holding bilingual meetings is to maximize participation of all staff members, given that most are more productive in the official language of their choice. As well, bilingual meetings help staff members maintain their skills in their second official language, allowing them to be exposed to both official languages. Finally, bilingual meetings show respect towards all colleagues present.

If the meeting includes a presentation by an external person, see the Best Practices for Bilingual Presentations by External Persons

Group of people sitting at a table during a meeting

Best meeting practices with participants who understand both official languages

Meeting chairs should be at ease in both official languages and ensure that all staff and faculty can participate fully in the meeting in the official language of their choice. Chairs should ensure that the meeting takes place from beginning to end in both official languages, paying particular attention to balancing the use of both languages in this role.

Chairs should remind participants in both languages at the start of the meeting that they are free to speak in the official language of their choice.

In exceptional cases, during meetings of units with a particular mandate, the meeting can take place in one of the two official languages if a special dispensation has been obtained.

The person taking minutes should be at ease in both official languages and report comments in the language they are made.

No further measures are required, since in principle, all participants can understand both official languages.

Best meeting practices with participants whose bilingualism levels vary

In addition to the above-mentioned best practices, when holding a meeting where staff members’ level of bilingualism varies, the chair must ensure a French key point summary of each contribution in English, and vice versa, is made. This may slow down the meeting somewhat but adds greatly to the common understanding. It is thus important that the chair allow for the necessary time.

To create an inclusive environment for the two official languages and foster a sense of linguistic security, the chair can encourage, as necessary, staff members less at ease in one of the two official languages to express their opinions by proactively giving them the floor.

In online meetings using applications like Teams or Zoom, it may be useful to remind a group whose level of bilingualism varies that people can enable the subtitling and simultaneous translation option. This strategy doesn’t replace the need to summarize remarks in the other official language.

Checklist

Meeting chairs must ensure that linguistic duality is respected throughout the meeting, including by declaring at the start that all participants are encouraged to speak in the official language of their choice.
Make sure you know your audience.
- Does everyone understand both official languages?
  - Make sure that all are comfortable speaking in the official language of their choice.
  - As you are leading the meeting, make sure you balance your use of the two official languages.
- Does participants’ level of bilingualism vary?
  - Allow for enough time to summarize remarks made in the other official language.
Report each contribution in the language used.

Regulation on Bilingualism, section 3.5

Consult the full regulation

3.5 Language of meetings

In meetings of the central administration, administrative services, and the academic units (and their committees), individuals may use the official language of their choice. It’s desirable, where possible, to encourage proportionality in the use of both languages.
An exception shall be made to the language of meetings in academic units and in centres, institutes, labs and research groups whose language is related specifically to their mission and vocation.
Central administration documents concerning University governance, including regulations, policies, budgets and proposals that are of public interest, shall be made available simultaneously in both official languages.
As a general rule, it is allowed to distribute documents stemming from meetings of the central administration, administrative services, and the academic units (and their committees), such as presentations, in either official language.
Minutes of meetings of the central administration, administrative services, and the academic units shall report remarks in the official language in which they were made.