Running a Meeting in English: Twelve Phrases That Keep You in Control

Taking part in a meeting in English is one skill. Running one is another. The person who leads has to open, keep time, ask for detail, handle disagreement and close with clear actions, all in a second language and in real time.

The good news is that you do not need a big vocabulary. A meeting is built from a handful of moves, and each move has a few phrases that work almost every time. Here are twelve, grouped by what you are trying to do.

The twelve phrases

Learn them in pairs. Opening and closing phrases are the easiest to memorise, so start there and add the others week by week.

How to open with confidence

The first minute sets the tone. State the purpose, the time you have and the order of topics: Let's get started. We have thirty minutes, and three points to cover. First on the agenda is the delivery schedule.

Saying the plan aloud makes you sound organised, and it gives you the right to move people on later.

How to ask for detail without sounding critical

In a second language, a short question can sound harsher than intended. Softer forms avoid this: Could you clarify... or Can you walk me through... sound curious, not suspicious.

If you did not understand something, say so directly and politely: Sorry, I did not catch that last point. Could you say it again? Nobody in a business meeting is bothered by a clear question.

How to handle a delay or a problem

State the fact first, then turn to the solution. The design is approved, but the delivery is running late describes the situation in a neutral way. What would it take to get this back on schedule? turns the discussion toward action instead of blame.

Avoid starting with who is responsible. People defend themselves when they feel accused and stop sharing useful information.

How to agree dates and actions

Every decision should leave the room with a name and a date. Ask for both: Can we agree on Friday for the next update? Who will take care of the quote? Then confirm in writing straight after the meeting. A short summary in your own words is enough, and our guide to professional email templates shows how to write it.

How to keep the meeting on track

• Bring someone in. Omar, what do you think about the schedule? Inviting quieter people by name gives them space.
• Politely stop a long point. Thank you, that is helpful. Let's come back to that later.
• Handle an interruption. Let me just finish this point, and then I'll hear your question.
• Check understanding. So, if I understand correctly, you need the plans by Friday. Is that right?

Close so everyone knows what happens next

A strong ending has two steps: summarise, then repeat the actions. To summarize, we agreed three things. First, the work starts in December. Second, Rania sends the quote by Monday. Third, I confirm the dates by Wednesday. Thank you, everyone.

If meetings in English are part of your job, practising them with feedback is one of the quickest ways to gain confidence. This is exactly what we do in Business English lessons: you rehearse your own meetings and get notes on the phrases to replace. Start with a trial lesson, and see every rate on the pricing page. For calls, read English phone calls with clients.

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