Participating Actively in Team Meetings.

This lesson takes you into a regular team meeting where colleagues share quick updates and decide what needs to happen next. You will work with an authentic-style agenda and listen to extracts from a short meeting to see how people join the discussion, introduce topics, give progress reports and react to others. You will focus on practical language for saying what has been done, what is in progress and what is delayed, without sounding too negative or too optimistic. You will also learn useful phrases for asking others for updates, checking unclear points and making sure everyone knows who is doing what. Finally, you will prepare and deliver your own mini update based on a real or imaginary project from your work. By the end of the lesson, you will feel more confident speaking up in meetings instead of just listening silently.

1. Joining the weekly team meeting.

In this first part of the lesson, I would like you to imagine a very typical situation: it is Monday morning, and you are about to join your regular team meeting. You have received a calendar invitation with a short agenda, maybe on Outlook or Google Calendar. Before you enter the call, it is really useful to understand the purpose of the meeting and the order of the topics. This helps you feel more confident and makes it easier to join in at the right moment. In many international teams, the agenda is short and written in quite simple English, but there are still some common phrases you should recognise, such as “project updates”, “review action points”, or “any other business”. In this block, you are going to look at a realistic agenda for a 30-minute team meeting. I will guide you through the structure and highlight some key vocabulary. Then you will answer a couple of questions to show that you understand why the meeting is happening and what will happen when. Think of it like mentally preparing before you click ‘Join meeting’.

The situation.

You work on the Marketing Projects Team in an international company. Every Monday you have a 30-minute team meeting on Teams to share short updates and agree what needs to happen during the week.

You receive this agenda in your calendar invite:

Under the agenda, your manager has written:

> Main purpose of today’s meeting:

>

> To share short project status updates, identify any delays, and agree what each person will focus on this week.

Useful meeting vocabulary.

When you see a meeting invite like this, there are some phrases that tell you what you should do in the meeting:

• “Project updates” – everyone gives a quick report on their work.
• “Issues and risks” – you talk about problems or delays.
• “Action points and next steps” – you decide who will do what, and by when.

You may also hear or see these phrases at the start of a meeting:

• “Shall we get started?”
• “The main purpose of today’s meeting is…”
• “When do we need this by?”

These phrases help to open the meeting and focus everyone on the goal.

Why this matters for you.

If you understand the agenda clearly:

• you know when your update will probably happen;
• you can prepare one or two key points in advance;
• you can listen for the moment when people talk about action points, so you are ready to confirm your tasks.

In the activity below, you will look carefully at the agenda again and show that you understand what will happen in the meeting and why.

Practice & Feedback

Read the meeting agenda in the table above one more time. Imagine you have just opened this invite on your calendar and you want to be sure you understand what will happen.

In the box, answer two questions in complete sentences:

1. What is the main purpose of this meeting? Try to explain it in your own words, not just copy the sentence.
2. During which part of the meeting will you probably give your update? Mention the time and the agenda item.

Write 2–4 sentences in total. Use clear, professional English as if you are explaining the agenda to a new colleague who has just joined the team.

2. Listening to short status updates.

Now that you understand the agenda, let us move inside the meeting. In most team meetings there is a central moment where people give very short status updates on their work. At B2 level, the challenge is not understanding every single word. The challenge is catching the key message: is the task on track, delayed or at risk? You also need to notice if someone is asking for help or warning the team about a problem. In this block, you will listen to extracts from three colleagues in the same Marketing Projects Team: Anna, who is working on the website launch; Jamal, who is organising the client event; and Sofia, who manages the social media campaign. Each gives a quick, realistic update, using phrases like ‘everything is on track so far’ or ‘we are running slightly behind schedule’. Your job is to listen actively and then summarise the situation for each project in one or two clear sentences. This is exactly what you need to do in a real meeting when your manager asks, ‘Could you update us on your side?’. Listen carefully to the tone as well as the words, and then write what you understood.

Listening inside the meeting.

The meeting has started. After a short welcome, your manager says:

> Manager: Shall we get started? The main purpose of today’s meeting is to hear quick updates on our three projects. Anna, could you start with the website launch?

You will now hear three short updates.

• Anna talks about the website launch.
• Jamal talks about the client event.
• Sofia talks about the social media campaign.

They use natural status update phrases from real meetings, such as:

• “Let me give you a quick update on the website launch.”
• “Everything is on track so far.”
• “We are running slightly behind schedule.”
• “The main issue at the moment is…”
• “We should still be able to deliver by Friday, but…”

What you should listen for.

You do not need to catch every detail. Focus on three questions for each speaker:

1. Is the project on track, a bit delayed, or seriously delayed?
2. What is one key reason for this situation?
3. Is there any clear action or next step?

These are the kinds of points you may later summarise at the end of the meeting: “So, just to summarise, the website launch is on track, the client event has a small delay, and the social media campaign is waiting for client approval.”

In the activity, you will listen to the extracts and then write a short summary for each person. Try to use some of the phrases you hear, but do not worry if your grammar is not perfect. The main aim is clarity.

Practice & Feedback

Listen to the audio carefully. You will hear three colleagues: Anna, Jamal and Sofia. You can listen more than once. Take quick notes if that helps – for example, write only a few words like on track, slightly behind, waiting for approval.

Then, in the box, write one or two sentences for each person explaining:

• the basic status of their project (on track / a bit delayed / more delayed);
• the main reason or issue they mention.

You can organise your answer like this:

• Anna: ...
• Jamal: ...
• Sofia: ...

Try to use natural meeting language such as “Everything is on track so far”, “They are running slightly behind schedule because…” or “The main issue at the moment is that…”. Aim for 60–100 words in total.

3. Building clear status update sentences.

You have now listened to three realistic status updates. In this part of the lesson, we are going to slow down and look at the language you can use when it is **your turn** to speak. Many learners either read a long script or only say one very short sentence such as, ‘Everything is OK’. At B2 level, you want to give a **concise but complete** update: what has been done, what is in progress, and anything that is delayed or at risk. We will focus on some useful chunks such as ‘Let me give you a quick update on…’, ‘We have completed…’, ‘We are currently working on…’ and ‘We are running slightly behind schedule’. On the screen you will see a simple structure and some example sentences. Then you will practise by writing a short update about a sample project, the ‘website launch’, based on information I give you. This is a safe place to experiment with different phrases and build a personal phrase bank that you can adapt for your own real projects later.

A simple structure for your update.

When it is your turn in a meeting, you do not need a long speech. A good status update can be just 3–5 clear sentences.

Here is a simple structure you can use:

1. Opening phrase – show you are starting your update.
2. What is done – 1 sentence.
3. What is in progress – 1 sentence.
4. What is delayed or at risk – 1 sentence.
5. Next steps or timing – 1 sentence.

Useful chunks for each part.

1. Opening phrase

• “Let me give you a quick update on the website launch.”
• “I will keep it brief. I am responsible for the social media campaign.”

2. What is done

• “We have completed the initial design phase.”
• “The testing on the mobile version is finished.”

3. What is in progress

• “We are currently working on the email templates.”
• “The team is now focusing on the landing page.”

4. What is delayed or at risk

• “We are running slightly behind schedule with the content.”
• “The main issue at the moment is the client approval.”

5. Next steps or timing

• “We should still be able to deliver by Friday.”
• “If all goes well, we will finish this part by the end of next week.”

Model mini-update.

> “Let me give you a quick update on the website launch. We have completed the new homepage design and the IT team has finished most of the testing. Right now we are working on the product pages and the mobile version. We are running slightly behind schedule with the blog content because we are waiting for input from Sales. However, we should still be able to go live by the end of the month.”

Notice how this speaker uses clear chunks rather than long, complicated sentences. This keeps the update easy to follow for international colleagues.

Practice & Feedback

Use the structure and example chunks above to write your own mini status update for the website launch.

Imagine this is your information:

• The new homepage design is finished.
• The IT team is currently testing the checkout process.
• You are slightly behind with the blog content because the Sales team has not sent their texts.
• You still expect to go live next Friday.

In the box, write 4–6 sentences. Include:

• an opening phrase (for example, “Let me give you a quick update on the website launch”);
• one sentence for what is done;
• one sentence for what is in progress;
• one sentence for what is delayed or at risk;
• one sentence about next steps or timing.

Aim for around 70–110 words. Use as many of the useful chunks from the table as you can, but adapt them to sound natural for you.

4. Asking colleagues for updates in chat.

Meetings today are not only about speaking. Very often, teams use chat during or after the meeting to ask for quick updates or clarifications. This can be in Microsoft Teams, Slack, Zoom chat or another tool. In writing, it is even more important to be clear and polite, especially when you ask colleagues for information. In this block, we will move into a short **chat-style scenario**. You will see an example of how colleagues ask for updates, use names to manage turn-taking, and check unclear information with phrases like, ‘Could you update us on your side?’ or ‘Sorry, could you clarify what you mean by that?’. Then you will continue the conversation yourself. This is an excellent way to practise short, written questions and replies that feel natural in an international team. Imagine the chat is public and your messages are visible to your manager and other colleagues, so the tone should be professional but friendly.

A realistic chat during the meeting.

The Marketing Projects Team is in their weekly online meeting. At the same time, the team uses the chat to share links and ask quick questions.

Here is part of the chat log:

> Manager: Thanks everyone. Let us use the chat to capture quick questions.

> Manager: @Jamal Could you update us on the client event invites?

> Jamal: Sure. I have drafted the email, but I am still waiting for the final guest list.

> Anna: @Jamal When do we need this by to keep the original event date?

> Jamal: Good question. We should send the invitations by tomorrow at the latest.

> Sofia: @Jamal Sorry, could you clarify what you mean by drafted? Is the text final?

> Jamal: The main text is final, but I still need to add some details about the agenda.

Useful phrases for written questions in meetings.

Notice how people ask for updates and clarify information politely:

• “@Name Could you update us on the client event invites?”
• “When do we need this by to keep the original event date?”
• “Sorry, could you clarify what you mean by…?”

In chat, it is common to:

• use @Name to show who you are speaking to;
• keep questions short but polite;
• focus on one clear point per message.

Your task: continue the chat.

Imagine that a few minutes later, the manager wants a quick status update on the social media campaign in the chat as well. You will write the next messages in the conversation, asking for and giving updates in a professional chat style.

Practice & Feedback

Look again at the example chat above and pay attention to:

• how they use @Name to address people;
• how questions are short but polite;
• how they clarify meanings, for example “what you mean by drafted”.

Now imagine the chat continues and you are responsible for the social media campaign. The manager writes:

> Manager: @Sofia Could you give us a quick update on the social media campaign?

In the box, write 3–5 chat messages to continue the conversation. Include:

1. Your update on the social media campaign (1–2 messages).
2. One question to a colleague, asking for information you need (for example, images or texts).
3. One short clarification question using a phrase like “Sorry, could you clarify what you mean by…?”.

Write each message on a new line, starting with a name when needed, for example “@Manager ...” or “@Anna ...”. Aim for 70–120 words in total.

5. Agreeing and disagreeing diplomatically.

Team meetings are not only about reporting information. Very often, someone makes a suggestion or proposes a deadline, and you need to react. If you always say yes, you can create unrealistic expectations. If you say no too directly, you can sound unhelpful or even rude. In this block, we will look at how to express agreement, partial agreement and polite disagreement in a meeting, using diplomatic phrases. You will see a short dialogue where a manager suggests a tight deadline. One colleague agrees, but you are not sure it will work. We will focus on useful chunks such as, ‘I completely agree with you on this point’, ‘I see your point, but I am not sure it will work here’ and ‘Can we park this topic and come back to it later?’. After reading the dialogue, you will write your own short response, pushing back on the deadline in a professional way while still sounding cooperative.

A common situation: unrealistic deadlines.

Later in the same meeting, the team is discussing the client event invites. Listen to this short exchange:

> Manager: I think we should send the invitations today so we have more time for follow-up.

> Anna: I completely agree with you on this point. The sooner we send them, the better.

> You: ...

> Manager: OK, but if we wait, we may have fewer people at the event.

You are worried that today is not realistic, because you still need some information.

Useful phrases for reacting in meetings.

Strong agreement

• “I completely agree with you on this point.”
• “I think you are absolutely right.”

Partial agreement

• “I see your point, but I am not sure it will work here.”
• “I agree in principle, but I have some concerns about the timeline.”

Polite disagreement / alternative suggestion

• “From my perspective, that deadline will be very difficult.”
• “I am afraid that is a bit too optimistic.”
• “Could we perhaps send them tomorrow instead?”
• “What if we focus on the top clients today and send the rest tomorrow?”

These phrases help you to soften your message. You show that you understand the other person’s idea, but you also explain your concerns.

Your voice in the meeting.

In the activity below, you will imagine that you are the person who is not comfortable with the manager’s suggestion. You want to:

• show that you understand the manager’s idea;
• explain why today is difficult;
• propose a realistic alternative.

Use the phrases above to sound professional, not negative.

Practice & Feedback

Imagine you are in the meeting and the manager says:

> “I think we should send the invitations today so we have more time for follow-up.”

You know that:

• the guest list is not final yet;
• the designer will only send the final visuals this afternoon;
• you can realistically send the invitations tomorrow morning.

In the box, write a short spoken-style reply of 3–5 sentences. You are speaking to the whole team, so your tone should be diplomatic but clear.

Try to:

• show partial agreement first (for example, “I see your point, but…”);
• then explain your concern about the timeline;
• finally, suggest a concrete alternative.

Aim for 60–90 words. Use at least one phrase of agreement or partial agreement and one polite phrase to introduce your alternative.

6. Your full mini contribution to a team meeting.

You have now practised the key ingredients of active participation in a team meeting: understanding the agenda, listening for status, giving a clear update, asking colleagues for information and reacting diplomatically. In this final block, you will put everything together in one small performance task. Imagine that in next week’s real meeting, your manager suddenly says, ‘Could you give us a quick update on your side?’ You do not want to panic or stay silent. You want to give a short, confident contribution. Your goal is to join the discussion, report your status, ask at least one question, and help summarise next steps. On the screen you will see a simple checklist to guide you. Your task is to write a short script of what you could say in about one minute. This will be your personal model that you can adapt and reuse in real meetings. Focus on being clear, organised and polite rather than on perfect grammar.

Putting it all together.

You are back in the Marketing Projects Team Meeting. The manager says:

> Manager: We have a few minutes left. Could you give us a quick update on your side?

You are responsible for the social media campaign.

Checklist for your mini contribution.

Try to include these elements in your answer:

Opening the update

Use a clear opening phrase:

• “Sure. Let me give you a quick update on the social media campaign.”

Status: done / in progress / delayed

Mention 2–3 points:

• what you have completed;
• what you are currently working on;
• anything that is behind schedule or at risk, with a reason.

One short question to a colleague

For example:

• “@Anna, when do we need the visuals by to keep the launch date?”
• “Could you clarify what you mean by ‘final version’?”

Summarising next steps

Use phrases such as:

• “So, just to summarise, this week I will…”
• “We should still be able to deliver by…”
• “Who will be responsible for…?”

Example outline (not full text).

> Opening: “Let me give you a quick update on…”

> Done: “We have completed…”

> In progress: “We are currently working on…”

> Delay / risk: “We are running slightly behind schedule because…”

> Question: “@Jamal, when do we need this by?”

> Summary: “So, just to summarise, this week I will…, and we should still be able to…”

In the activity, you will write your own complete script of what you might say in this situation. This is your chance to demonstrate everything from the lesson in one integrated answer.

Practice & Feedback

Now imagine you are in the meeting and the manager says:

> “Could you give us a quick update on your side?”

You are responsible for the social media campaign and the situation is:

• You have completed the content plan.
• You are currently working on adapting images for different platforms.
• You are slightly behind with the video posts because the agency sent them late.
• You still expect to start the campaign next Wednesday.

In the box, write a short script of what you would say in the meeting. Include:

1. An opening phrase.
2. 2–3 sentences about what is done / in progress / delayed.
3. One question to a colleague or the manager about timing or support.
4. One closing sentence summarising the key action points or next steps.

Aim for 100–140 words. Write in a spoken style, as if you are talking in the meeting, but using full sentences.