In today’s international workplace, business meetings are a central part of decision-making, planning, and teamwork. Whether the meeting is face-to-face or online, your ability to actively participate and communicate clearly is essential.
For B2-level business English learners, participating in meetings means more than just listening or attending. You need to express your ideas, ask questions, clarify information, and interact professionally with colleagues and managers.
This lesson will teach you the language, expressions, and strategies needed to make a positive impact in any business meeting.
To participate in a meeting means to join in, speak up, and contribute to discussions. Effective participation includes:
Entering the meeting confidently
Stating your agenda or objectives
Taking turns to speak
Presenting your ideas clearly
Listening to others and responding politely
Using appropriate vocabulary for agreement, disagreement, or clarification
Interrupting or joining the conversation without being rude
Mastering these skills can help you become a respected, active member of your team.
Throughout this lesson, you will see highlighted words and phrases. Each comes with a definition, example, and tips on how to use them in real meetings.
Participate (verb): To take part in something.
Example: “Everyone is expected to participate in today’s meeting.”
Agenda (noun): A list of items or topics to be discussed.
Example: “Does everyone have a copy of the agenda?”
Objective (noun): The goal or purpose of the meeting.
Example: “Our main objective today is to finalize the budget.”
Facilitator (noun): The person who leads or manages the meeting.
Example: “As the facilitator, I’ll make sure we stay on track.”
Colleague (noun): A person you work with.
Example: “Does anyone have any questions for our colleague in Marketing?”
Turn (noun): The opportunity to speak in a meeting.
Example: “Let’s make sure everyone gets a turn.”
Interrupt (verb): To stop someone from speaking by saying something yourself.
Example: “Sorry to interrupt, but may I add something?”
Whether you are joining a meeting room or connecting online, the way you enter a meeting sets the tone for your communication.
Polite greetings and introductions are key.
Common Greetings:
Good morning, everyone.
Good afternoon.
Hello, team.
Hi, thanks for joining.
Introducing Yourself (if needed):
I’m [Name], the [Job Title] from [Department/Company].
For those who don’t know me, I’m [Name] from [Department].
Stating Your Attendance:
I’m glad to be here.
Thank you for inviting me.
I appreciate the opportunity to join this meeting.
Tip:
If you’re new, say a sentence about your role or your reason for joining.
Example: “I’m here today to discuss the marketing plan for Q4.”
An agenda gives structure and helps everyone understand what will be discussed.
Useful Phrases:
Let’s start by reviewing today’s agenda.
Our main objectives for this meeting are…
I’d like to add an item to the agenda.
Is there anything else we should discuss today?
Vocabulary:
Review (verb): To look at something again.
Item (noun): A single topic on the agenda.
Example:
“Let’s start by reviewing today’s agenda. First, we’ll discuss the sales report. Next, we’ll move on to the marketing update, and finally, we’ll look at our action plan for next quarter.”
Meetings work best when everyone gets a chance to speak. In business English, there are polite and effective ways to take turns.
How to Take Your Turn:
May I add something?
If I may, I’d like to share my thoughts.
Could I say something here?
I’d like to respond to that point.
If I could just jump in for a moment…
How to Invite Others:
What do you think, [Name]?
[Name], do you have any input on this?
Let’s hear from the Finance team.
Vocabulary:
Input (noun): Ideas or opinions you contribute.
Point (noun): A particular idea or statement in a discussion.
Example Dialogue:
Facilitator: That’s an excellent point, Ana. Would anyone else like to add something?
You: If I may, I’d like to share my thoughts on the marketing strategy.
Presenting your ideas in a meeting is a key professional skill. The goal is to be clear, concise, and persuasive.
How to Present an Idea:
I’d like to propose a solution.
My suggestion is to…
What if we tried…?
I recommend that we…
One possible approach is…
How to Support Your Ideas:
Based on the data, I believe…
From my experience, it seems that…
The main benefit would be…
This could help us to…
Vocabulary:
Propose (verb): To suggest an idea or plan.
Solution (noun): A way of solving a problem.
Recommend (verb): To say that something is a good idea.
Approach (noun): A way of dealing with something.
Example:
“I’d like to propose a solution to our scheduling issue. What if we adopted a flexible work-from-home policy on Fridays? Based on recent surveys, most employees support this idea.”
Sometimes you need to interrupt a speaker in a meeting—to ask for clarification, add a point, or keep the meeting on track.
Politeness and timing are important.
Polite Interrupting Phrases:
Sorry to interrupt, but…
May I add something quickly?
If I could just make a point here…
Excuse me, could I clarify something?
Apologies for interrupting, but I have a question.
Vocabulary:
Clarify (verb): To make something clearer or easier to understand.
Apology (noun): Words expressing regret for an interruption or mistake.
Example:
“Sorry to interrupt, but before we move on, could we clarify the timeline for this project?”
Tips:
Use a calm and respectful tone.
Wait for a natural pause if possible.
Keep your interruption brief and relevant.
It is common in meetings to check that everyone understands or to make sure you understand someone else’s point.
Phrases for Clarification:
Could you clarify what you mean by…?
Just to confirm, are you saying that…?
So, if I understand correctly, you’re suggesting that…?
Sorry, could you explain that in a bit more detail?
Confirming Understanding:
Yes, that’s correct.
Exactly.
That’s right.
I see what you mean.
Vocabulary:
Confirm (verb): To state that something is true or correct.
Detail (noun): Specific information.
Meetings often include discussion, agreement, and sometimes disagreement. It’s important to handle these situations diplomatically.
Phrases for Agreement:
I completely agree.
That’s a good point.
I think you’re right about that.
Absolutely.
Phrases for Diplomatic Disagreement:
I see your point, but…
I’m not sure I agree with that.
I understand your concern, however…
With respect, I have a different opinion.
I’d like to offer an alternative.
Building Consensus:
So, can we all agree on this approach?
Does everyone feel comfortable with this decision?
Are there any objections?
Vocabulary:
Consensus (noun): General agreement among a group.
Objection (noun): A reason for disagreeing.
Facilitator/Chairperson: Leads the meeting, keeps time, ensures all items are discussed.
Participants/Team Members: Contribute to discussions, share ideas, and ask questions.
Minute-taker: Writes the official summary or “minutes” of the meeting.
Action Points: Tasks or decisions assigned to specific people.
Vocabulary:
Minutes (noun): Written record of what was discussed and decided.
Action point (noun): An agreed task to be completed after the meeting.
Example:
“Before we finish, let’s review the action points. Sarah will send the draft report, and Michael will organize the next meeting.”
Let’s see how these phrases and vocabulary come together in a typical business meeting.
Scenario:
You are attending a weekly project meeting.
Dialogue:
Facilitator: Good morning, everyone. Thanks for joining. Let’s start by reviewing the agenda. First, we’ll discuss last week’s progress, then the new project deadlines, and finally, any outstanding issues.
You: Excuse me, could I add something to the agenda? I’d like to discuss the budget for the new software.
Facilitator: Of course. We’ll add that as item four.
Colleague: If I may, I’d like to share some updates from the marketing team.
Facilitator: Go ahead, Tom.
Tom: We’ve completed the initial research and will send the report tomorrow.
You: That’s great news. I completely agree that early research is key. Sorry to interrupt, but could you clarify the target market for this product?
Tom: Certainly. We’re focusing on small to medium-sized businesses in Europe.
Facilitator: Excellent. Now, does anyone have any questions or concerns before we move to the next item?
Analysis:
Notice the use of polite turns, clear agenda items, clarifications, and the flow of conversation.
Challenge 1: Feeling Nervous or Unsure When Speaking
Solution: Prepare key phrases and notes before the meeting. Practice speaking up in smaller groups.
Challenge 2: Not Understanding Everything
Solution: Ask for clarification. Don’t hesitate to say, “Could you repeat that, please?” or “Can you explain that further?”
Challenge 3: Interrupting or Being Interrupted
Solution: Use polite interrupting phrases. If interrupted, wait for your turn and say, “If I could finish my point…”
Challenge 4: Getting Everyone Involved
Solution: Invite others to contribute: “I’d like to hear from [Name] on this topic.”
Raise an issue: To bring up a problem or topic for discussion.
Example: “I’d like to raise an issue regarding the deadline.”
Table an item: To add something to the agenda.
Example: “Can we table the new policy for discussion?”
Move on: To proceed to the next topic.
Example: “If there are no objections, let’s move on to item three.”
Action item: A specific task agreed upon in a meeting.
Example: “Who will be responsible for this action item?”
Summarize: To give a short, clear explanation of the main points.
Example: “Let me summarize the key decisions before we finish.”
Prepare in advance: Know the agenda and bring any materials you need.
Be clear and concise: Get to the point and avoid unnecessary details.
Listen actively: Show you are paying attention by nodding, taking notes, or using phrases like “I see,” or “That makes sense.”
Speak up: Don’t be afraid to share your ideas.
Be respectful: Wait for others to finish before speaking and use polite language.
Task:
Join a group of classmates or colleagues. Assign roles (facilitator, participants, minute-taker).
Start the meeting with greetings and agenda review.
Take turns presenting ideas, asking questions, and clarifying points.
Practice polite interrupting and turn-taking.
End with a summary of action items.
Reflection:
Did everyone participate?
Were the key phrases and vocabulary used?
Was the meeting productive?
Q1: What if my English isn’t perfect?
A: Focus on clarity. Use simple sentences, and ask for clarification if you need it. People appreciate effort and participation.
Q2: How can I participate if I’m shy?
A: Prepare phrases in advance and volunteer to speak early. The more you practice, the easier it gets.
Q3: Is it okay to disagree in a meeting?
A: Yes, as long as you are polite and respectful. Use diplomatic language: “I see your point, but I have a different perspective.”
Q4: What if someone dominates the conversation?
A: Wait for a pause and then use a phrase like, “If I could just add to that…” or “May I offer a different view?”
Good morning/afternoon, everyone.
Let’s review the agenda.
I’d like to add something.
May I ask a question?
Sorry to interrupt, but…
Could you clarify…?
I completely agree.
With respect, I see things differently.
Can we summarize the main points?
What are the next steps?
Active participation in meetings is a core skill for business success. By mastering the language and strategies in this lesson, you will:
Enter meetings with confidence
Present ideas clearly and persuasively
Contribute to productive discussions
Build your professional reputation
Remember:
Meetings are an opportunity to show your knowledge, collaborate with others, and help your team achieve its goals. Practice regularly, reflect on your performance, and aim to use new vocabulary each time.