Meetings are already a challenge. But in English, the pressure is stepped up a notch. With a fast pace, a lot of speaking and different cultural codes, you need to be doubly agile. Here are the best practices and key phrases for surviving - and above all shining - in meetings with English speakers.
At the British Council, many of our learners tell us: «I understand, but everything is moving too fast», «I have an idea, but the discussion has already moved on to the next point», or «I need a double coffee before... and after the meeting!.
It is true that a significant proportion of meetings could sometimes be optimised. On average, a European employee spends 187 hours per year, More than half of these meetings are considered to be unproductive. When these meetings are held in English, the effort is tenfold: listening, analysing, reacting and expressing yourself confidently in a non-native language.
You may have noticed that meetings in an English-speaking context follow specific codes: concision, active participation and rapid decision-making. Once these points of reference have been taken on board, discussions will flow more smoothly, and your impact will be more effective!
6 best practices to help you get your bearings
1. A clear agenda, shared upstream
Without an agenda, it's difficult to guarantee the effectiveness of a meeting. This must specify :
- topics to be covered
- their level of priority
- the time allocated to each point
- the stakeholders involved
- the expected objective: information, discussion, decision or validation
2. The right participants, and only them
Unnecessary meetings are one of the main sources of irritation in the workplace. Invite only the right people:
- directly involved in decision-making
- in a position to provide relevant expertise
- with the necessary authority to arbitrate
A smaller group encourages more productive exchanges.
3. Staying focused and managing digressions
Stick to the agenda and refocus discussions if they deviate from it.
The use of the concept of “parking” allows you to record interesting but non-priority ideas so that you can come back to them later, without compromising the progress of the meeting.
4. Encourage everyone to participate, with discernment
The most vocal speakers are not always those with the best ideas.
Encourage more discreet colleagues to express themselves, in a friendly atmosphere.
Above all, be aware of tensions. Handling disagreements calmly and constructively also contributes to the quality of exchanges.
In video or hybrid mode, it is useful to explicitly distribute the floor and check that remote participants can speak under the right conditions.
Read also : Difficult personalities: 5 keys to managing them in meetings
5. Clarify, reformulate and formalise
In an international context, it is essential from assume nothing.
- Restate the key points
- Check the group's agreement
- Explicitly formalise decisions
And above all: clearly identify the actions to be taken, those responsible and the associated deadlines.
6. Respect the end time
A meeting that runs over time often leaves a negative impression, even if the content was relevant. Reserve the last five minutes for :
- summarise discussions
- confirm decisions
- structured closing
Your colleagues will thank you (silently, but sincerely).
Read also : 3 steps to effective meetings
Practical advice for French professionals meeting English speakers
- Get to the heart of the matter The message should be clear and the context brief.
- Guide your work towards decisions and actions, not just ideas.
- Dare to interrupt politely In many English-speaking environments, this is culturally accepted as a way of advancing the debate.
- Reformulate This is not a sign of linguistic weakness, but a mark of rigour and professionalism.
Top 10 key phrases to use in meetings
- “Any other business?”(AOB)
Are there any other points to raise?
A classic end-of-meeting formula to check that no priority issues have been forgotten.
- “Let's take a step back.”
Let's take a step back.
Useful for refocusing the discussion, clarifying the situation or calming down a heated exchange.
- “Can we park this point and come back to it later?”
Can we put this point aside and come back to it later?
Ideal for managing digressions while enhancing contributions.
- “Can we circle back to...”
Can we go back to...
Handy for refocusing the discussion on the main topic after a 15-minute digression.
- “So the next steps are...”
The next steps are as follows...
Indispensable for concluding a point by directing the group towards action.
- “Let's take this offline.”
Let's deal with this outside the meeting.
Appropriate when the subject requires a more focused discussion or does not concern all participants.
- “Can I just add something?”
May I add something?
A courteous way of intervening without rudely interrupting.
- “We're running out of time.”
We're running out of time.
Helps you keep up the pace and prioritise the remaining points.
- “Let's put a pin in that.”
Let's put that on hold for now.
An alternative to “parking”, so you don't forget a subject or leave it out of the meeting.
- “Let's wrap up”
Let's conclude.
A simple and effective way to bring the meeting to a professional close.
Find other key expressions in English to use when chairing meetings and writing emails in this section British Council toolkit.
Read also : Starting a meeting in English 1/2 and Starting a meeting in English 2/2
If you want to go further, improve your meeting skills and make a greater impact with your English-speaking contacts, find out about our forthcoming sessions run by our expert trainers. Practical support to help you progress with confidence and efficiency.
