Talking at work can sometimes be tricky, especially when some words or phrases might make you sound less professional without you even realizing it. Whether you’re chatting with a colleague, giving feedback, or talking to your boss, how you speak matters. 

Some phrases, even if they seem harmless, can send the wrong message and hurt your professional image. Here are some common things people say at work that you might want to avoid.

“Sorry, but”

Apologizing for things that don’t require an apology can lower your confidence. Constantly saying “Sorry, but” before making a point can make you sound unsure of yourself. 

For example, “Sorry, but I think we should try something different” can sound weak. Instead, try being more direct, like “I think we should try something different” or “Here’s what I suggest.” Only apologize when it’s necessary, like if you’ve made a mistake or need to address something sensitive.

“No problem”

When someone thanks you for something and you respond with “No problem,” it can sound like the task was an inconvenience. Instead, try responding with “You’re welcome” or “It’s my pleasure.” These responses show that you were happy to help and don’t take the task lightly. It helps create a more positive atmosphere in the workplace.

“Just”

At first glance, the word “just” might seem innocent enough, but it can actually weaken your message. When you say things like “I just wanted to let you know” or “It’s just a small task,” you might be downplaying your efforts or the importance of what you’re saying. Instead, try removing “just” from your speech. 

For example, say “I wanted to let you know” or “This is a small task, but it’s important.” This makes your message sound more confident and purposeful.

“It’s not my fault”

Pointing fingers or trying to avoid blame by saying “It’s not my fault” can make you seem uncooperative or unwilling to take responsibility. At work, problems arise, and it’s important to focus on solutions rather than assigning blame. 

Instead of saying “It’s not my fault,” try saying, “Here’s what happened, and here’s how we can fix it” or “Let’s find a way to move forward from this.”

“This is the way it’s always been done”

While tradition can be important, saying “This is the way it’s always been done” can make you appear closed off to new ideas. It can also make others feel like they’re wasting their time trying to suggest improvements.

Instead of holding onto old ways, embrace change and innovation. Try saying something like, “Let’s try a new approach and see if it works better.”

“Does that make sense?”

When you ask “Does that make sense?” too often, it can undermine your communication. It might make you sound unsure or not confident in what you’re saying. Instead of asking if something makes sense, try inviting feedback by saying, “Let me know if you have any questions” or “Feel free to ask if anything is unclear.” This shows confidence and encourages a conversation without doubting your explanation.

“I’ll try”

Saying “I’ll try” suggests that you aren’t fully committed to completing a task. It can make others question whether or not you’ll get the job done. If you want to show responsibility and dedication, be more assertive in your language. 

For example, instead of saying “I’ll try to finish this by Friday,” say “I’ll have this done by Friday” or “I will complete this task by Friday.” This conveys confidence and a clear plan of action.

“That’s not my job”

Saying “That’s not my job” can make you seem unwilling to help or not a team player. No matter your role, teamwork is key to success in most workplaces. 

If you’re asked to do something outside of your usual duties, it’s better to explain your current workload or ask for clarification rather than refuse outright. A more positive approach could be, “I’m currently working on [task], but let’s figure out how to prioritize this.”

“It’s not fair”

Complaining about fairness is a common phrase many people use when things don’t go their way. However, phrases like “It’s not fair” can make you sound immature or like you’re avoiding responsibility. Instead of focusing on fairness, try to shift your focus to how you can solve the problem. 

A better way to phrase it could be, “Let’s figure out how we can make this work for everyone” or “Here’s what I suggest as a solution.”

“Going forward”

“Going forward” is often an unnecessary phrase that adds little value to your message. When you say “going forward,” it’s already understood that you’re talking about future actions. Instead of saying “Going forward, we need to focus more on efficiency,” just say, “We need to focus more on efficiency.” 

Keeping your language clear and to the point makes you sound more professional.