Communicating through language barriers in the workplace

Have you ever moved to another country for work? If you haven’t, just imagine the exciting adventures you could have… but what would you do if, when you arrive on the job, things suddenly feel harder than expected. Meetings move too fast, instructions aren’t always clear and when you’re too embarrassed to ask for clarification, you might risk having to figure it out on your own. All because you are still working hard to master another language.

This is the reality for many workers in Australia and around the world. Diversity in our workplaces brings incredible richness, but it also comes with challenges, particularly when it comes to communication. For internal communicators, the stakes are high because it’s not just about making sure people feel included, but also about protecting health, safety, and productivity. 

So, how do we bridge the language divide and help every team member thrive? We’ve got six tactics that can make a real difference.

1. Put it in writing

Fast-paced meetings are tough to follow, even for native speakers. Supplement your discussions with written material: clear agendas, instructions, or follow-up notes that people can take away and revisit. You should also consider translating important policies, safety procedures, or company updates into the languages most common in your workforce.

AI can help with first-draft translations, but make sure you always get a native speaker to review.

2. Go beyond the group meeting

Toolbox talks and daily stand-ups are quick and informal, but that often means details are missed. Instead of expecting everyone to absorb information on the spot, make space for smaller conversations afterwards. A short one-on-one or small group chat can give employees the confidence to ask questions without embarrassment.

If you have multilingual staff, lean on their skills because they can be an invaluable bridge between cultures.

3. Keep it clear and simple

Plain English is always best. Aim for short sentences, straightforward language, and avoid jargon. Slang and colloquialisms can be especially confusing! Australians are notorious for this (“brekkie,” “arvo,” “chuck a sickie” … what’s your favourite?).

One practical hack: run your written communication through AI tools to highlight slang or overly complex phrasing.

4. Harness the power of visuals

Images and videos often transcend language better than words. Just think of Ikea’s flatpack instructions or the universal icons we see at the Olympics. Whether it’s a step-by-step process for using machinery, a safety demonstration, or an onboarding guide, visuals can reduce misunderstandings dramatically.

Where possible, add captions, voiceovers, or transcripts so people can learn in multiple ways.

5. Bring communication to the frontline

Don’t hide critical information in a binder or rely on memory from a meeting hours ago. Place posters, checklists, and visual reminders right where the work happens, like on the equipment, in treatment rooms, or near workstations.

Timely, accessible communication reduces cognitive load and ensures safety is always front of mind.

6. Ask employees what works

Perhaps the most important step: ask people what they need. What confuses them? What formats help them most? What barriers are they facing? Co-design your communication strategies with employees and you’ll get better results. Plus, you’ll also show genuine respect for their perspectives.

Supporting employees who are learning a new language isn’t just about compliance or safety. It’s about valuing their knowledge, experience, and contribution. When we make communication accessible, we create workplaces where people feel safe, included, and empowered to bring their best ideas forward.