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How to engage global teams with internal communications

Jamie Bell

Reaching a global team can be both a thrilling opportunity and a daunting challenge. With diverse cultures, languages, and time zones in play, the key to success lies in crafting emails that transcend boundaries and resonate with every single member of your international workforce.

Let’s dive into the art of global communication, with a focus on translation, time zones, and practical tips to ensure your messages land!

Say hello!

Start by acknowledging the diversity within your team. A warm greeting in different languages at the beginning of your emails shows that you value and respect the various cultures present in your organization.

This is incredibly easy to do with merge tags, and really effective when you pair it with the employee’s first name.

Example: “¡Hola, Sarah! Hello, Sarah! 你好, Sarah! Bonjour, Sarah! Guten Tag, Sarah! Salam, Sarah!”

Speak their language (literally)

Translation tools are your trusty allies when it comes to breaking language barriers. However, it’s crucial to be mindful of cultural nuances and idioms that might not translate accurately. Aim for simplicity and clarity to ensure your message is universally understood.

Keep it simple and direct: ‘Our quarterly goals’ translates better than ‘The objectives we aim to achieve during this quarter.’ And remember, not all jokes translate well—humor is a cultural minefield!

Consider time zones

Make sure no one in your company gets important information at the wrong time, no matter where they live in the world. Understanding and planning for time zones is key to ensuring that your emails don’t disrupt your team’s work-life balance.

If you don’t have a scheduling tool, you’ll want to break up your email into lots of version and manage lists of employee locations. Have each email sent at, for example, at 10 a.m. in each local time zone.

The (much) easier way is to use an email scheduling tool. Workshop has automatic time-zone scheduling, which can send out a single email at the right time for employees across your organization based on their time zone in your HR system.

The best example of this is to schedule your emails to arrive during the recipient’s working hours, whether it’s 9 AM in New York or 9 AM in Tokyo. It’s a simple gesture that goes a long way in fostering a sense of unity.

Use inclusive visuals

Integrate visuals that convey your message effectively, irrespective of language barriers. Infographics, charts, and icons can simplify complex information and make your emails more accessible to a diverse audience.

For example: instead of a lengthy paragraph, use a visual timeline to showcase project milestones. This not only aids understanding but also adds a touch of creativity to your communication!

Incorporate feedback loops

Encourage open communication by creating feedback loops. Actively seek input from team members across the globe, allowing everyone to feel heard and valued. This not only improves engagement but also provides insights into the effectiveness of your communication strategies.

For example, you can include a ‘Thoughts?’ section at the end of your emails, inviting team members to share their perspectives. Or embed a pulse survey to get a quick ‘pulse’ check on how employees feel about a particular topic or email. Event a simple ‘Reply All’ can spark global discussions and enhance collaboration.

Bonus! With a tool like Workshop, you can embed pulse surveys directly into your emails and templates to gather real data to support your internal communications or overall company strategy. Plus, you can make your survey question and/or follow-up comments completely anonymous to gather honest, unfiltered feedback.

Crafting emails that resonate across borders requires a thoughtful blend of language sensitivity, visual appeal, and genuine connection. By embracing these practical tips, you can transform your internal communications into a powerful force that unites your global team in a harmonious symphony of collaboration and shared success. Here’s to breaking down barriers and fostering a truly connected, global workplace!

Whether it’s sharing company-wide announcements, mission-critical news, or everyday project updates, ensuring that every employee can understand and engage with the content is a basic must-have! With Workshop, you can translate emails into different languages quickly and accurately using AI. Experience the ease of multilingual email translation with Workshop. Get in touch with our team for access/pricing!

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