Confidence in communication: how to speak up in meetings
Don't let language anxieties hold you back in work meetings
You’ve got something valuable to say but the meeting is moving fast. Ideas are bouncing around, colleagues are jumping in smoothly and before you know it, the moment has passed. If you’re communicating in a second language, that hesitation can feel even bigger - what if you make a mistake? What if you don’t explain yourself clearly?
Speaking up in meetings, especially in a non-native language, isn’t just about fluency. It’s about mindset, preparation and knowing a few tricks to make yourself heard. Let’s look at how to approach it with confidence.
1. Prepare key phrases in advance
One of the biggest hurdles to speaking up is thinking on the spot. But meetings tend to follow familiar patterns - updates, discussions, decisions - so a little preparation goes a long way.
Before the meeting, note down a few key phrases in the relevant language that you can use to jump in at different points:
I’d like to add something here > J'aimerais ajouter quelque chose ici
Just to clarify, are we saying that…? > Nur um das klarzustellen, sagen wir also, dass…?
One possible solution could be… > Una posible solución podría ser…
Having these ready stops you from getting stuck searching for the right words in the moment.
2. Signal when you want to speak
If the conversation is moving fast, getting a word in can feel impossible. Instead of waiting for a perfect pause, make small signals that show you’re about to contribute:
Raising a hand slightly or leaning forward - small body language cues can indicate you have something to say.
Using transitional phrases to claim space, like “Just to add to that…” or “I see it slightly differently…”
If necessary, politely interrupt: “Can I jump in here?” or “Before we move on, I’d like to add something.”
In most cases, people won’t mind - meetings are about discussion, after all.
3. Speak simply, not perfectly
It’s easy to overthink wording, especially in a second language. But the goal isn’t to impress - it’s to communicate. Instead of worrying about complex sentences, focus on clarity:
Keep it short and direct. Instead of “I was wondering if perhaps we should consider an alternative approach…” try “How about another approach?”
If you get stuck mid-sentence, don’t panic. Pause, take a breath and rephrase: “Actually, what I mean is…”
If you make a mistake, move on. Most people won’t even notice.
The simpler your message, the more confident you’ll sound.
4. Use active listening to your advantage
When you're nervous, you can spend the whole meeting mentally rehearsing what you’ll say - meaning you miss half of what’s actually happening. Instead, focus on listening.
Take quick notes of key points so you can refer back to them.
React to what others say - nodding, agreeing briefly (“That’s a good point”) or asking follow-up questions.
If you’re not sure you’ve understood something, summarise: “So if I understand correctly, we’re deciding between A and B?”
This keeps you engaged and gives you natural openings to speak. Again, preparing a few phrases in the relevant language can be a great solution.
5. Practise outside the pressure zone
If meetings are stressful, practise speaking in lower-stakes situations. Try:
repeating key points out loud to yourself before the meeting
discussing similar topics informally with colleagues
recording yourself talking through a few ideas - sometimes hearing yourself back helps with confidence
The more you practise, the more natural speaking up will feel.
Final thoughts
Confidence speaking another language in meetings isn’t about perfect grammar or knowing all the right words. It’s about making your voice heard, even if it’s just for a few sentences. The more you do it, the easier it gets - so start small, prepare a little and don’t be afraid to jump in. Your ideas are worth sharing.