Vocabulary for online meetings
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Think about these questions before reading. Share your ideas with a partner.
- What do you consider the most significant challenge in keeping online meetings productive and on-track, and what strategies have you found effective in overcoming it?
- How does the virtual format of a meeting influence the way participants communicate, particularly when it comes to expressing disagreement or redirecting a conversation?
- Beyond the obvious technical etiquette, what unspoken rules or subtle communication cues do you believe are crucial for successful professional interaction in an online meeting?
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Navigating a Tricky Meeting
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Vocabulary
Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
To table a discussion — to postpone consideration of a topic until a later time.
Usage note: Common in formal meetings. Be aware that in British English, it can mean the opposite (to propose something for discussion). In international business, it almost always means to postpone.
To be on the same page — to have a shared understanding or be in agreement.
Usage note: A very common idiom in business contexts. Use it to confirm alignment: 'Before we move on, let's just make sure we're all on the same page regarding the deadline.'
Action items — specific tasks assigned to a person or team that arise from a meeting.
Usage note: This is standard business jargon. At the end of a meeting, it's good practice to summarize the action items and who is responsible for them.
To circle back to (something) — to return to a topic or point that was mentioned earlier.
Usage note: A polite phrase for managing the flow of a conversation. It allows you to acknowledge a point but deal with it later: 'Good question. Can we circle back to that once we've finished this slide?'
Low-hanging fruit — the easiest problems to solve or the most readily achievable goals.
Usage note: An informal business idiom used when discussing strategy and prioritisation. 'To build momentum, let's tackle the low-hanging fruit first.'
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Phrases for effective meetings
Many common phrases used in meetings are fixed expressions. Can you complete them?
Match the beginning of each phrase on the left with its correct ending on the right.
Drag or click to match
Definitions
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Grammar: Hedging language
Grammar
Hedging is the use of cautious or vague language to make statements less direct or assertive. In professional contexts like the online meetings discussed in the article, it's essential for showing politeness, expressing uncertainty, or softening disagreements.
Examples
It seems like we might be overlooking a potential risk with this approach.
The phrases 'It seems like' and 'might be' soften the statement, making it a gentle observation rather than a direct accusation.
I tend to think that the data could be interpreted in a slightly different way.
'I tend to think' presents this as a personal inclination, not a fact, while 'could be' and 'slightly' add further layers of softness.
Perhaps we could consider tabling this discussion until we have more information.
Using 'perhaps' and the modal 'could' transforms a command into a polite suggestion, inviting collaboration rather than demanding action.
Key points
- Use modal verbs like 'could', 'might', and 'may' to make suggestions less forceful.
- Employ introductory phrases such as 'It seems to me that...' or 'I'm not an expert, but...' to frame your point as an opinion.
- Incorporate adverbs like 'possibly', 'perhaps', 'apparently', or 'slightly' to reduce the certainty of a statement.
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Spot the mistake
Can you find the errors in these sentences related to online meetings?
Each sentence contains one error. Find and correct it.
01Let's not get bogged down on the details; we can sort those out later.
Corrected version
Let's not get bogged down on in the details; we can sort those out later.
02Before we finish, could we quickly summarise the action points for next week?
Corrected version
Before we finish, could we quickly summarise the action points items for next week?
03It is seeming to me that we're not all on the same page regarding the project timeline.
Corrected version
It is seeming seems to me that we're not all on the same page regarding the project timeline.
04If I could just piggyback of what David mentioned, I have a related suggestion.
Corrected version
If I could just piggyback of on what David mentioned, I have a related suggestion.
05Since we're short on time, perhaps we will table this discussion until our next sync-up.
Corrected version
Since we're short on time, perhaps we will should table this discussion until our next sync-up.
06To build some early momentum, I suggest we tackle the low-hanging apples first.
Corrected version
To build some early momentum, I suggest we tackle the low-hanging apples fruit first.
07I have a hard stop in 15 minutes, so we need to make sure everyone are in agreement by then.
Corrected version
I have a hard stop in 15 minutes, so we need to make sure everyone are is in agreement by then.
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Useful phrases: Politely interjecting in an online meeting
Vocabulary
Knowing how to jump into a conversation without being rude is a crucial skill in fast-paced online meetings. These phrases will help you add your point, ask a question, or clarify something respectfully.
Examples
Sorry to jump in, but could you quickly clarify what you mean by [specific term]? — to ask for a quick clarification.
Register: Neutral/Formal. Use this when you're genuinely lost and need a definition before the conversation moves on. It shows you're engaged.
If I could just build on that for a second... — to add a supporting or related point.
Register: Neutral/Formal. Perfect for when someone makes a point you agree with and you have a supporting piece of information to add.
I see where you're coming from, but have we considered...? — to introduce a different perspective or alternative idea.
Register: Neutral/Formal. A polite way to disagree. It validates the other person's view first before offering your own.
Not to derail the conversation, but that brings up an important point about... — to gently pivot the discussion to a related, critical topic.
Register: Neutral/Formal. Use this when you need to connect the current discussion to another important issue without sounding abrupt.
Apologies, you cut out for a moment there. Could you repeat the last part? — to handle a technical issue politely.
Register: Neutral. Essential for online meetings. It blames the technology, not the speaker, and allows you to catch up on missed information.
Just a quick one on that point... — to make a brief, relevant contribution in a fast-moving discussion.
Register: Informal/Neutral. Best used with colleagues you know well when you need to interject without a long, formal preamble.
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Complete the sentences with words from the box. One word is extra.
Word bank
01At the end of the call, let's summarize the key decisions and assign clear to each team member to ensure accountability.
02After a lengthy debate, we finally reached a on the new marketing strategy, with everyone agreeing on the core principles.
03Before we assign this new project, we need to check if the design team has the to take on additional work this quarter.
04That's an excellent point, Maria. Can we put a pin in it for a moment and to it once we've finalized the budget?
05Given our time constraints, I suggest we this particular topic for now and revisit it in our next quarterly review.
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The strategic value of the 'pre-meeting'
The efficiency of an online meeting is often decided before the official agenda even begins. This passage explores the hidden power of the informal moments at the start of a call.
Read the passage below, then answer the comprehension questions.
The unscheduled five minutes before an online meeting officially begins are often seen as dead time, but this informal window could arguably be the most productive part of the entire session. It’s here that a skilled facilitator can subtly gauge the team's mood and ensure everyone is on the same page before diving into the agenda. This pre-meeting alignment seems to prevent the team from getting bogged down in trivialities later on. By establishing a collaborative tone early, it becomes easier to suggest tabling a complex discussion or identifying some low-hanging fruit to build momentum. When a colleague later raises a point that threatens to derail the conversation, it feels more natural to suggest you circle back to it, because the initial rapport has already been established. I tend to think that mastering this 'soft start' is just as critical as managing the action items that come out of the meeting itself.
01According to the author, what is the primary benefit of the informal time before a meeting starts?
Sample answerIt allows a facilitator to align the team and build rapport, which helps prevent getting stuck on minor issues later in the meeting.
02What two meeting management strategies become easier to implement after establishing an early collaborative tone?
Sample answerIt becomes easier to propose tabling a complex discussion and to identify low-hanging fruit to create momentum.
03What does the author imply about the conventional view of meeting management?
Sample answerThe author implies that the conventional view overemphasizes formal elements like agendas and action items while undervaluing the importance of informal team dynamics and rapport-building.
04In the author's opinion, what is the relationship between the 'soft start' and later managing off-topic comments?
Sample answerThe author believes that establishing rapport during the 'soft start' makes it feel more natural and less abrupt to redirect the conversation (e.g., by suggesting to circle back to a point) if it goes off-topic later.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- To what extent do you believe that pursuing 'low-hanging fruit' and strictly adhering to an agenda with clear 'action items' is always the most effective approach? Could there be a long-term benefit to allowing discussions to occasionally go off-topic, even if it means you have to 'circle back' later?
- Reflecting on your own cultural or professional background, how common is the use of hedging language? Would you be more likely to directly state 'we need to stay on track,' or would you use a softer approach? Discuss a situation where you've had to decide whether to 'table a discussion' or address a digression head-on.
- Consider the power dynamics in a typical online meeting. In your experience, who usually has the authority to 'table a discussion' or decide when the team is 'on the same page'? How can junior team members effectively contribute or redirect a conversation without overstepping perceived boundaries?