Trite is not a quality anyone wants applied to them. Certain buzzwords and in-group phrases and acronyms work their way into any workplace. But regardless where you are or what your technical field might be, you can steer your way clear of these phrases. If you think they make you sound smart, reconsider. TheLadders recently posted a few phrases you might consider taking OUT of your business discussions, and I expounded on those below.
“This will only take a minute”
This is an easy one we consultants have no trouble avoiding. Your work is valuable, so don’t imply it’s quick. Underpromise and overdeliver is a good rule of thumb. You shouldn’t keep people waiting or overcharge for services. But up-front promises about a quick turnaround don’t do anyone any favors. Someone will, psychologically speaking, appreciate a quick turnaround less if you make that promise up front, so just give a reasonable estimate and deliver when finished. Also, there is that suspicion of a rushed, low-quality job if it really is fast, so just give a fair estimate that meets their expectations and deliver when finished. The real problem with this is that ‘just a minute’ is a quick, thoughtless colloquialism rather than a thoughtful time estimation of a job. This is one small way you can be more thoughtful about your work by giving a proper estimate (or none at all) when you agree to help someone out. Just say yes and offer to return as soon as it’s ready. If they’re really in a hurry, then you can work out a realistic estimate.
“This is the way it’s always been done.”
This is an instant shutdown to any innovation, inspiration, or even initiative a team might have… if you’re the boss. If you’re not the boss, your team just heard you have none of those qualities, or that you’re toxic to those qualities. If you’re in a reorganization discussion or a new implementation of a big system, you have just waived a large flag that says you’re a problem child. Maybe you just prefer to sit back and do the same old thing, but that is not way to move up, and it’s a good way to get moved out as events pass you by. This is obviously a big red flag we consultants see right away. So unless you plan to follow up with something like, “and I’m excited for a new improvement,” steer clear of talking about the past.
“This may be a silly idea / I’m going to ask a stupid question”
These phrases are meant to deflect guilt and ignorance. Expanded, you’re saying, “I don’t know enough to participate in this activity. I’m asking you to do extra work for me.” You didn’t do your homework. Or maybe you did but you lack confidence. That’s not good either. Either you’re uneducated or you lack confidence. If you don’t want to express either of those things, then don’t use these phrases. Maybe it’s the case that your silly idea or your stupid question can wait until later. When these phrases bubble up, it may be a good time to listen rather than speaking.
There are exceptions to stupid questions. If you really are new and everyone knows the answer but you, then maybe you ask a stupid question. A good stupid question to ask is one where people in the room all think they know the answer, but you get the feeling they know different answers to the question. That may be a time to ask the room for a consensus. But even then, maybe just ask normally.
“It’s not my fault.”
If you’re in a blamestorming session, just stay quiet. It will pass. Any decent office environment should value mistakes. Obviously there’s a certain admittedly large category of mistakes that aren’t written off as ‘learning experiences.’ And in those cases or if you have a certain history of issues, then maybe you should be on the defensive. But if you’re to save anything, but honest, be objective, and be clear. Explain what happened and move on. Let someone else decide it’s a disaster, but make it your job to lay out the facts and work toward a solution. Keep the discussion moving forward. “It’s not my fault” sounds too much like, “It’s my fault.”
If you’re in charge, then consider taking the blame yourself. Once someone is to blame, then the discussion can move on. There is often defensiveness when issues arise. Even improvement projects intended to just improve and not fix any problems can generate defensiveness. By adopting the blame in the room, it can lessen tension and make it easier for everyone to get back to business.
“I can’t / I’ll try”
You mean you won’t… This comes from an honest place. Think about normal day-to-day discussions. People don’t flat refuse to do anything. It’s grating and rude in friendly contexts to just say ‘no.’ Instead, people look for some unavoidable or external source of refusal to protect friendly relations. The first thing to do is work around your initial friendly instinct. Get into business mode. That doesn’t mean a flat ‘No’ is the right response. Just say more. Is there a skillset you need and don’t have? Is there another person who would be in a better position. Could you do it next Thursday? They might not like these answers, but “Yes I can do something” is different than just a no by other means.
“That’s not in my job description”
This is a tricky one. If you’re a manager directing someone to a task, this is a supremely irritating phrase to hear. On the other hand, maybe it’s true. If you’re in a union shop, don’t find yourself having the MIG welder to TIG welding or the loader doing unloading or whatever job division seems unclear. Your secretary didn’t necessarily sign on to take the trash out or fix a light bulb. Before jumping down your employee’s throat or calling your co-worker lazy, take a breath and ask yourself if they have a point. Then maybe get mad anyway.
But if you’re the one talking, just don’t say it. You’ll almost certainly be branded as lazy and defiant. Just help someone out. As with the ‘I can’t’ above, this phrase has no outs. Just give some suggestions on how the requestor can get what they want, through you or others. If it’s your boss, and it’s really not your job, just try not to push his or her buttons. Something like, “I want to be a team player, but I really can’t make a habit of this. I’m more valuable doing x rather than this.’ This is risky and less ideal than doing everything for everyone, but if you feel the need to draw a line about getting coffee or windowcleaning or making copies or passing messages or something that really isn’t your job, then it can be good to hold your ground with someone who is taking advantage.