For those working in an environment where English is the primary language of communication, it’s crucial to mind your words and phrases, especially when navigating tricky situations. Your language skills can significantly impact how colleagues and customers perceive you. If English isn’t your first language, being mindful of your word choices becomes even more important.
In a recent video, Emma from mmmEnglish shares insightful tips on handling five common workplace scenarios, offering guidance on what to say and what to avoid. Her advice is invaluable for non-native English speakers striving to sound more professional and communicate effectively.
Scenario 1: When you don’t know the answer to a question
Imagine a customer asks, “Do you know if the Bluetooth adapter will work on the Sony A6400?” Reflexively, you might be tempted to respond with a blunt “I don’t know.” However, Emma advises against this approach, as it can come across as unhelpful or even rude, giving the impression that you don’t care.
Instead, she suggests using phrases like “I’m not sure, but I can find out” or “Let me come back to you on that.” These responses demonstrate a willingness to assist and a commitment to providing the information requested, projecting a far more professional image.
Scenario 2: When asked if you can meet a specific deadline
In a fast-paced work environment, meeting deadlines is often paramount. If someone asks, “Our clients need this done by 2 o’clock tomorrow, do you think you can manage that?” avoid responding with a vague “I’ll try my best.” Emma explains that using the word “try” fails to convey a clear commitment, leaving the requester uncertain about whether the task will be completed on time.
A more professional approach is to provide a definitive answer, such as “Sure, I can have it done by 2 pm” or “I don’t think I can manage it by 2, but I can definitely have it done by 4. Would that be okay?” This level of clarity and transparency instills confidence and helps manage expectations effectively.
Scenario 3: When dealing with an angry or disappointed customer/colleague
Handling frustration or disappointment from a customer or colleague can be challenging, especially when emotions run high. If someone exclaims, “This is ridiculous! I drove the whole way down here to pick the thing up… now you’re telling me it’s not ready?” replying with a simple “Okay” or freezing up can exacerbate the situation.
Emma recommends using the phrase “I understand” to acknowledge the person’s frustration and demonstrate empathy. Follow this up with a solution-oriented statement like “Let’s see what we can do about this.” Using inclusive language like “let’s” and “we” involves the other party in finding a resolution, diffusing tension and fostering a more collaborative approach.
Scenario 4: When you need to keep someone waiting
In busy work environments, it’s common to find yourself attending to multiple tasks or customers simultaneously. If you need to keep someone waiting, avoid saying something like “Things are just really busy today, so it’s taking a bit longer than usual.” Emma considers this response rude and inconsiderate.
Instead, use polite phrases such as “I’ll be with you in a moment” or “Sorry to keep you waiting, I’ll be right there.” These expressions let the person know that you’re aware of their presence and that you’ll attend to them shortly, fostering patience and maintaining a professional demeanor.
Scenario 5: When you don’t understand or hear something clearly
Occasionally, you may encounter situations where you don’t fully comprehend what someone has said. Emma strongly advises against responding with a simple “What?” as this can be perceived as impolite or inattentive.
Better alternatives include “I’m sorry, I missed that. Could you say it again, please?” or “Sorry, would you mind just repeating that for me?” These phrases communicate your willingness to listen attentively while politely requesting clarification, promoting mutual understanding and respect.
Beyond these practical tips, Emma also promotes Lingoda’s Language Marathon program as an excellent opportunity for non-native English speakers to improve their skills rapidly. The program offers intensive online classes led by native English teachers, focusing on either general or business English.
Participants can choose between a full marathon (one class per day for three months) or a half marathon (15 classes per month for three months). Upon successful completion, Lingoda offers a refund of up to 100% of the class fees, providing a compelling incentive to invest in language development.
Emma’s personal experience with Lingoda’s Spanish Marathon has yielded remarkable improvements in her speaking abilities, underscoring the program’s effectiveness. With the Language Marathon being Lingoda’s final offering of this kind, she urges interested individuals to act promptly and secure their spots before the September 9th deadline.
In today’s globalized workplace, effective communication is paramount, and mastering professional English can be a game-changer for non-native speakers. By following Emma’s advice and employing the suggested phrases, you can navigate challenging situations with poise and professionalism, fostering positive relationships with colleagues and customers alike.
Remember, the way you communicate reflects your commitment to your work and your respect for those around you. By being mindful of your language choices, you can project confidence, competence, and a willingness to go the extra mile – qualities that are sure to leave a lasting positive impression.