A language-aware approach

A language-aware approach is a practice that acknowledges people in the workplace who speak different languages. Language-aware approach can

• help to dismantle and eliminate obstacles in understanding and participation
• make it possible to work with developing language proficiency
• help in the acknowledgement of how important role language plays in the work community
• increase awareness on different native languages and the forms in which languages are present
• increase appreciation for and the visibility of languages.

Lack of language skills is a significant barrier to gaining employment in Finland

Nearly half of the foreign background population estimate the lack of language skills as a barrier to employment. Prejudices and discrimination are often hidden in the background of language requirements. More than 75% of companies are not ready to hire immigrants, who are not fluent in Finnish. On the other hand, the Finnish Institute of Occupational Health’s Diversity Barometer found that most respondents, who were HR professionals (88%), believed that perfect command of Finnish and/or Swedish is not required if the job does not require this.

A multilingual work community takes everyone into consideration

Language awareness is promoted in organisations and workplace in a multitude of ways. It is important to act systematically and to record all agreed on practices into descriptions of activities.
Language awareness can be implemented in different ways, such as with the following actions:

• As a work community, commit to the promotion of language awareness
• Prepare all workplace matters in a language-aware manner.
• Examine your work community’s practices.
• Assess language requirements critically in recruitments and consider whether they are based on actual need.
• Carry out job interviews in the language in which you work.
• Use all the languages known by members of your work community simultaneously. For example, Finnish and English can both be used as working languages at meetings.
• At the beginning of a stakeholder meeting, notify participants of your language-aware operating culture: “At this meeting, participants will also be able to speak in English.”
• Make it possible to complete work tasks in languages other than Finnish.
• Reserve money for translation, ensuring that Finnish material is translated into the necessary languages.

Language awareness in pictures

The following comic strips depict the daily life of a language-aware work community. The comic strips have been drawn by Warda Ahmed, and they were created as a part of the Manifold More project.

Need for language-awareness in working life

Just under 8% of Finland’s population speaks a foreign language as their native language. Insufficient language proficiency is perceived as the most common obstacle for gaining employment.

Insufficient language skills prevent employment, and on the other hand the lack of employment prevents a person from improving their language skills. Many companies by habit require a native proficiency level in Finnish from their employees. The purpose of language awareness is to make it possible for people to work while they develop their Finnish language skills.

Critical assessment of the language proficiency requirement at the recruitment phase

Organisations would like to hire employees from different backgrounds but have expressed that it is difficult to find experts. One diversity promoting recruitment method is the critical assessment of the language skills required for a position.

In the Finnish Institute for Health and Welfare’s Manifold More project’s recruitment experiment the applicants were required fluency in English and a basic foundation in Finnish. The job advertisement was published in English and in Finnish.

The results were a positive surprise:

• a total of 120 applications from 95 different applicants were submitted for two researcher’s positions.
• The group of applicants spoke 26 different native languages and one fourth of the applicants had completed a PhD.
• It is often easiest to find the best expertise from a broad and diverse group of people.

From a recruiter’s perspective, the critical assessment of the Finnish language skills required in a position improved the competence of immigrant applicants when comparing applications.

The decision to have a lower level of proficiency in Finnish did not mean lowering the positions’ level of demand or the expertise required for it.

A language-aware approach is a common ground rule for everyone

There are many types and levels of language proficiency in a work community. For example, not everyone may be able to follow fast communication as adeptly.  A language-aware operating culture can be evident in that both Finnish and English are used flexibly in meetings. A method that has proven to be good for implementing language awareness has been to review the shared operating practices at the beginning of meetings. This includes the languages in which speeches will be held and in which questions can be asked. Responsibility for language-aware activities is jointly shared by the entire team. Thus, reviewing the principles of language awareness is not just the obligation of one employee.

Language-aware approach in practice

Language-aware approach at the workplace can cause concern also for those who are used to communicating in Finnish. For example, some may feel nervous when speaking in English.

The aim of language-aware approach is not to change the language of communication in its entirety to English. Every expert in every situation uses the language that they feel best supports their expertise.  Language awareness happens in selected common languages.

Organisation provides support for developing language proficiency

An organisation’s competence is built by developing the expertise of its personnel. Language studies are most often considered an individual’s own responsibility and rarely a part of the work community’s structures. 

A language-aware work community takes the personnel’s linguistic diversity and the need for language studies into consideration as part of the development of personnel competence. A language-aware organisation facilitates Finnish language studies and supports to use the language in the workplace’s daily activities. For example, the Finnish Institute for Health and Welfare employees can attend language courses during their work time at the employer’s expense.

A language-aware environment allows for mistakes

A language-aware work community’s daily life includes linguistic mishaps, meaning unintentional mistakes and misunderstandings. Situations and mistakes related to language may cause amusement but also shame.  However, the development of language skills is a process which requires mistakes and practice. In a language-aware and encouraging work community an expert will not be left alone to dwell in the shame and inadequacy related to a language mistake.

People will dare to ask questions in psychologically safe environments

The psychological safety of a work community promotes people’s courage to use their developing language skills. Psychological safety refers to a shared experience that the work community allows each person to be themselves and take risks. A psychologically safe space gives a person the courage to ask questions without fear of being abandoned or punished by others.  

The psychological safety of a work community is built in encounters. The examples set by supervisors play an important role.

A language-aware work community benefits everyone

Studies have shown that diversity is a factor of success for an organisation: it improves innovation, the ability to reach new client groups, and profitability. However, the mere existence of diversity will not ensure success. This requires good management, psychological safety as well as inclusive operating practices, such as language awareness.

The language skills of an expert in a language-aware work community will develop and their confidence to act in different specialist positions will grow. An equal and non-discriminatory work community allows everyone to feel that they are valuable and an expert even if their language skills are still developing.

References

In Finnish

Bergbom, B., Toivanen, M. & Väänänen, A. (2020). Monimuotoisuusbarometri 2020: Fokuksessa rekrytointikäytännöt ja monikulttuurisuus. Työterveyslaitos.

Kuusio, H., Seppänen, A., Jokela, S., Somersalo, L. & Lilja, E. (toim.) (2020). Ulkomaalaistaustaisten terveys ja hyvinvointi. FinMonik-tutkimus 2018–2019. Terveyden ja hyvinvoinnin laitoksen julkaisuja, Raportti 1/2020.

Lehmuskangas, P., Kärpänoja, J., Roth, S., Sandqvist, S. & Hietikko, M. (2020). Selvitys maahanmuuttajien rekrytoinnista. Uudenmaan elinkeino-, liikenne- ja ympäristökeskus. Raportteja 09/2020.