In a meeting in English, there are useful phrases that allow you to do things: join the conversation, clarify a doubt, present an argument, or set the next step. Instead of learning a list of business words, prepare a few constructions for these specific situations.
The examples below are for practice. Adjust the level of formality to your interlocutors and your team's culture. You don't have to use all phrases at once – choose the ones you find yourself missing during real conversations.
How to start a meeting in English?
At the beginning, state why you are meeting and what outcome you want to achieve. This helps participants decide what information will be needed.
- Thanks for joining us. — Dziękuję za udział.
- The aim of today's meeting is to agree on the next steps. — Celem dzisiejszego spotkania jest uzgodnienie kolejnych działań.
- We have three points to cover. — Mamy do omówienia trzy punkty.
- Let's start with the project update. — Zacznijmy od informacji o postępach projektu.
Try replacing the next steps with your own goal: the budget — budżet, the timeline — harmonogram, or the scope of the project — zakres projektu. The sentence should describe the needed decision, not just signal that the conversation is beginning.
How to speak up and present an opinion?
- Could I add something here? — Czy mogę coś tutaj dodać?
- I'd like to raise one point. — Chcę poruszyć jedną kwestię.
- From my perspective, we need more time for testing. — Z mojej perspektywy potrzebujemy więcej czasu na testy.
- My main concern is the delivery time. — Moja główna obawa dotyczy terminu dostawy.
After introducing your opinion, add justification. Instead of just saying We need more time, explain: We need more time because two tests are still incomplete. — „Potrzebujemy więcej czasu, ponieważ dwa testy nadal nie są ukończone”.
Before the meeting, write down your own statement in three parts: position → reason → proposal. This way, you won't be simultaneously searching for words and the order of your thoughts.
Polite disagreement in English
You can acknowledge the other person's argument and simultaneously present a different viewpoint. It's important that a specific reason follows a polite introduction.
- I see your point, but I have a concern about the cost. — Rozumiem Twój argument, ale mam obawę dotyczącą kosztu.
- I'm not sure this would work with our current resources. — Nie mam pewności, czy to zadziała przy naszych obecnych zasobach.
- Could we consider another option? — Czy moglibyśmy rozważyć inną opcję?
- What if we started with a smaller test? — A gdybyśmy zaczęli od mniejszego testu?
Avoid a lengthy introduction that leaves it unclear whether you support the proposal. Politeness doesn't require hiding a problem. State what causes doubt and suggest a way to check or resolve the issue.
What to say when you don't understand something?
- Could you clarify what you mean by “ready”? — Czy możesz wyjaśnić, co masz na myśli, mówiąc „gotowe”?
- Do you mean we should move the deadline? — Czy chodzi Ci o to, że powinniśmy przesunąć termin?
- Could you give us an example? — Czy możesz podać przykład?
- Let me check that I've understood correctly. — Upewnię się, że dobrze rozumiem.
If the problem is with the audio, state it directly: Your audio is breaking up. Could you repeat the last point? — „Dźwięk się urywa. Czy możesz powtórzyć ostatnią kwestię?”. You don't have to pretend everything is clear to participate professionally in the conversation.
How to summarize a meeting and set tasks?
A good summary answers three questions: what we are doing, who will do it, and by when. The phrase "we'll get back to this" is not always sufficient.
- To summarise, we have agreed to test the new process. — Podsumowując, ustaliliśmy, że przetestujemy nowy proces.
- Who will take responsibility for this task? — Kto weźmie odpowiedzialność za to zadanie?
- Could you send the updated version by Friday? — Czy możesz wysłać zaktualizowaną wersję do piątku?
- I'll send a short summary after the meeting. — Po spotkaniu wyślę krótkie podsumowanie.
In the example, by Friday refers to the deadline, while on Friday indicates Friday as the day of action. If the deadline is important, also specify the time and time zone in the arrangements.
Mini-dialogue: from doubt to decision
Alex: Could we launch the project next week?
Sam: I see your point, but two tests are still incomplete.
Alex: What do you suggest?
Sam: Could we finish the tests first and review the results on Friday?
Alex: That sounds reasonable. Who will prepare the summary?
Sam: I'll prepare it and send it before the review.
The interlocutors don't stop at merely disagreeing. Sam names the problem, proposes an order of actions, and takes on a specific task. Practice this dialogue, then replace tests with documents, an offer, or training material.
Exercise before the next meeting
- Choose one topic you will actually talk about.
- Write three sentences: what you propose, why, and what you need from others.
- Add a possible question from the other person and prepare a short answer.
- Say the whole thing aloud without reading the text.
- After the meeting, write down one phrase you missed and use it in a new example.
Develop your business English with Krämer
“Fluent in Business” by Krämer Publishing allows you to continue working on your English in a professional context. Choose material appropriate for your level and practice it in situations from your own work: meetings, presentations, and daily communication.
Don't stop at recognizing phrases in a book. Prepare your own statement and check if the other person understands your intention. To dictate a name or code, the NATO alphabet with spelling examples will also be useful.
