No More Awkward Pauses: Handling Misunderstandings in English Like a Pro
- Zoe Ford
- May 5
- 4 min read
Updated: Sep 11
Few things feel more terrifying than realising you’ve been misunderstood — especially when it happens in front of colleagues or clients, followed by that awkward silence in the room.
You’re presenting to senior colleagues. You’ve made your point, but the faces on the other side of the table look puzzled. Did they not understand? Did you not explain clearly enough? Or was it the language itself?
Perhaps it’s a phone call, where the signal keeps dropping, and you’re struggling to catch half-sentences. Or a Zoom call, where someone’s screen freezes just as they’re outlining the key numbers. You smile politely, but inside you’re panicking. What if you’ve missed something important?
Even in writing, misunderstandings creep in. An email meant to be concise comes across as abrupt. A message you thought was crystal clear leads to confusion later.
These situations can be frustrating, especially when you’re already working hard in a second language. But here’s the truth: misunderstandings happen to everyone. They’re part of professional life in any language. The skill is not avoiding them completely, but handling them with confidence, calm, and clarity.
Why Misunderstandings In English Happen (Even at Senior Level)
Misunderstandings are not a sign of weak English. They often stem from:
Speed and delivery: A fast-talking colleague, or someone with a strong regional accent.
Cultural shortcuts: References to TV shows, sports, or jokes that don’t work across borders.
Business jargon: “Let’s circle back,” “go back to the drawing board,” “low-hanging fruit” — phrases that even native speakers misinterpret.
Tech fails: Dropped calls, frozen screens, background noise.
Assumptions: Nodding along because you don’t want to interrupt, only to realise later you didn’t catch the key point.
And the impact is real. A 2023 report by Grammarly Business and The Harris Poll found that poor workplace communication costs US businesses $1.2 trillion annually, with leaders spending on average 15 hours per week resolving miscommunication issues.
Similarly, a study by the Project Management Institute showed that poor communication is the leading cause of project failure in 56% of cases.
At senior levels, the stakes are higher. You’re expected to respond quickly, act decisively, and inspire confidence. That’s why handling misunderstandings effectively is such a valuable skill.
Clarifying Without Losing Authority
Many professionals fear that asking for clarification makes them look weak. In reality, the opposite is true. People who clarify show they care about accuracy and alignment.
Here are some phrases that protect your authority while making sure everyone is on the same page:
“To avoid any misunderstanding, could you clarify what you mean by…?”
“So that I’m clear, you’re suggesting that…”
“Just to confirm, are we saying the same thing here?”
Real-world example
You’re in a strategy meeting. Someone presents next year’s budget, but the figures don’t quite add up. Rather than nodding along, you say:
“Just to confirm, the projection for Q3 is 15%, not 50, correct?”
This prevents costly mistakes and demonstrates confidence.
Repairing Misunderstandings Gracefully
Sometimes it’s you who’s misunderstood. Maybe your point was lost in a long sentence. Maybe your tone was read as too direct. The key is to repair without embarrassment:
“Let me rephrase that — my main point is…”
“I may not have explained clearly earlier; what I want to emphasise is…”
“I should add a little context here to avoid confusion…”
Real-world example
In a phone call with a client, you notice silence on the other end. You realise they’ve taken your comment as a promise or commitment when you meant it as a suggestion. Instead of backtracking awkwardly, you say:
“Perhaps I wasn’t clear — what I meant was this is one option we could explore, not a final decision.”
By reframing quickly, you protect the relationship and your credibility.
Preventing Misunderstandings Before They Start
Of course, prevention is better than a cure. A few simple habits can make a big difference:
Summarise agreements: “So, to recap, we’ve agreed that…”
Use signposts: “There are three key points here: first…, second…, third…”
Simplify complex messages: Break big ideas into smaller, clear steps.
Adapt to your audience: Avoid idioms or culture-specific humour in global teams.
Control the tech: If the sound drops on Zoom, repeat your key point. If you lose connection, follow up with a quick written summary.
Real-world example
At the end of a multi-country video call, you say:
“Before we finish, let me quickly recap the actions so we’re all in agreement.”
By summarising, you prevent weeks of frustration later.
A Word on Written Communication
It’s not just speaking. Written misunderstandings can be just as damaging. For example:
A short email might feel efficient to you, but abrupt to the reader.
An ambiguous phrase like “as soon as possible” may mean “today” to one person, “next week” to another. Adding precision — “by close of business on Wednesday” — can save a lot of back-and-forth.
Final Thought
Misunderstandings will always be part of professional life. The difference between stress and success is how you handle them. Clarifying shows accountability. Repairing shows confidence. Preventing shows foresight.
So the next time you’re in a meeting, on a phone call, or drafting that tricky email, remember: you don’t need to be perfect. You just need to be clear.
Try using one of these strategies this week. You may find that what once felt like a weak point becomes one of your greatest professional strengths.
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Your Author: Zoe Ford
Zoe is a CELTA-qualified EFL teacher and Ex-Director of Studies at a prestigious private language school in London. She has been teaching English to adults for over 10 years and has helped hundreds of students to reach their learning goals.
When Zoe isn't teaching, you can find her experimenting with new recipes in the kitchen. Most of the time, they work out well-ish. She also loves sport, travelling, reading, and sharing her passion for learning with others.
