3 Phrases to Avoid at Work for Stronger Communication

Have you ever caught yourself downplaying your ideas in a meeting, worried about coming off too strong? I’ve been there—second-guessing every word, hoping not to step on toes. But here’s the thing: the way we communicate at work doesn’t just shape how others see us; it can define our career trajectory. A communication expert once pointed out that certain phrases we toss around casually can quietly chip away at our credibility. Let’s dive into three phrases you should ditch to sound more confident and capable, along with smarter swaps to elevate your presence.

Why Words Matter in the Workplace

Words aren’t just sounds we string together—they’re tools that build or break our professional image. According to communication specialists, subtle habits like self-deprecating phrases can signal insecurity, even when we’re brimming with expertise. This is especially true for women, who often face societal pressure to soften their speech to avoid seeming “too much.” The result? We undermine our own value. Let’s explore three phrases that might be holding you back and how to replace them with confidence-boosting alternatives.

1. “This Will Only Take a Second”

We’ve all said it: you’re about to ask a colleague for a quick chat, so you lead with, “This will only take a second.” Sounds harmless, right? But this phrase can backfire. It sets an unrealistic expectation—nothing at work truly takes “a second”—and risks making your request seem trivial. I’ve seen colleagues get frustrated when a “quick” chat stretches into five minutes because they were mentally prepared for a lightning-fast exchange.

Saying ‘this will only take a second’ downplays the importance of your message before you’ve even started.

– Communication coach

Instead of minimizing your request, try framing it with purpose and clarity. For example: “I’d love to schedule 15 minutes next week to discuss our project timeline. Does Tuesday work for you?” This approach shows you value their time and your own ideas. It signals that what you’re bringing to the table is worth discussing, not just a fleeting thought.

• Why it’s problematic: Sets false expectations and diminishes your message’s weight.
• Better swap: Specify the purpose and time frame, e.g., “Can we set aside 10 minutes to review the budget?”
• Pro tip: Be realistic about timing to avoid irritating busy colleagues.

This small shift can transform how others perceive your contributions. It’s not just about being polite—it’s about owning the value of your ideas.

2. “No Worries If Not”

Picture this: you send an email asking for feedback on a proposal, ending with, “No worries if not.” It feels polite, like you’re giving the other person an easy out. But here’s the catch—most of the time, there is a worry. You need that feedback to meet a deadline or move forward. By saying “no worries,” you’re signaling that your request isn’t urgent, which can lead others to deprioritize it.

In my experience, this phrase often stems from a fear of seeming pushy. But there’s a way to be respectful without undermining your needs. Try this instead: “I’d really appreciate your input by Friday so we can finalize the report.” This is direct, polite, and gives a clear reason for the request. Research from the 1970s—yes, it’s still relevant—shows people are more likely to respond when you provide a reason behind your ask.

People are more likely to help when they understand why their help matters.

– Psychology researcher

Here’s a quick breakdown of why this phrase hurts more than it helps:

1. It suggests your request is low-priority, even when it’s not.
2. It can confuse recipients about the urgency of your needs.
3. It risks delaying critical responses, impacting your work.

By being clear about what you need and why, you’re not being demanding—you’re being professional. It’s a subtle but powerful way to ensure your requests get the attention they deserve.

3. “I’m Not an Expert, But…”

Ever prefaced an idea with, “I’m not an expert, but…”? I’ll admit, I’ve done it too, especially early in my career when I felt like the rookie in the room. The problem? This phrase instantly undercuts your credibility. It’s like handing someone a reason to doubt you before you’ve even shared your point.

Communication experts note that this habit often comes from feeling like the “odd one out”—maybe you’re the youngest, the newest, or the only woman in a meeting. But here’s the truth: you were hired for a reason. Your perspective is valuable, and you don’t need to apologize for it. Instead of downplaying your expertise, try leading with confidence: “Based on my analysis, I recommend we focus on X.” This frames your input as thoughtful and authoritative without needing a disclaimer.

You don’t need to be the most senior person in the room to have a voice worth hearing.

– Leadership coach

Here’s a handy table to visualize the shift:

Embracing your unique strengths can feel like a weight lifted off your shoulders. You don’t need to match the expertise of the CEO—you just need to own what you bring to the table.

The Bigger Picture: Why These Phrases Matter

These phrases might seem small, but they’re part of a larger pattern. Communication experts call it imposing syndrome—a tendency to shrink ourselves to avoid seeming like a burden. This can have a ripple effect, impacting how colleagues perceive your competence and even how you view yourself. Over time, these habits can stall career growth, especially for women who are already navigating workplace biases.

Perhaps the most interesting aspect is how these small tweaks can yield big results. By swapping out minimizing phrases, you’re not just changing words—you’re shifting how you show up in the world. It’s like upgrading from a shaky old bike to a sleek, confident ride. You’ll move faster, feel stronger, and get noticed for the right reasons.

Here’s how to start making the shift:

• Practice awareness: Catch yourself before using these phrases.
• Prepare alternatives: Have go-to replacements ready for high-stakes moments.
• Reflect on impact: Notice how others respond when you communicate with confidence.

It’s not about faking confidence—it’s about letting your real value shine through. In my experience, even small changes in how I phrase things have made colleagues sit up and listen. It’s empowering, and honestly, kind of fun.

How to Build Lasting Communication Confidence

Changing how you speak isn’t a one-and-done deal—it’s a skill you build over time. Start by noticing when you slip into minimizing language. Maybe keep a journal for a week and jot down moments you catch yourself saying these phrases. Awareness is half the battle. From there, experiment with stronger alternatives in low-stakes settings, like a casual team check-in.

Another trick? Practice power posing before a big meeting. It sounds cheesy, but standing tall with your shoulders back can trick your brain into feeling more confident. Pair that with intentional language, and you’re golden. Over time, these habits become second nature, and you’ll notice people responding to you differently—more respect, more engagement, more trust.

Confidence in communication is like a muscle—work it consistently, and it grows stronger.

– Executive coach

Here’s a quick formula to keep in mind:

Strong Communication = Clarity + Purpose + Confidence

By focusing on these elements, you’re not just avoiding weak phrases—you’re building a reputation as someone who speaks with authority and purpose.

Final Thoughts: Own Your Voice

Words are powerful. They shape how others see us and, more importantly, how we see ourselves. Ditching phrases like “this will only take a second,” “no worries if not,” and “I’m not an expert, but…” isn’t about becoming someone you’re not. It’s about stepping into the professional you already are. You were hired for your skills, your insights, your unique perspective—so why hide them?

I’ve found that embracing confident communication feels like shedding a heavy coat you didn’t even realize you were wearing. It’s liberating. And the best part? It’s not about being perfect—it’s about being intentional. So, next time you’re tempted to minimize your voice, pause, reframe, and speak with the strength you know you’ve got. Your career will thank you.

What’s one phrase you’ve caught yourself using that you’d like to swap out? Try it this week and see how it feels. You might be surprised at the difference it makes.