Meetings can be uncomfortable when English is not your first language. People speak fast, jokes fly by, and by the time you have prepared your sentence, the topic has moved on. Many capable people stay silent in meetings, and then others think they have nothing to say. You can change this with some preparation and a few phrases that you can use at the right moment. You do not need to speak a lot. A few clear, useful contributions are better than many unclear ones.
Prepare before the meeting
- Read the agenda. Know what will be discussed. If there is no agenda, ask for one, or ask the organiser what the topics are.
- Prepare one or two points you want to make, and write them in short sentences. Say them aloud once.
- Prepare one question. A good question is a contribution.
- Know your numbers. If you report progress, have the facts ready.
- Test your technology for an online meeting.
Giving your opinion
I think we should start with the smaller customers.
In my opinion, this is the better option.
From my experience, it takes about two weeks.
I would suggest that we check the numbers first.
One idea could be to ask the supplier for a discount.
My concern is that the deadline is too close.Agreeing
I agree with Meena.
That is a good point.
Yes, I think that is right.
I see what you mean, and I would add that...
Exactly. That is what I found as well.Disagreeing politely
In English meetings, disagreement is normal, but it should be polite, and it is about ideas, not the person. Start by recognising the other person's idea, then give your different view and your reason.
I see your point, but I am not sure that will work, because...
I understand, however I have a different view.
That is one option. Another way could be...
Can I ask what the numbers are based on?
I am not sure I agree. In my experience...
Could we also consider the cost?- Avoid You are wrong. Use I see it differently.
- Give a reason or a fact.
- Offer an alternative when you can, so you are helping, not only blocking.
- Keep a calm voice.
Asking questions
Could you explain that a little more?
What do you mean by the new process?
Sorry, I did not understand. Could you give an example?
Could you repeat the deadline, please?
What is the next step?
Who will do this, and by when?
Just to check, are we saying that the delivery is on Friday?A question that checks understanding is useful for everyone, because others may also be confused. People will thank you for it.
Interrupting politely
Sorry to interrupt, can I add something?
May I say something here?
Could I just come in on that point?
Excuse me, may I ask a quick question?
Sorry, could we go back to the cost for a moment?In some meetings, people interrupt a lot, and you may feel you never get a chance. Wait for a small pause, lean forward or raise your hand (in person or on video), and say Could I add something? Or write a note in the meeting chat and ask the chair to give you the floor. In a more formal meeting, wait for the chair to invite you.
When you do not catch what was said
Sorry, could you say that again?
I missed the last part. Could you repeat it?
Could you put that in the chat, please?
Could we go over the timeline again?Report your progress
The report is almost ready. I will finish it by Wednesday.
I have completed three out of five tasks.
I am waiting for the figures from Anita.
There is a problem with the delivery. I need help from the supplier.
No problems from my side. I will send the update tomorrow.Summarise and confirm
Near the end of the meeting, a short summary shows leadership and helps everyone. If nobody else summarises, you can.
So, to summarise: we agreed to move the deadline to 28 June.
Anita will send the figures by Monday, and I will write the draft.
Is that correct?
Just to make sure I understand, my next step is to call the supplier
and confirm the date. Is that right?Online meetings
- Join early. Mute your microphone when you are not speaking, and unmute when you speak.
- Use the raise hand button or chat if there is a lot of talking.
- Turn on your camera if the team does, in a tidy place with good light.
- Speak a little more slowly than normal, because of delays and poor sound.
- If your connection is bad, say so, and use chat to share your point.
- Do not do other work or look at other screens during the meeting.
Your task
- Choose a meeting you have next week. Write one opinion, one question and one progress update in short sentences.
- Practise saying three phrases for disagreeing politely, with a friend, with different topics.
- After a meeting or a video, write a three-sentence summary of the decisions and who will do what.
How to check it worked
- You have one opinion, one question and one update ready, and you can say them without reading.
- You can disagree without saying you are wrong.
- Your summary names the people, the tasks and the dates.