I have been teaching English for over 9 years now, and these are the five English tips that I share with students (maybe not all in one go)! And I even apply them myself during my meetings!
1. Slow down the conversation
A short pause is a brilliant thing, especially when you use it to think, choose a simple sentence, and then speak.
Bad
“I mean, yes, unless the API changes, which could happen because the vendor sometimes…”
Good
“Short answer, yes. The only risk is the API changing. I will confirm that with the vendor.”
Ready-to-use lines
“Give me a second to collect my thoughts.”
“One sentence first, then detail.”
“Here is the headline. I can share the full version if helpful.”
2. Slow down your speech
Fast speech can sound nervous. Slower speech sounds more experienced (I am not talking about too slow, because you are leading towards being condescending then!).
How to slow down without sounding robotic:
Use natural full stops.
Keep one idea per sentence.
Take a breath before the key point.
Look at people while you finish the sentence.
Drill
Say this aloud and record it.
“We are on track. The first checkpoint is on Wednesday. If that slips, I will flag it early.”
Aim for a steady pace, clear full stops, and a calm tone.
3. Preparation is key
Rehearsal reduces pressure. You do not need a script. You need a strong first line and one question.
Thirty-second prep for a stand-up
Goal: “State status and one risk.”
First line: “On track for Friday.”
Risk line: “Only risk is vendor timing.”
Question: “Do you want the short version or the full version?”
Close: “Happy to share more details.”
Pre-meeting notes you can keep on a Post-it
Headline
One risk in one line
Next step and owner
Invite questions
4. Tell them you will get back to them
Parking a point is not a weakness. You don’t want to lie, you want to be certain in what you are saying!
Phrases that keep trust
“I have an idea, but I would like to check one figure. I will email by 3 pm.”
“I want to give you a proper answer. Let me confirm and get back to you after lunch.”
“Good question. I will pull the data and follow up before the close of business.”
Follow-through matters
Always include a time when you will reply. Put a reminder in your calendar. Deliver on time, even if the update is “still checking, will confirm tomorrow.”
5. Buy time with a question
Questions create space and improve understanding.
Use these to keep the other person talking while you think
“What makes you say that?”
“Could you give me a quick example?”
“What would a good outcome look like for you?”
“If we had to pick one priority, which one matters most?”
Do NOT fire five questions in a row. Pick one. Listen. Then answer with a short headline.
Bad versus good: extra examples you can borrow
Situation
You are asked for an estimate on the spot.
Bad
“Umm… maybe two to three weeks unless QA finds bugs or unless the refactor takes longer, and if the deployment window is small then…”
Good
“Headline, two weeks. If QA finds a major bug, we add a few days. I will confirm it by the end of the day.”
Situation
You are challenged in a meeting.
Bad
“That is not correct because we already tested the load, and the way you are looking at it is not right since the 95th percentile is…”
Good
“Interesting point. Could you share the example you have in mind? Then I will explain how we tested.”
Situation
You are asked to decide.
Bad
“I am not sure because there are many variables and it depends on how the team handles the caching and the API and the timeline and…”
Good
“My recommendation is option A. It is faster to release. If we hit a limit, we can switch to B next sprint.”
Phrase bank to screenshot
Pausing
“Give me a second.”
“Let me organise my thoughts.”
Slow, clear headlines
“We are on track.”
“We can deliver by Friday.”
Parking and returning
“I will get back to you by 3 pm.”
“I will confirm after lunch.”
Buying time with questions
“What makes you say that?”
“Could you walk me through an example?”
“What does success look like?”
Inviting or limiting detail
“Would you like the short version or the full version?”
“Happy to share more if helpful.”