English at Work

Communication expert KEN TAYLOR helps you with your business English. Here, he looks at suitable replies to a standard greeting, and has advice on dealing with questions you don’t know the answer to.

Ken Taylor answers your questions

MEDIUM AUDIO PLUS Dear Ken

I’m not sure about the correct answer to the phrase “How are you?” when greeting somebody. Am I expected to give a real answer, or is this simply a nicely meant but not really serious question?

I always feel a bit insecure when I’m addressed this way. Are people really interested in me or do they only add “How are you?” as a polite phrase?

Thank you very much for your help!

Best regards

Waltraud H.

Dear Waltraud

When someone says, “How are you?” it usually means that they are reconnecting with you. You have probably had some form of contact in the past and you know each other.

The person greeting you is not really interested in your health. “How are you?” is simply a polite greeting. Your conversation partners don’t want a description of your various aches and pains. Instead, they expect the standard reply: “Fine, thanks. And how are you?” (Don’t forget to ask them, too!)

Most people will use this reply even when they are not feeling fine — unless they know the person who’s greeting them quite well. Then they might indicate that they are not feeling well by saying something understated like: “I’m feeling a bit under the weather to tell you the truth.”

If someone knows you well, they will turn the greeting into a genuine question by stressing the word “are” — “How are you?” This indicates their real concern for your health or interest in your life. Then it’s up to you how you answer. All the best

Ken

Dear Ken

I have recently started working on an international project that involves me having to give regular presentations in English.

The project is a rather complicated IT project. Sometimes, I am asked questions in meetings or presentations that I do not know the answer to.

How can I best manage this situation linguistically and professionally?

Regards

Peter M.

Dear Peter

If you don’t know the answer to a question, there ⋅ are several things you can do:

First, admit that you don’t know the answer. Don’t try to bluff your way ⋅ through the situation.

Then say that you will find out the answer and get back to the person who has asked the question later — probably by e-mail. Give a deadline as to when this will ⋅ happen.

Ask whether anyone else in your audience is interested in being copied into the mail. There may be other people who would like ⋅ to know the answer, too.

Suggest to people that they leave their business cards with you after the presentation. This way, you’ll know whom to copy ⋅ into your mail.

Finally, ask if what you have suggested is OK with everyone. It usually is.

Once you have been through this process, the question is off the table and you can get on with your presentation or with answering further questions.

Best regards

Ken