Tips for Fluent English Speakers Working with Non-Fluent Speakers
Native speakers and fluent non–native speakers share the responsibility for ensuring clarity and mutual understanding in meetings with non-fluent speakers.
The Cost of Overlooking English Language Differences
Operational errors and financial loss
Slower decision-making and inefficiency
Damaged relationships and loss of trust
Underused talent and reduced engagement
Reputational harm and cultural insensitivity
Missed market opportunities
Legal and compliance risks
English is the dominant language of international business, yet it remains a foreign language for most people. Fluency levels vary widely—not just across countries, but also between regions, professions, and roles.
For example, in Japan, English instruction emphasizes reading and grammar, so comprehension of written English may exceed spoken fluency. In other regions, speakers may be more familiar with either British or American English conventions. Even within the same company, employees in headquarters may be far more comfortable with English than those in factories or domestic sales.
Speaking
- Speak slowly, clearly, and calmly—volume doesn’t aid comprehension.
- Avoid patronizing or impatient tones; remember, you’re conversing in someone else’s second or third language.
- Enunciate carefully and pause between ideas.
- Avoid idioms, slang, and figurative expressions (e.g., “ballpark figure,” “run with the ball,” “call it a day”).
- When dealing with French, Italian and Spanish speakers, note that they often struggle with the many Anglo-Saxon phrasal verbs and prefer Latinate equivalents. You should therefore use:
- “solve” instead of “work out”
- “interrupt” instead of “butt in”
- “accompany” instead of “show out” (as in “I’ll show you out”)
- “continue” instead of “carry on”
- Summarize or restate key points to confirm understanding.
- Use short, direct sentences. Avoid compound or “either/or” questions:
- Instead of: “Will it be ready on Tuesday, or should I call you earlier?”
- Try: “Will it be ready on Tuesday?”
- Avoid negative questions (“Aren’t you…?”, “Didn’t you…?”).
- Support your message visually—write down key terms, numbers, or use clear gestures.
- Regularly check understanding by inviting others to restate what they understood.
Listening
- Echo key words or phrases to confirm understanding:
- “So you’re saying it will be ready next week?”
- Ask clarifying questions:
- “Could you explain what you mean by…?”
- “I’m not sure I follow—could you give an example?”
- Clarify vague terms like soon, later, or clear—they mean different things to different people.
Writing
- Keep sentences short, simple, and active.
- Avoid idioms, slang, and jargon unless you’re certain they’ll be understood.
- Re-read your message for potential ambiguity or cultural misinterpretation.
- Begin with a courteous acknowledgment (“Thank you for your message…”).
- Use bullet points or numbered lists for clarity and easy response.
- Provide clear deadlines or time frames for replies.
- Identify recipients clearly—full name, title, and department.
Communicating via Technology
- Learn your counterpart’s communication habits:
- How often do they check email or voicemail?
- Which channel do they prefer?
- Respect privacy: In some offices, assistants or colleagues may read incoming emails.
- Use the simplest, most reliable technology for all participants.
- Send agendas in advance and minutes afterward summarizing key points and actions.
- At the start of virtual meetings:
- Introduce all participants.
- Review the agenda.
- Remind speakers to talk slowly and clearly.
- In multi-site calls, assign a facilitator at each location to manage turn-taking and encourage participation.
- Summarize periodically to confirm shared understanding.
And finally, make an effort to learn a little of your counterpart’s language—it shows respect and genuine interest, helps you understand the challenges they face when communicating in English, creates goodwill, and can only improve business outcomes.
