Weak communication phrases cost you more than you think. During a packed Monday morning meeting, I watched my colleague lose the room in real time. He kept apologizing and hesitating, and the meeting dragged on, losing focus and momentum. The lack of clarity led to missed decisions, as no action items were clearly defined or agreed upon. Key points were obscured by uncertainty, making it challenging to assign responsibilities. He lost everyone fifteen minutes in, couldn’t get the support he’d asked for, and by the end of the meeting, he looked completely appalled. Nobody had challenged him, no apparent disagreement, but no buy-in. I realized right then how weak communication phrases had sabotaged his entire presentation.
As a non-native English speaker, I catch myself using weak communication phrases without stopping to ask whether they actually add value. Spoiler alert: they usually don’t. So I made this list to expose the five worst offenders. Partly for me, partly for you, mainly because these expressions are productivity killers disguised as politeness.
Weak Communication Phrase #1: “I think”
“I think if we change this… I think that we should… I think… I think… I think…”
If you’re saying it, you’ve already thought about it (I hope). So ‘I think’ is a redundant filler that adds zero value. Worse, it broadcasts self-doubt, as if you need permission to have thoughts in the first place. Instead, consider using more assertive language. Replace ‘I think’ with alternatives like ‘We should,’ ‘Let’s consider,’ or ‘My recommendation is.’ These phrases not only convey confidence but also invite collaboration and action.
Weak Communication Phrase #2: “I’m sorry” (for everything)
One of my core principles is “Be Kind.” You don’t need to be an asshole to be productive. (You can be, but there’s zero correlation between being a jerk and getting results.) Here’s the thing: you can be respectful without apologizing for your entire existence.
Being sorry is fine when you’ve actually done something wrong. But apologizing for existing? That’s a problem. “Sorry, I’m one minute late.” “Sorry, wrong slide.” “Sorry, can I ask you something?”
Instead, why not replace apologies with expressions of gratitude, which can foster empathy? Try saying, “Thanks for your patience,” or “I appreciate your understanding.” This not only communicates your intent but also strengthens connection without erasing your presence.
Weak Communication Phrase #3: “…Right?”
This one has exploded. People now end every sentence with it. Every. Single. One.
It weakens everything you say because you’re constantly seeking validation you don’t need. This ties into a cognitive bias known as loss aversion: we naturally fear losing others’ approval, which makes us overly cautious. Additionally, it triggers our need for social proof, as if you’re unsure and seeking agreement to feel secure. Worse, it can come across as condescending, like you’re checking if the other person is smart enough to follow along. “You got that, right? You understand, right? You’re keeping up, right, idiot?”
To reduce the use of ‘right?’ in your speech, try some self-monitoring strategies. Consider recording yourself during meetings or conversations to observe how often you use it. Alternatively, ask a colleague for feedback, or keep a tally in your notes each time you hear yourself use ‘right?’ This intentional awareness will gradually help you reduce its use, leading to more assertive and confident communication.
Weak Communication Phrase #4: “Just”
This word is a stealth credibility killer. “Just checking in,” “just following up,” “just wondering.” Every time you use it, you’re shrinking yourself. You’re essentially saying:
- “My request is tiny and unimportant”
- “I’m sorry for existing”.
- “Please don’t take me seriously.”
If it honestly didn’t matter, you wouldn’t be saying it. By adding “just,” you’re teaching people to dismiss you. It’s self-sabotage wearing a mask of politeness.
Weak Communication Phrase #5: “Kind of / Sort of”
These hedges create fog. “I kind of disagree,” “This is sort of important.” What does that even mean? You’re hedging your position to avoid commitment, making yourself sound uncertain even when you’re not, and diluting the strength of your message.
The result is nobody knows where you stand. If you disagree, disagree. If something matters, say it matters. If you don’t trust your own judgment, why should anyone else?
The bottom line: Clear communication means fewer repetitions and more productivity. When you eliminate weak communication phrases and start saying what you mean, you’ll be amazed at how much faster things move. Your words matter. Use them like you mean it.
Breaking Your Weak Communication Phrases Habit: A Challenge
Try eliminating at least one of these weak communication phrases from your vocabulary for a day. Write it on a Post-it and put it right in front of you. Each time you say the word, draw a tally mark to create awareness. Notice its impact on your interactions and observe the clarity and confidence that follow. For meaningful progress, extend this challenge to a week. Keep a journal to track your use of these phrases, or share your results with a colleague to boost accountability. You might be surprised at how powerful a concise speech can genuinely be.
