English for business meetings words & vocabulary

Author Jason Noble

Posted Mar 20, 2023

Reads 13.1K

Man and Woman Near Table

B2B English for business meetings is essential for those who want to plan, run and participate in successful meetings. In today's globalized world, communication is key and having a good command of the English language can make all the difference. That's why learning specific phrases and vocabulary related to business meetings can help you express yourself more clearly, understand others better and ultimately lead to smoother interactions.

In this article, we'll explore 93 core phrases that will help you navigate business meetings smoothly. Whether you're in charge of leading the meeting or just attending as a participant, these words and expressions will equip you with the necessary skills to communicate effectively in an international setting. From introducing yourself and your company to presenting proposals and negotiating deals, we've got you covered. So let's dive into the world of English for business meetings!

The Significance of Business Meetings and Why They Matter

The significance of business meetings cannot be overstated. These meetings provide a platform for exchanging information, brainstorming, and identifying key solutions, which are essential to the success of any organization. Without business meetings, companies risk alienating their employees and clients, which can have a negative impact on their output.

However, if these business meetings are not run properly with poor communication or low attendance due to missed meetings, it can result in inefficiency among employees. This poorly impacts an organization's output and can lead to constant interruptions during the workday. To avoid this negative impact, it is important to prioritize solid communication leading up to facilitation in these business meetings.

Boosting employee morale through strong communication is a big step towards increasing engagement and reducing tensions within organizations. It also presents an opportunity for learning professional English vocabulary in B2B English for Business Meetings. By respecting one another's time and opinions, running efficient meetings with high attendance rates, and ensuring constant engagement throughout the meeting process, businesses will see significant improvements in their output and overall success.

Master the Art of Successful Global Meetings

Meetings run the business world, but they're not always successful. Many meetings can run longer than intended and lose focus, resulting in an inability to accomplish goals or achieve objectives. When you're chairing or leading a meeting with 20 people, it's important to have a clear agenda that sets out the meeting's objectives and goals. This list needs to be addressed and discussed during the meeting so everyone is on the same page.

To make sure your discussion stays on track, set time limits for each of your agenda items. Set attendees' expectations before the meeting circulate or send out an agenda in advance with a suggested timeframe for each item. Long discussing one issue may leave insufficient time to address other important topics, so make sure you stick to your schedule.

Notice language barriers if there are non-native English speakers attending your meetings. Language barriers pose challenges that can affect how well business English is spoken and understood. To help others feel comfortable, give people sufficient notice of what will be discussed at the meeting so they have time to prepare their thoughts and ideas beforehand.

1. Starting the Meeting

When entering a meeting room, it's important to greet everyone with a friendly "good morning" and make small talk to put attendees at ease. If you're chairing/hosting the meeting, it's always a good idea to include business people from different departments or locations to ensure a well-rounded discussion. Today's meeting will discuss ways to improve customer service in our smaller stores.

If the meeting is scheduled on short notice or during a busy work day, it's still important to be prepared and have an agenda for the day. Starting off with a casual manner can help ease any tension and create an open environment for important matters to be discussed. Let's start with item number one on today's agenda.

2. Bringing Up Topics for Discussion

When it comes to discussing topics at a high-level meeting, it's important to approach them in a formal manner. Before the formal meeting starts, ask your colleagues what they would like to discuss today. You can also prepare a list of topics to bring up during the discussion. Remember that when you use the words "discuss" and "talk," they are interchangeable.

If you're having trouble thinking of a topic for discussion, try bringing up something that's happening on a global level or within your industry. For example, if you work in fashion and your sportswear line isn't performing as well as expected, you might want to bring this up during the formal meeting. However, if there's an item number on the agenda that needs attention, don't omit or skip mentioning it - jump straight into discussing it. And if all else fails, why not let's talk about social media? It's always an interesting topic that can spark some insightful conversations.

3. Asking for Clarification

When attending a formal meeting, it's important to be clear and concise in your communication. However, if you don't understand something that has been said, it's perfectly acceptable to ask for clarification. Simply say "Excuse me, could you please clarify/explain that again?" or "I'm not quite sure I understand what you mean by [insert word/expression], could you elaborate?"

Asking for more detailed information can help avoid misunderstandings and ensure that everyone is on the same page. It also shows that you are actively engaged in the conversation and eager to learn. Softening your tone when making this request can have a positive effect on the overall tone of the meeting and prevent any blunt or abrupt exchanges. Remember, even if you're unsure of the travel policy or how certain procedures work, your staff handle these matters on a daily basis so asking questions is perfectly fine!

4. Stalling the Discussion

Discussion simply means conversing with someone or a group of people about a particular topic. It can be an in-depth detailed discussion in a formal setting such as business meetings. However, sometimes discussions may come to a temporary stop due to various reasons such as production delay, manpower shortage, or any other factor that might affect the flow of the meeting.

In situations where discussions are stalled, it's important for the chairperson to take charge and introduce a softer tone to the conversation. This could involve changing the subject or allowing everyone present to air their views on the current topic. Once this is done, participants can then proceed with constructive suggestions towards resolving any issues that might be hindering progress. We've talked about B2B English for Business Meetings which plays a significant role in ensuring successful communication between parties during these discussions.

5. One minute please, it seems we haven’t discussed…

One minute please, it seems we haven't discussed individual project deadlines. This is a critical aspect of any successful business meeting. The ability to set and meet deadlines is essential in achieving your business goals. It's important to ensure that everyone on the team understands the specific responsibilities and timeline of their tasks.

Another crucial factor in B2B meetings is adopting a friendlier tone. While it's essential to maintain professionalism, using a friendly tone can help build trust and rapport with your clients or colleagues. This can lead to better communication, increased collaboration, and ultimately more successful outcomes for your business. Don't forget that business relationships are built on human connections, so don't be afraid to show some personality!

6. Moving On

When it comes to business meetings, it's important to keep the agenda rolling and moving forward. The agenda lead should be in charge of keeping everyone on track and focused on the topics at hand. If you find yourself getting sidetracked, politely redirect the conversation back to the agenda.

Let's move on to contract negotiations. This can be a sensitive topic, but it's important to approach it with professionalism and respect. Make sure all parties involved understand the terms and conditions before proceeding with any agreements. For example, DC International recently negotiated a contract with a retail website, making sure all details were clear and concise before signing off on the final item.

7. Summarizing the Discussion

In summary, the main action points discussed during the B2B English for business meetings were the shipping dates, sales team progress and promotional flyers. We've agreed on weekly progress reports from the sales team and we've decided to incorporate more visual aids in our promotional flyers. The language used in our meetings should be clear and concise, with similar phrases used consistently throughout.

Furthermore, we've decided on a deadline for shipping dates and you've chosen to advertise in next month's magazine. It's important for all parties involved to understand their roles and responsibilities moving forward, in order to ensure successful outcomes. Overall, communication is key in any business meeting and using effective English language skills can greatly improve understanding and productivity.

Frequently Asked Questions

What are the most useful phrases for the beginning of meetings?

A few useful phrases for the beginning of meetings include greetings, introductions, and a brief overview of the agenda. These help set a positive tone and keep everyone on track.

What are some phrases to use to welcome everyone?

"Common phrases to welcome everyone include 'hello', 'hi there', 'welcome', 'good to see you', and 'nice to meet you'."

How many phrases can you use in your next business meeting?

The number of phrases you can use in your next business meeting is not limited, but it's important to choose them wisely and strategically to effectively communicate your ideas and goals. Using concise and clear language can make a big impact on the success of your meeting.

What should you say at a business meeting?

At a business meeting, it's important to be clear and concise in your communication. Stick to the agenda and only speak when you have something relevant to contribute.

How to communicate in English during business meetings?

To communicate effectively in English during business meetings, use clear and concise language, avoid jargon or slang, speak confidently and maintain eye contact. Practice active listening and ask questions to clarify any misunderstandings.

Jason Noble

Jason Noble

Writer at English Quest

View Jason's Profile

Jason Noble is a seasoned blogger who has been writing about technology and gadgets for over a decade. He is passionate about exploring new and innovative products, and enjoys sharing his insights with readers. In addition to his blog, Jason has also contributed articles to several tech publications.

View Jason's Profile