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Bilingual Meetings: step by step
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Meetings should be conducted in both official languages in bilingual regions when English-speaking and French-speaking employees participate:
Invitation
Make sure that the invitation and the agenda clearly state that both official languages will be used at the meeting and that arrangements have been made to allow unilingual attendees to take part in discussions.
Opening
Use both official languages at the start of the meeting and invite participants to speak in the language of their choice. Don't hesitate to appoint a co-chair if you are not entirely comfortable in the two official languages.
Ask participants whether they understand both official languages. If help is needed, offer summaries of the relevant topics in their preferred language.
Remind participants that the presence of unilinguals should in no way inhibit bilingual discussion.
Presentations and discussions
If necessary, call upon participants who support your initiative to contribute something in the minority language.
Address participants in their first language.
Closing
Remind participants that they are free to prepare documents in either English or French, both in draft or final form.
If necessary, decide which documents are to be translated and when. If appropriate, ask participants for their comments.
Excerpted from: Chairing meetings: How to successfully conduct meetings in both official languages. http://www.tbs-sct.gc.ca/ollo