Workplace communication in three languages
The National Land Survey of Finland (NLS) has some 1,800 employees and 37 locations across Finland from Mariehamn to Ivalo. While the official work language of the NLS is Finnish, various tasks and services are also carried out in Swedish. In addition, the Finnish Geospatial Research Institute (FGI) employs researchers and specialists from various countries who communicate with each other in English.
To ensure that every employee has easy access to the information they need, the NLS has defined guidelines for workplace communication. From now on, all NLS-wide texts regarding the personnel’s rights, benefits, obligations, occupational safety and health, and key job content must always be prepared in Finnish, Swedish and English. The publication of other NLS-wide news in three languages will be assessed separately. For example, this news will be published in three languages because sustainability and promoting it are the responsibility of every NLS employee.
A language team will be established to guide the implementation of the language guidelines. It will assess the necessity and cost-efficiency of translating different types of texts and decide on the translation of NLS-wide texts. If a text does not apply to the entire NLS personnel, the need to translate it will be assessed by the unit or function to which the text applies.
‘Implementing the language guidelines ensures that each NLS employee has access to all relevant information in a language they understand. The publication of different language versions will be considered systematically and centrally so that no significant information remains unavailable. The goal is to achieve as broad linguistic equality as possible, even though Finnish remains the official language of communication and work at the NLS. Practical instructions regarding the language guidelines will be communicated to the personnel during this autumn,’ says Johanna Snellman, Director of Human Resources at the NLS.
The personnel were asked to share their experiences of diversity and inclusion
The NLS has signed the FIBS Diversity Commitment and thus committed to promoting diversity, inclusion and equality in the working community. The current situation was investigated through the initial survey conducted in the spring of 2023. The personnel’s experiences of diversity and inclusion in the working community were collected through an anonymous survey, and the respondents gave various comments and development proposals for the future.
‘The responses thanked the NLS for raising this important subject and spoke highly of the respectful atmosphere. In contrast, the responses showed that there is also room for improvement, especially considering the equal treatment of minority members. It will be important to also have their voice heard better,’ says Annukka Kokkonen, Sustainability Specialist at the NLS.
For example, the respondents mentioned that talking about mental health challenges and neurological disorders feels difficult in the workplace. Many also requested support for intervening in verbal discrimination and more generally for dealing with difficult issues in the working community. The respondents also requested more diversity in the personnel.
‘We selected development measures based on the survey results and the previously completed plan to promote diversity and inclusion. We will at least develop age management and recruitment practices, as well as diversity training and communication for supervisors and the entire personnel. It is important that everyone can work safely as they are,’ Annukka Kokkonen says.
Promoting diversity and inclusion through trials
FGI is a multicultural working community which conducts international top research. This year, FGI has focused especially on promoting diversity and inclusion and carried out various trials related to the theme, both in terms of facilities and working methods. The ‘Peace Room’ built in the FGI facilities is a place of retreat for everyone, regardless of their outlook on life. During the Pride Week, the coffee room featured all the colours of the rainbow and information related to diversity. With regard to events, it has been considered how different customs related to the personnel’s cultures could be addressed better.
‘The Department of Remote Sensing and Photogrammetry at FGI, which employs most of our international researchers, provided its personnel with diversity training held by an external specialist on the team day,’ says Annukka Pekkarinen, Project Coordinator at FGI.
FGI has also started diversity and inclusion discussions around major decisions related to facilities. In addition, an international representative has been appointed to the workplace team which is responsible for general workplace issues, including wellbeing at work.
‘The goal is to make every employee feel that they have been taken into consideration. At the same time, we will compile good practices to be shared throughout the NLS,’ Annukka Pekkarinen says.
More information
Sustainability Specialist Annukka Kokkonen, 050 467 0911, firstname.lastname@nls.fi
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