Companies│Language in the workplace
LANGUAGE IN THE WORKPLACE
For international employees, language is often an obstacle.
As an employer, you can make a big difference by offering language support.
Language support includes all initiatives that can be used to help international employees learn to speak and understand Dutch. This improves communication, the working atmosphere, and of course also safety in the workplace.
At the same time, it is important to be realistic and flexible about language in the workplace.
Encouraging Dutch is valuable, but it is certainly not always the only solution. Clear communication in English or another common language, the use of pictograms or visual instructions, and simplifying work language can also lower barriers and facilitate cooperation.
WHAT CAN YOU DO AS AN EMPLOYER? 1. Develop a language policy
A language policy in the workplace is a plan or framework of agreements that organizations use to manage language use at work. The goal is to enable clear communication, improve collaboration, and avoid misunderstandings. It ensures that employees who speak other languages can access information easily, work safely, and feel involved.
Think of instructions in clear language (possibly in a contact language), language support in the workplace, and opportunities to practice Dutch. This way, you work together as a team towards good integration. In this way, existing language barriers are removed.
ADVANTAGES OF LANGUAGE POLICY
✓ It promotes clear communication between colleagues and the employer.
✓ It supports international employees in learning the Dutch language.
✓ It contributes to a positive work culture.
✓ It enhances safety in the workplace.
✓ It makes instructions accessible (for example, with visual instructions).
THINK ABOUT THIS:
→ Agreements about language use in the workplace with customers and colleagues.
→ Which courses or practice opportunities do you provide to improve Dutch language skills.
→ Integrate visual aids such as pictograms and apps.
→ Use simple Dutch during conversations, instructions, and documents such as procedures.
→ How do you, as a close colleague, deal with this? What do you do to help a colleague who speaks a different language?
2. Other tips regarding language in the workplace
Language buddies at work
Besides taking a Dutch course, it is valuable to integrate language buddies in the workplace. A language buddy is a colleague who speaks Dutch well and supports non-native employees in understanding and using the working language.
By practicing together, offering guidance, and answering questions, language buddies provide an accessible and enriching way to better master the Dutch language. They not only enhance communication but also contribute to better integration and a positive working atmosphere.
International employees thus develop more self-confidence and feel mentally stronger in their new work environment.
Pictograms as visual support
In a workplace where not everyone has a good command of the Dutch language, pictograms can be an additional aid. They make communication visual, clear, and simple, enabling international employees to quickly understand what is expected of them. By implementing visual support in instructions, procedures, and daily communication, you reduce language barriers and increase the independence of non-native-speaking colleagues.
Pictograms provide:
Quick recognition of tasks, rules, and areas.
Increased safety thanks to visual instructions and warnings.
More efficient collaboration, even without extensive language skills.
Accessible communication for everyone.
You can integrate this visual support in:
- Work instructions
- Daily procedures / work processes
- Safety regulations: wear a helmet, safety shoes, or a face mask
- Orientation and signage: WC, first aid, dining hall, changing rooms
- Work planning and daily schedule: visual weekly agenda
- Daily schedules with pictograms for tasks including breaks, start and end times
- There are also pictogram databases available where you can download icons.
A few examples:
INTERNAL / EXTERNAL. 3. Language courses
External language courses
As an employer, you can encourage taking external language courses as well. In that case, you can refer him or her to the Agency for Integration and Civic Integration (AgII). They will then work together with your employee to determine which language course is most suitable for his or her level.
Additionally, www.ikdoemee.be offers an accessible way to meet Dutch-speaking people after work. This allows employees to improve their Dutch in an informal way.
Language courses in the workplace
It is also an added value to offer a language course at the workplace for a few hours each week. By linking the lessons to concrete work situations, employees learn the Dutch language in a way that is immediately applicable.
Use digital tools
Use a translation app if you don’t understand each other well. The mobile application FACT (First Aid Communication Tool) is a handy tool for your smartphone that makes communication with non-native speaking employees on the work floor easier. The app is specially developed for situations on the work floor and is available both in the Google Play Store and the Apple App Store.
Frequently used translation apps:
Discover how to use a translation app efficiently!
Non-verbal communication
A good support when communicating with non-native speakers is non-verbal communication.
Use:
Eye contact
An open posture
Hand gestures
Intonation
Pointing to what you mean
Use simple words
Avoid jargon and abbreviations. Speak slowly and clearly. Use easy and international words such as a job instead of work, training instead of course,... Repeat important information and check if it is understood.
4. Who offers language support in the workplace?
Agency for Integration and Civic Integration (AgII)
The AgII helps non-native newcomers find their way in Flanders. It offers civic integration programs and social orientation lessons in their own language. Additionally, they guide non-native newcomers in choosing a suitable Dutch language course.
As a business, you can also make use of the expertise of the Agency for Integration and Civic Integration to set up an integration policy.
Work and Language Advisors for Tailored Guidance
As a company, you can turn to the Agency for Integration and Civic Integration (AgII) for advice on learning and practicing Dutch in the workplace. Their work and language advisors offer tailored support, adapted to the needs of your company.
They support with:
Setting up inclusive HR policies
Establishing a language policy
Organizing language practice opportunities
Other language-supporting actions
Before giving you advice, they thoroughly analyze your needs as a company. Based on this, they provide clear information about the possibilities. You can then proceed from there.
GENK PROVIDERS. Do you want language support in the workplace?
VDAB
VDAB provides support to guide non-native speaking employees in the workplace. They also assist companies in developing a language policy and offer language coaching.
You can choose from the following language coaching options:
Language coaching during individual professional training
Free│For non-native employees who start via an IBO in your company and do not yet have a good command of the Dutch language. An IBO (=individual vocational training) is a program in which you train a job seeker on the job.
The employee gets a chance to practice the profession in practice. The VDAB supports this program, also in the area of language.
Job and language coaching for new employees
Free│This coaching program lasts a maximum of 12 months. During this period, a job and language coach will regularly visit your company. They support not only your new employee but also you as an employer and the entire team.
You will be assigned a dedicated coach who thinks along with you and provides targeted advice. This way, you work together to ensure good integration and the employee learns Dutch faster. All these aspects contribute to smooth collaboration in the workplace.
Dutch in the workplace
Paying│This program is aimed at non-native employees who have been working at your company for at least one year but do not yet speak Dutch fluently.
Through targeted language coaching, you will work on real situations that occur in the workplace.