Communicating Clearly Across Language Differences

How do I communicate effectively across language differences?

Working with a global intern is a huge asset, but it can sometimes lead to "lost in translation" moments. The goal isn't for your intern to be a perfect linguist. It's for your instructions to be so clear that language is never a barrier to high-quality work.

Signs of a Processing Gap

If you notice these behaviours, it’s likely a sign that the intern is struggling with the language load, not the task itself:

• The Vague Yes: They say "I understand" or give very short replies but then seem unsure of how to start.
• Meeting Hesitation: They are quiet in live calls but very active in text-based chat.
• Interpretation Errors: They follow the instructions, but the tone or nuance of the deliverable is slightly off.

The Clarity-First Strategy

You don't need to change what you say, just how you share it. Try these low-effort adjustments:

1. Essentials First: Use the "Who/What/When" format.
   • Example: "Hi [Name], please update the client list (What) by Friday 4 PM (When) using the attached template (How)."
2. Ditch the Idioms: Phrases like "hit a home run" or "touch base" can be confusing. Use plain verbs like "finish successfully" or "speak briefly."
3. The Visual Anchor: A screenshot with a red arrow or a 30-second Loom video is worth a thousand words. If they can see what you mean, they don't have to translate it.
4. The One-Sentence Summary: At the end of a call, ask: "Just to make sure I was clear, could you share the top priority for this task in one sentence?"

Lightweight Tools to Support Your Intern

You don't have to be a tutor. Suggest these tools so the intern can self-serve:

• Writing Assistants: Suggest Grammarly to help them feel more confident in their written reports.
• Subtitles: Encourage them to turn on Live Captions in Google Meet or Zoom. It’s often easier to read a second language than to hear it in real-time.
• Transcription: Tools like Otter.ai or built-in meeting recorders allow them to re-watch a briefing at their own pace.

Building an Outcome-Over-Fluency Culture

• Focus on the Work: If the spreadsheet is perfect but the email has a few typos, focus on the spreadsheet. The fluency will improve as their confidence grows.
• Encourage Peer Questions: If you have a larger team, pair the intern with a "buddy" for low-stakes questions. This reduces the pressure of always asking the boss for clarification.