Team relationships are built, or broken, in everyday exchanges. A single phrase can shift a tone, fracture trust, or introduce unnecessary friction. Most of us don’t intend harm when we write or speak, but even small linguistic habits can weaken communication and undercut collaboration.
Whether you work solo, on a team and have client accounts these communication methods can still be applied. Here are six phrases worth dropping, and what to say instead.
1. “I’ll…” Instead of “We’ll…”
Why it’s a problem:
Saying “I” when working in a team unintentionally distances colleagues and creates a false sense of individual ownership over group tasks. It can also isolate team members or even yourself from the process.
What to say instead:
Instead of: “I’ll work on getting this spreadsheet updated.”
Say: “We’ll get this spreadsheet updated.”
Even if you’re the one doing the work, “we” reinforces a shared goal and invites everyone to see your team as cohesive. Unless you’re operating truly solo, let the language reflect the collaboration.
2. “You said…”
Why it’s a problem:
Pointing out what a colleague did or said, especially during a disagreement, can sound accusatory, even if your tone is neutral. It frames a colleagues actions as something to be defended or corrected. This puts the responsibility on someone else and introduces tension. It might be true, but it also shuts down collaboration and invites finger-pointing.
What to say instead:
Instead of: “You told me this wasn’t needed until Wednesday.”
Say: “Are we still holding this deadline for Wednesday?”
This keeps the conversation forward-looking, collaborative, and free of blame, even if you’re clarifying a previous decision.
Maybe the deadline was missed.
What to say instead:
“I underestimated how much time this would take, and I’m still wrapping it up. I can have a draft ready by [specific time]. Would that work?”
This approach:
- Acknowledges the delay without deflecting blame
- Keeps the conversation focused on a path forward
- Gives the team a revised timeline they can respond to
If the scope changed or new info came in late, you can address that too—after you take ownership of the miss.
3. “Just…”
Why it’s a problem:
The word “just” is vague and minimizing. It can make your request sound less important, or passive-aggressively suggest that the other person has missed something obvious.
What to say instead:
Instead of: “I just didn’t get a clear answer.”
Say: “I’m not clear on which direction we’re taking. Can we go over it again?”
Being direct is not impolite. It’s clear. It removes the ambiguity that “just” often introduces.
4. “Whatever you feel…”
Why it’s a problem:
Phrases like “whatever you feel” or “if you feel comfortable” are often meant to show deference, but they can come across as dismissive or uncertain—especially if they’re filling in for a clear decision or position.
What to say instead:
Instead of: “Let’s do whatever you feel we need to do for edits.”
Say: “Your edit suggestions make sense, let’s move forward with them.”
Take a stance. Colleagues don’t want to feel like they’re managing you.
5. “I think,” “I feel,” or “I believe”
Why it’s a problem:
These phrases can weaken otherwise strong points. They signal hesitance or a lack of conviction, even when you’re confident.
What to say instead:
Instead of: “I feel we’ll meet the deadline.”
Say: “We’re on track to meet the deadline.”
Or: “I’m confident we’ll hit the deadline.”
State facts and probabilities, not feelings. If you know you aren’t going to hit the deadline, ask for more time. Say “I believe” for moral statements, not project timelines.
6. “Does that make sense?”
Why it’s a problem:
This one is tricky. Most people use it to check for understanding, but it can be unintentionally condescending. It implies the other person might not be smart enough to follow along.
What to say instead:
Instead of: “Does that make sense?”
Say: “Any questions or thoughts on that?”
Or: “Let me know if you’d like to go over any part of that again.”
You’re still checking for clarity—but without questioning their comprehension.
How To Break These Habits
These phrases often slip into conversation unconsciously. You’ll find them most often in emails, off-the-cuff Slack messages, or team calls where things feel uncertain. The fix isn’t overcorrecting, it’s noticing. Re-read your emails before sending. Watch your filler phrases during calls. Ask yourself: Does this sound clear? Respectful? Confident?
Don’t aim for perfection. Aim for clean, human, and collaborative communication. That’s enough.