Words and phrases to

avoid for more confident,

clear, and concise speech

David Elston
1-18-2022
Contents
Might .............................................................................................................................................................. 2
Won't .............................................................................................................................................................. 2
Usually ............................................................................................................................................................ 2
Worried........................................................................................................................................................... 2
Suspect or I Think ............................................................................................................................................ 3
Impossible ....................................................................................................................................................... 3
Need ............................................................................................................................................................... 3
Likely, Hopefully, Believe ................................................................................................................................. 4
Should ............................................................................................................................................................. 4
Maybe............................................................................................................................................................. 4
Just ................................................................................................................................................................. 5
Sorry ............................................................................................................................................................... 5
Links:............................................................................................................................................................... 5
Might
This makes the recipient think you don't manage your time well or you lack ability.

Example:

I might get to that report today.

Instead:

I will be able to complete that report tomorrow.

Won't
This creates negativity in the message you’re trying to send.

Example:

I won’t attend your meeting.

Instead:

I am unable to attend your meeting due to [X].

Usually
This indicates a stretching of the truth; it makes it obvious that you do not have all the facts.

Example:

Steve is usually late for work.

Instead:

Steve has been late for work once this week.

Worried
This word makes it seem as though you lack confidence. Instead, state specifically what you are concerned
with and offer solutions.

Example:

I’m worried that I won’t be done by January 1st.

Instead:

I’m concerned that I’ll be unable to meet the deadline of January 1 st because of [Reason]. We should try to
minimize the scope of work to ensure we hit the target.
Suspect or I Think
Avoid saying you "suspect" something. Use direct terms, indicate what is happening, here's why or facts to
support your conclusion. If you don’t use direct terms, you’re telling the recipient of the information that
you don’t know what you’re talking about. If you don’t know, find the facts before communicating or
indicate that you’ll have to investigate before you can provide further information.

Example:

I suspect that the database is causing problems.

I think that the database is causing problems.

Instead:

The database is down because of [Reason].

Or

I will investigate the cause of the issue you’re experiencing and get back to you as soon as possible.

Impossible
By saying something is impossible, the recipient will think you lack confidence. Instead, make it clear why it's
challenging and choose different words.

Example:

What you’re asking me to do is impossible and can’t be done.

Instead:

The request will require X amount of time and/or cost Y. Do you still want to proceed?

Or

This request requires a lot of R&D and may not result in something tangible; do you still want to proceed?

Need
Avoid saying "I need" as it can come across in a demanding way.

Example:

I need you to get me this report by the end of the day.

Instead:
Can you get me this report by the end of the day? It’s critical that I have it by the end of the day because
[Reason].

Likely, Hopefully, Believe

Avoid saying “Likely”, “Hopefully” or “Believe” in the context of something you are involved in as it indicates
that you lack confidence, and you are non-committal.

Example:

It’s likely that I will get this fixed today.

I will hopefully get to that today.

I believe I can do that today.

Instead:

I will try my best to complete this today, worst case scenario it will be done by tomorrow.

Should
Avoid using the word “Should” as it demonstrates a lack of knowledge and/or confidence.

Example:

That should work.

Or

This process should do that.

Instead:

I’m not sure, I’ll find out and get back to you.

Maybe
Maybe expresses your uncertainty and lack of confidence. It’s better to find out what can be done and use
direct language to describe what can be done.

Example:

Maybe we can complete that this sprint.

Instead:
We will be able to complete [feature] this sprint, for the remaining items it will take [Number of Sprints]
sprints to complete.

Just
Using the word “Just” trivializes the meaning you are trying to convey. It’s best to just remove the word
completely.

Example:

I’m just following up on an email from last week.

Instead:

I’m following up on an email from last week.

Sorry
Sorry is a word that should be used sparingly, and if it is used, it should be followed up with a plan of action
to resolve the mistake.

Links:
https://medium.com/@edwardshepard/quit-using-these-30-words-to-improve-your-business-writing-
73faf5eb7763