Guess what? You don’t have to be the best speaker in the room to make a real difference in meetings.

Every voice matters (including yours)

International meetings work best when different people bring different perspectives. A colleague who has worked in a different market, managed a different type of team, or simply thought about the problem from a different angle can change the direction of a conversation, even if they say just one sentence.

Unfortunately, language often gets in the way. Not because non-native speakers have nothing to say, but because the effort of speaking in a second language takes up so much mental energy that it becomes easier to stay quiet. Over time, staying quiet becomes a habit. And the team loses something real: ideas that were never heard, experience that was never shared, questions that were never asked but should have been.

Now, I don’t mean to tell you that your English doesn’t matter – it does, and working on it is worth your time. But it’s important to remember that you don’t need to be the most fluent person in the room to contribute meaningfully. You just need a few strategies, and the willingness to use them.

Preparation is your best friend

Before the meeting, find out what will be discussed. Ask for an agenda, read any documents that were shared, and think about what you might want to say. When you already know the topic, your brain doesn’t have to work so hard during the meeting. You can focus on listening and on speaking.

It also helps to prepare some of your own phrases in advance. Not a full script, just a few sentences. Think about what your role in the meeting is, and what kind of contribution you are likely to make. If you are presenting data, prepare how you will introduce it. If you are likely to disagree with something, think about how you will say so respectfully. “I see it slightly differently…” or “I’m not sure that would work in our context, because…” are simple phrases, but having them ready makes a big difference when the moment comes.

You might also want to write down two or three key points you want to make, in simple English, before the meeting starts. You don’t have to read from them, but knowing they are there reduces the pressure considerably.

You don’t need to say everything

In many cultures, speaking a lot in a meeting signals engagement and competence. But in international business settings, this is not always true. One clear, relevant comment often has more impact than five hesitant ones.

Choose your moment. Think about when your input is most needed: it may be when the discussion touches on something you know well, when a question is asked that you can actually answer, or when something is being decided that affects your work. These are the moments worth preparing for. If you have one useful thing to say, say it clearly and people will remember that.

It is also worth knowing that asking a good question counts as contributing. Questions are underrated*, but “Have we thought about what happens if the timeline changes?” or “Who is responsible for this part?” move conversations forward just as much as statements do.

*underrated = underestimated (sottovalutato; недооцінений)

Slow down, and don’t apologize for it

Many non-native speakers speak too fast when they are nervous, trying to “get it over with.” This actually makes it harder for others to understand them. Slowing down, even a little, shows that you are thinking carefully. It also gives you more time to find the right word, and it gives your listeners more time to follow.

If you lose a word mid-sentence, don’t panic. You can describe what you mean instead. “It’s the process where you check everything before sending it” works just as well as the exact technical term, especially if your listener doesn’t know the term either. This is called paraphrasing, and it is a skill, not a workaround*.

And please, stop apologizing for your English before you even start speaking. Saying “sorry, my English is not so good” draws attention to something most people in the room weren’t thinking about. Instead, just speak. If you make a mistake and notice it, correct it naturally and move on. Everyone does this, in every language.

*a workaround = temporary solution, bypass (soluzione temporanea; обхідний шлях)

Ask for what you need

If someone speaks too fast, it is completely professional to say: “Could you say that again, please?” or “I want to make sure I understood: are you saying that…?” Asking for clarification is not a sign of weakness, it shows that you are paying attention and that accuracy matters to you. Most people, when asked, are glad to repeat or rephrase, and often the whole room benefits from the clarification.

If you need a moment to think before answering, that is also normal. “That’s an interesting point… Let me think about that for a second” is something native speakers say too. You are not expected to answer instantly. Taking a breath before speaking doesn’t mean that you don’t know the answer, it means that you are taking the question seriously.

If a meeting moves very fast and you often miss your chance to speak, it can help to tell the facilitator before the meeting starts. Something like: “I sometimes find it hard to jump in*, could you check in with me during the discussion?” Most facilitators are happy to do this, and it sets up a structure that works for you without drawing attention during the meeting itself.

*to jump in = to get involved (buttarsi, partecipare; втрутитися)

Use simple language on purpose

There is a myth that complex vocabulary makes you sound more intelligent. In international meetings, the opposite is often true. Short sentences with clear words are easier to follow, easier to remember, and harder to misunderstand.

If you are trying to explain a complex idea, break it into steps: “First we do this. Then we check that. And if it works, we move to the next stage.” That is clear, and clarity is a skill that even very fluent speakers have to work on. In a room where half the people are also speaking their second or third language, plain English is almost always the better choice.

It also helps to summarize what you have said at the end of a longer comment: “So, to summarize, I think we need more time before we decide.” This gives people a second chance to catch your main point, even if they struggled to follow the detail.

Body language still speaks

Even when you are not talking, you are communicating. Nodding, making eye contact, leaning slightly forward – these all signal that you are present and engaged. In virtual meetings, turning your camera on when possible and looking at the screen when others speak sends the same message.

If you want to speak and are not sure how to enter the conversation, you don’t have to interrupt. Raising your hand slightly, unmuting yourself, or simply saying “I’d like to add something here” are all clear and professional ways to signal that you have something to say. Most facilitators will make space for you.

After someone makes a good point, it is also fine to acknowledge it before adding your own. “I agree with what [name] said, and I would also add…” – this links your contribution to the conversation and makes it easier to enter naturally.

After the meeting counts too

If you had something to say but couldn’t find the moment, follow up by email. “I wanted to add something to what we discussed today…” is a perfectly normal way to keep contributing. Some of the most thoughtful input in professional environments comes in writing, not in real-time conversation.

It is a legitimate form of participation, and for many people who process ideas more slowly in a second language, writing is actually where their best thinking happens. If you know this about yourself, use it deliberately. Take notes during the meeting and send a short follow-up email afterwards with your reflections or questions. Over time, people will start to expect it from you, and that is a good thing.

Being fluent is not the same as being effective. The goal in any meeting is to understand and to be understood. With preparation, a few simple strategies, and the courage to speak up even imperfectly, you can start doing that at A2 level.

Your ideas have value. Don’t wait until your English is “good enough” to share them. That day might never feel like it has arrived. Start sharing them now.

Want help building the language tools you need for professional meetings? Get in touch – this is exactly what I work on with my clients. 😊