Mastering Business Meetings in English

Essential Phrases for Effective Communication

Whether you're leading a meeting or participating, effective communication is key. Here are some phrases that can help you navigate discussions smoothly.

1. Start the Meeting Confidently

Instead of saying, “Let’s start,” you could say:

• “Shall we get started?”

• “Let’s begin by looking at the agenda.”

• “Thanks for joining. Let’s kick off with a quick overview.”

  
  

These phrases sound polite and clear, setting the tone for a structured meeting.

2. Make Clear and Polite Suggestions

Instead of saying, “We do it like this,” you could say:

• “May I suggest we try…”

• “One option might be to…”

• “Would it make sense to…?”

  
  

Using polite modal verbs like may, might, and would makes your language sound more diplomatic and professional.

3. Disagree Respectfully

Instead of saying, “That’s wrong,” you could say:

• “I see your point, but…”

• “I’m not sure I agree. Could we look at it another way?”

• “That’s an interesting idea. Have we considered…?”

  
  

Being diplomatic shows emotional intelligence and helps you maintain good relationships at work.

4. Clarify and Ask Questions

When things aren’t clear, choose from:

• “Just to clarify, are we saying that…?”

• “Can I confirm what you mean by…?”

• “Do you mind repeating that point?”

  
  

These phrases are useful when things aren’t clear—without making you feel awkward.

5. End Strong

Choose from:

• “To summarise, we’ve decided to…”

• “Thanks for your input—I’ll follow up by email.”

• “Let’s pick this up again next week.”

  
  

Ending with confidence gives the impression that you're organised and reliable.

The Importance of Tone

Professional English isn’t just about vocabulary—it’s also about how you say things. Here are some tips to improve your tone:

• Speak clearly and at a steady pace.

• Pause before responding.

• Avoid filler words like “uh” or “you know” too often.

  
  

Building Confidence in Meetings

Confidence plays a significant role in how you are perceived during meetings. Here are some strategies to build your confidence:

• Preparation is Key: Familiarise yourself with the agenda and key points before the meeting. This will help you feel more in control.

• Practice Active Listening: Pay attention to what others are saying. This not only shows respect but also helps you respond appropriately.

• Use Body Language: Maintain eye contact and use open gestures. This can help you appear more confident.

  
  

Dealing with Difficult Situations

Sometimes, meetings can become challenging. Here are some tips for handling difficult situations:

• Stay Calm: If a disagreement arises, take a deep breath and remain composed.

• Acknowledge Emotions: If someone is upset, acknowledge their feelings before moving on to the issue at hand.

• Seek Solutions: Focus on finding a resolution rather than dwelling on the problem.

  
  

Conclusion

In conclusion, you don’t need to speak perfect English to contribute effectively in a business meeting. Start by using a few of these key phrases, and you’ll build confidence quickly. And if you want personal coaching or Business English practice, our 1-to-1 sessions at Queen’s English are designed for professionals like you.

👉 Contact us now to book your free level assessment.

By incorporating these strategies and phrases into your meetings, you will enhance your communication skills and make a lasting impression. Remember, effective communication is a skill that can be developed over time. With practice, you will find yourself navigating business meetings with ease and professionalism.