Meetings are an essential part of communication and decision-making in any workplace. However, certain phrases can make the atmosphere tense and unproductive. It’s important to avoid these phrases and replace them with constructive and positive ones. Here are 15 things you should never say in a meeting, and what to say instead.
1. “That’s not my job” Instead of saying that, try saying, “I’m not sure if that falls within my area of responsibility, but I’d be happy to help find someone who can assist you.”
When someone brings up a task or responsibility that you feel falls outside of your job description, it can be tempting to shut them down. However, responding with “that’s not my job” can come across as unhelpful and dismissive. Instead, acknowledge their request and offer assistance in finding the right person to handle it.
2. “I’m too busy” Instead of saying that, try saying, “I have a lot on my plate right now, but let’s discuss how we can prioritize tasks and find a solution together.”
While it’s important to manage your workload and not overcommit, outright dismissing a colleague’s request with “I’m too busy” can create an unproductive atmosphere. Instead, try to work with them to find a solution that fits within your schedule, or discuss how to prioritize tasks together.
3. “This is how we’ve always done it” Instead of saying that, try saying, “Let’s consider new ideas and ways to improve our processes. What if we tried something different?”
If someone suggests a change or new approach, responding with “this is how we’ve always done it” can hinder creativity and growth. Instead, embrace new ideas and approaches, and work together to evaluate potential benefits and drawbacks.
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4. “That won’t work” Instead of saying that, try saying, “That’s an interesting idea. Let’s discuss potential challenges and how we can address them.”
Saying “that won’t work” without offering a constructive reason can be unhelpful and dismissive. Instead, approach the idea with an open mind and discuss potential challenges and drawbacks. From there, brainstorm solutions and alternatives to find a more effective approach.
5. “I don’t have time for this” Instead of saying that, try saying, “Can we schedule a specific time to address this topic in more detail?”
While it’s important to be honest about your schedule and workload, responding with “I don’t have time for this” can come across as uninterested and unhelpful. Instead, suggest a specific time to discuss the topic in more detail, or offer to find someone else who can assist.
6. “I don’t understand” Instead of saying that, try saying, “Can you please clarify that for me? I want to make sure I fully understand the issue.”
If someone presents an idea or concept that you don’t fully understand, responding with “I don’t understand” can create a barrier to effective communication. Instead, ask for clarification or additional information to ensure that you’re on the same page.
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7. “I don’t care” Instead of saying that, try saying, “I’m open to any solution that benefits the team and the project.”
While it’s okay to have differing levels of interest in certain topics, responding with “I don’t care” can be perceived as dismissive and disrespectful. Instead, approach the conversation with an open mind and an attitude of collaboration and teamwork.
8. “I already knew that” Instead of saying that, try saying, “That’s a great reminder. It’s always helpful to revisit important information.”
Responding to a colleague’s idea or suggestion with “I already knew that” can be perceived as dismissive and uninterested. Instead, show appreciation for their contribution and offer additional insights or ideas to build upon their suggestion.
9. “That’s impossible” Instead of saying that, try saying, “That’s a big challenge, but let’s brainstorm potential solutions and see if we can make it happen.”
Saying “that’s impossible” can be discouraging and create a negative atmosphere. Instead, approach the challenge with an open mind and a willingness to work together to find a solution. Brainstorm potential ideas and approaches, and don’t be afraid to try something new.
10. “I’m not interested” Instead of saying that, try saying, “I’d like to learn more about this. Can you provide additional information?”
While it’s okay to have differing levels of interest in certain topics, responding with “I’m not interested” can come across as dismissive and uncooperative. Instead, approach the conversation with an open mind and a willingness to learn more. Ask questions and seek to understand the importance of the topic to the team.
11. “That’s not my problem” Instead of saying that, try saying, “Let’s work together to find a solution for this issue.”
Responding to a colleague’s problem or issue with “that’s not my problem” can create a negative atmosphere and prevent effective communication. Instead, approach the issue with an attitude of collaboration and teamwork, and work together to find a solution that benefits everyone.
12. “I disagree” Instead of saying that, try saying, “I have a different perspective. Can we discuss potential alternatives and find a compromise?”
In spite of the fact that it’s okay to have differing opinions and perspectives, responding with “I disagree” without further explanation can come across as dismissive and uncooperative. Instead, offer constructive feedback and alternative solutions, and work together to find a compromise that benefits the team.
13. “I hate that idea” Instead of saying that, try saying, “That’s an interesting perspective. Can you elaborate on your thought process?”
Expressing negativity and hostility towards a colleague’s idea can be hurtful and create a negative atmosphere. Instead, approach the conversation with an open mind and seek to understand their perspective. Ask questions and provide constructive feedback to help them refine and improve their idea.
14. “That’s a stupid question” Instead of saying that, try saying, “That’s a great question. Let me provide additional context so we can better understand the issue.”
Responding to a colleague’s question with “that’s a stupid question” can be hurtful and create a negative atmosphere. Instead, show appreciation for their curiosity and desire to learn, and provide constructive feedback to help them understand the issue more fully.
15. “I’ll try” Instead of saying that, try saying, “I’ll make sure to complete this task by the deadline. If I encounter any challenges, I’ll reach out for assistance.”
Saying “I’ll try” can come across as uncommitted and uncertain. Instead, offer a specific plan of action and set a clear timeline for completing the task. If you encounter challenges or obstacles, communicate openly and seek assistance from colleagues to ensure that you meet the deadline.
Final Thoughts
Effective communication is crucial in meetings. By avoiding negative phrases and using constructive language, you can improve the productivity and outcome of any meeting. Remember to be respectful, open-minded, and collaborative, and you’ll achieve great results as a team.
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