June 14, 2023

Virtual meetings in English: expressions and protocols

Virtual meetings in English – communicating via cold hard technology – is a tough challenge for your workday. When English isn’t your first language, you can easily sound too abrupt in your online manner, or be scrambling to find the appropriate vocabulary or expression for an unexpected glitch. But there’s no need to throw your laptop out the window yet! Equip yourself with these key English expressions and protocols, and you’ll feel the difference in your next virtual meeting in English. 

Don’t say WHAT, say PARDON

Let’s start with a lesson my parents taught me as a child – if you didn’t catch a person’s last comment, never react with “what?!”. It sounds rude and discourteous in English. Instead, if there is an audio glitch in your virtual meeting in English, say “pardon?”, or “excuse me?” as an indicator that you haven’t heard someone properly. And because audio problems are common when connecting on video calls, you might also want to provide a polite, “I’m sorry, the connection cut out. Can you repeat the last part please?”

“I’m sharing my screen now”

Say sorry, sorry, sorry

Sorry to repeat myself, but English speakers cannot get enough of apologising. It is a guaranteed way to sound natural and show that you can navigate the cultural implications of the language. Following this, if you have technical problems during your virtual meeting in English, then use expressions like “Sorry, bear with me a moment while I check what the problem is”, and “Sorry, just give me a minute to fix this, please”.

“Can you see me?” - can for ability

Audio and camera issues might occur during your virtual meeting in English, so make sure you react in the right way. Words like “see” and “hear” are almost always accompanied by “can”, when talking about ability. Try having some pre-prepared expressions like “Can you hear me ok?”, and “I can see you, but I can’t hear you.” (Be careful, don’t use “Do you hear me?” or “I don’t see”, as that is incorrect English for this context! Use “can” and “can’t” instead of “do” and “don’t”.)

Give presentations in the present continuous

Many virtual meetings in English request that you prepare a presentation. In case you need to share a PowerPoint or a document, be sure to use the correct tense as you narrate your activity. “I’m sharing my screen now;” (NOT “I share my screen”). Remember, if the action is happening right there in the moment, you need to use “–ing” actions. For example, “I’m opening the document”,  “I’m presenting a proposal”, or “I’m showing you a graph”.

Preparation is the key to success

 

The good news is that virtual meetings in English have some advantages. Participants can only see what appears on camera! Try keeping key expressions or notes written beside your laptop, in case you need them as a reference. And while we’re on the subject – secret comfortable pyjama bottoms, anyone? The point is, with enough preparation and forward-thinking, you can take control of any work situation and participate confidently in your virtual meeting in English.

 

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I train people to use English in a professional context. In my one-to-one sessions, online course and social media platforms, you’ll master tools to flourish in your English-speaking workplace. From job interviews to work meetings to presentations and more, you’ll prepare for professional challenges and speak with success.

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