Word for professional communication

Do you frequently “circle back” because you have to “wordsmith” a couple of reports? Are you unable to “deep-dive into it” because you need to “touch base” with a coworker first? If you didn’t have trouble understanding these questions, someone from your team could be guilty of poor business communication. In case that’s you, corporate jargon might get the best of your ideas. Although nobody has to avoid your phone calls or ignore your messages to hint you to mind your words, using vague language in business communication certainly doesn’t make you a favorite team member. To ensure your coworkers have nothing but a good word for you, we’ve compiled several lists of business communication words and phrases to use and avoid. From properly phrasing your instant messages to communicating in meetings, no communication situation will catch you off guard anymore. 

Why is the right use of words and phrases important in business?

We usually believe that a completed report has more value than discussing it for hours. When we tick a task off our to-do list instead of responding to a heap of business emails, it’s only natural to feel accomplished. After all, the benefits of a proactive task are right in front of your eyes. However, when the words fall short, and our projects are at risk of failure, the importance of proper business communication quickly comes to light. 

The right words generate leaders

Whenever we hear common phrases such as “Easier said than done” or “Talk is cheap,” it’s easy to fall under the impression that words do not have the same value as actions. However, a conversation analysis study shows that there’s more to our words than meets the eye. Analyzing an interaction during a business meeting, the researchers show how an ongoing conversation puts leadership into practice. By carefully crafting his sentences, the observant from the study manages to achieve agreement, decide on behalf of the team, and, as the study claims: “talk himself into being a leader.” The research also claims that the way leaders talk is what defines and models the entire organization. Putting their words before actions, they reduce the chances of miscommunication, planting the seed of an efficient workflow. 

Treading your words leads to action

It is undeniable that our words inspire action. Sometimes, they lead a coworker to help you out on a busy day. Other times, they result in their clicking the X button in your team chat conversation. If that happens, your message will disappear from both their list of direct messages and their sight. Meaningless, empty corporate buzzwords, negative phrasing, and weak language affect the clarity of your message and construct a significant barrier to effective communication. When our business communication is ineffective and not contributing to the organization’s climbing the ladder of success, we might just as well remain silent. The effect of keeping to ourselves would be the same — we would still deal with missed deadlines, disorganization, and low-quality projects. Although, this time, it would be in silence. 

Business communication words and phrases to use

Weighing your words before you speak is not reserved for business communication only. We usually look before we leap in our daily conversations with friends and family too. However, according to the recent workplace communication statistics, detailed instructions increase the efficacy of the overall task completion in your team. Minding your words is never a bad strategy, so let’s go over some business communication words and phrases you can use to ensure your message is always heard.

Simple words and phrases 

It’s not uncommon to follow the habit of using complicated and rare words. Sometimes, we do that when we communicate with a person for the first time. Other times, we use unusual vocabulary when participating in a team discussion. However, the need to make a great impression takes its toll on the meaning of our message. Let’s look at some examples of different ways we can communicate the same message:

“In lieu of commencing our project, we need to consolidate our goals and intents beforehand.“

“We need to delay the project because we have to discuss our goals first.”

Both sentences mean the same thing: the work on the project will not begin until everyone from the team is on the same page. However, the structure of these two sentences is different. The first sentence appears more formal and could potentially lead the recipients of the message to misunderstand it. On the other hand, the second sentence states the meaning more clearly, reducing the chances of somebody not being sure of its message. 

Why do we use complex words, and what can we do instead? 

Sometimes we unintentionally use archaic and vague words, but now and then, we fall under the illusion of complicated words making us seem more intelligent. Science, however, explains our ability to communicate the same message in different ways. The nature of language is what permits us to complicate matters. According to the famous linguist Noam Chomsky, every sentence has both deep and a surface structure. 

Deep structure refers to the meaning, ideas, and thoughts that we want to share with others.

The surface structure is what we actually say when we want to share our ideas, the very language we use. 

In line with the two previous examples, both sentences share a deep structure, however, their surface structure is different, making the second example seem more ambiguous.

Instead of adding to an overall confusion by using complex words and phrases in your business communication, whenever in doubt, choose the simple option. 

Let’s look into some alternatives:

❌ Instead of:	✔️ Use:
Deem	Believe
Encounter	Meet
Equitable	Fair
Implement	Start
Leverage	Use
Limited number	Few
Magnitude	Size
Assistance	Help
Commence	Start
Prior to	Before
Notify	Tell
Promulgate	Issue
Remuneration	Payment
Comply with	Follow
Convene	Meet
Endeavor	Try
Delineate	Define
Indicate	Show
Modification	Change

Modal verbs

Whether you plan to schedule a meeting or participate in a negotiation process, a reminder to pay attention to modal verbs wouldn’t do any harm. Although the speech process already requires you to use them, carefully plotting how you put them to use can make a difference between great collaboration and a project that fell through. Using a modal before an action verb isn’t reserved for dealing with sensitive issues or asking permissions only. Proper use of modal verbs can be a great addition to your business communication that can impact your overall tone. Instead of sounding harsh and commanding, your sentences become diplomatic and polite. 

Let’s go through how this looks like in practice:

❌ Instead of:	✔️ Use:
I want you to finish that report by tomorrow.	Would you be able to finish that report by tomorrow?
I’m not going to help you.	I may not be able to help you.
I want to hear your explanation.	I would like to hear your explanation.

Specific words and phrases

Opting for words and phrases with broad, general, and vague meanings is usually a flawed decision. Apart from interfering with the message you want to convey, the choice of non-specific words could also overshadow your expertise. Choosing meaningless expressions instead of concrete language in business communication decreases the value of the message and casts doubt upon your familiarity with the topic. Moreover, the more frequently you use vague language, the more endangered your team collaboration becomes. When faced with unclear messages and poor information-sharing, teams are more likely to develop a siloed mentality, which is a tough nut to crack once it appears. 

The examples of vague phrases and their alternatives could give you a helping hand in preventing this from happening. 

❌ Instead of:	✔️ Use:
The majority of the team members	73% of the team members
Insubstantial amount of money	$350
In the recent past/near future	Two weeks ago/On December 18
I need to finish this thing	I need to finish this report/article/email

Positive phrasing

The power of positive words in communication is not a breakthrough discovery. We tend to use it to a greater extent than we are aware. 

For example, you might notice your coworkers getting into a heated discussion in the #general channel of your business collaboration app. Instead of risking entering the argument yourself by openly telling them to stop arguing because they might be bothering the rest of the team, you find an alternative. By choosing to say “Let’s discuss this one over later/Let’s continue this conversation tomorrow” or addressing them in a group direct message instead of typing “Stop this argument already!” you went for a more positive approach. 

Our choice of words in business communication impacts not only teamwork and collaboration but also every external business outcome. Psychology has already proven that the way we frame our sentences affects our listeners’ choices and values. A study on our decision-making process in risky situations has demonstrated this human trait. The researchers offered two options to 132 undergraduate students:

A: Would you accept a gamble that offers a 10% chance to win $95 and a 90% chance to lose $5? 

B: Would you pay $5 to participate in a lottery that offers a 10% chance to win $100 and a 90% chance to win nothing?

Although both options are objectively the same, 42% of the students rejected the A option but readily accepted the B option. Researchers have concluded that when negative consequences are phrased so that they do not look like a loss, our subjective thinking process changes. 

Even though the hypothetical problems posed by the research seem manipulative, positive words and phrases in your business communication don’t necessarily have to take this turn. Let’s examine some actionable examples: 

❌ Instead of:	✔️ Use:
Why are you constantly supervising my work?	I am more used to working independently.
You will not go on vacation until you notify everyone from the team.	Before going on a vacation, notify your team members first.
I think this is a bad idea.	I don’t think this is such a good idea.
Now that article looks better.	The article looks even better.

Business communication words and phrases to avoid 

The wrong choice of words and phrases in business communication seems to be the root of most communication failures at the workplace. The pitfalls of poor workplace communication vary, from low employee morale to money loss and a decrease in everyone’s productivity levels. Although being reckless with your words could have colossal consequences on your organization’s performance, there’s no need to hem and haw for hours before responding to a message. Make sure to avoid the following words and phrases in your business communication, and you’ve covered all the bases. 

Overused buzzwords

Every once in a while, we all fall under the spell of corporate jargon. We hear these words and phrases too often, so they perhaps cloud our judgment. Sometimes, buzzwords such as “synergy,” “low-hanging fruit,” or “bandwidth” just seem like a good choice in particular situations. Whichever category you fall under, eliminating or reducing the use of jargon will do wonders for your business communication. Similar to ambiguous language, buzzwords do not contribute to the value of your conversations. Jennifer Chatman, a management professor from the University of California, claims that people who use jargon usually do not put much thought into getting their goals straight. The meaning they produce by using jargon is slippery and difficult to pinpoint. 

However, alternatives to the catchy but empty buzzwords do exist, so let’s shed some light on the words we can choose instead of them.

❌ Instead of:	✔️ Use:
Synergy	Teamwork/Collaboration
Let’s dialogue	Let’s talk
Low-hanging fruit	An easy task
Circle back	Revisit something/Review a topic
Bandwidth	Resources
Ping someone	Contact someone

Clichés

Whenever our fingers approach the keyboard, we are at risk of using the frowned-upon clichés. Written communication, especially email correspondence, naturally calls for stereotypical phrases. Sometimes they do have a purpose, but more frequently, they don’t contribute to the meaning of our messages and stand in the way of our productivity. 

Instead of communicating our message instantaneously, we waste precious time going over salutations, subject lines, and closings, which is just one of the disadvantages of email communication. 

Choosing a team chat app whenever possible would save you a considerable amount of time and prevent you from being in doubt whether your wording sounds too pretentious. Since there’s no need to fret over lengthy closing lines or salutations, getting in touch with team members using a team chat app allows you to transmit your message swiftly and go back to your tasks.

However, if you still need to compose an email from time to time, proper substitutes for stereotypical phrases can help.

❌ Instead of:	✔️ Use:
I hope you’re well/I hope this email finds you well	I hope you’re having a great day/week
Please do not hesitate to contact me	Please call me/schedule a meeting if you have any questions
Per our conversation	As we talked about on Monday/last week
Sorry for the late response	Thank you for your patience

Sometimes we get carried away and use clichés in verbal communication too. Let’s go over some of the frequently used stereotypes and their possible alternatives.

❌ Instead of:	✔️ Use:
At the end of the day	Finally, ultimately
Game-changing	Transformational, evolutionary
Raise the bar	Increase your standards, improve
Be on the same page	Agree, support
Pick your brain	Share ideas, thoughts
Reach out	Contact, support
Take ownership	Take responsibility

Sentence fillers 

Sometimes, they pass unnoticed. Perhaps we are even unaware that we use them, ever. However, sentence fillers pose a threat to clear business communication. Apart from that, their appearance in your written or spoken communication makes you appear less confident in your words. 

Professor of communication at the University of Baltimore, Steven Cohen,, claims that the best strategy towards eliminating sentence fillers such as “just,” “like”, “um”, etc., is to take a break from speaking. Putting your speech on pause for a couple of seconds leads you to collect your thoughts and put them into coherent words. 

When it comes to writing, putting an end to filler words should be much easier. Instead of clicking the Send option, proofread your message as soon as you type in the last dot in a sentence. If you notice they don’t add to the meaning of your message, either substitute them with a more precise word or delete them completely. 

Let’s examine some common filler words we should try to avoid in writing.

❌ Instead of:	✔️ Use:
Very, really — I was very happy to see Josh.	Try to find a more precise verb — I was delighted/glad to see Josh.
Basically	Try to avoid using it
Just	Try deleting it
Actually	Avoid it whenever it looks unnecessary

Department jargon

Although discussing segmentation during a marketing department meeting won’t result in head-scratching, doing the same when talking to the IT department might cause confusion. Successful cross-functional collaboration depends on many factors, from a positive workplace climate to being familiar with long-term goals. Unclear communication, however, poses a significant threat to the cooperation between separate departments. If you frequently use department jargon in conversations with people from the outside of your team, you risk concealing information from them. Apart from blocking the information flow, using a term whose meaning varies across different departments gives rise to confusion and repetitive misunderstandings.  

To prevent frequent delays due to an unhealthy communication flow, always make sure to use simple language. When a conversation requires you to use a term that is not considered to be common knowledge, try to provide detailed explanations before moving on to the next topic. Let’s look into some examples of how you can solve the issue of department-specific language.

❌ Instead of:	✔️ Use:
Segmentation (frequently used in Marketing)	Reducing the target audience to smaller groups according to their traits (location, age, preferences, etc.)
360-degree survey (an HR term)	Multiple perspective feedback, usually coming from both managers and team members.
SAAS platforms (mostly used in IT)	Cloud platforms that let users store files, share them, and collaborate.

Business communication in meetings

Pinpointing some of the biggest interruptions we deal with while we struggle to finish our work efficiently, Atlassian identified meetings as one of the main time eaters. 

An average employee, according to the analysis, attends 62 meetings a month. However, the scheduled meetings distract us from completing the work and demand our complete attention.

Since we can rarely fall silent in meetings, the words we use have to be well-thought-out and appropriate for the context. 

To help you stay on the right track, we’ve compiled a list of practical phrases you can use in meetings even when you lose focus.

	EFFECTIVE PHRASES TO USE DURING BUSINESS MEETINGS
🖐 Interrupting	– Excuse me for interrupting. – May I have a word? – Sorry for interrupting, but before we move on, can I add my thoughts on this topic?
👥 Sharing your opinion	– I feel that… – The way I see things…
❓ Asking for an opinion	– How do you feel about…?
🤝 Agreeing	– That’s the way I feel/think, etc. – I have to agree with you.
🙅 Disagreeing	– That is a valid point, but… – I respect your point of view, but…
💡 Suggesting	– Why don’t we… – How about…
🔎 Clarifying	– Could you repeat that, please? – If I understood it correctly, you meant… – I think it might help me if I could understand a few more details on…

💡 If you’re looking for the best tricks to prevent frequent interruptions lurking from your virtual team chat conversations, make sure to check out our blog post: How to ensure your business chat is not distracting your team. 

Wrapping up

Issues arising from poor communication are difficult to come to grips with, especially because they come in all shapes and sizes. 

Disguised as low morale, high turnover rate, or breach of deadlines, inefficient workplace communication doesn’t do your business any service if left unattended. 

However, the use of the right business communication words and phrases is a formula to a success story. When used adequately, the correct business phrases bring on subtle differences in your team communication at first. In time, polishing your writing and making sure all your words fall into place in discussions change the direction of your entire workflow. 

In the end, instead of the words being in charge of your business outcomes, you take over and own your words. 

At work, you want to sound smarter and more confident with your English. And you certainly want to use professional English terms that can help you achieve these goals.

Our post today is going to focus on 12 words that will help enrich your English vocabulary so that you are able to arm yourself with professional English words at work.

I’ll give you lots of examples and tips on when and how to use each word, too! Let’s start, shall we?

1. A Smarter Way to Say Okay: Certainly

Instead of saying the basic “Yes” or “Okay”, make use of the word “Certainly” in your interactions and communication at work. It can also be an alternative to saying “definitely”.

“I am certainly learning a lot of things here.”

“No problem, I can certainly do that for you!”

“I’ll certainly be there!”

2. Professional English Version of Change: Modify

Another word that will help you sound more professional is “modify”. You can use this when talking about schedules, timelines, reports, and more work components. It’s certainly a very easy to understand and easy to use word. You see what I did there?

“We have to modify this report based on our discussion earlier.”

“Could you modify the timeline of the project?”

“Do you want me to modify the plan we will be presenting to the team?”

3. Instead of Saying Goals, Use a More Professional English Alternative: Objectives

It’s a common thing to have goals at work, of course. But the word “Goals” being a bit basic, you can replace it with “Objectives”.

You can definitely use this in reports and presentations and you will sound more professional and more prepared at the office.

It’s very similar to the word “Aspirations”, although it’s more appropriate to use this when you talk about personal dreams and goals.

“The objectives of our training today are as follows…”

“This data meets our objectives, I am impressed!”

“I have a question on one of the objectives you have stated.”

“My career aspirations include being the Department Manager in five years.”

4. A Stronger Word for Guess: Imagine

Instead of saying “I guess that will work” or “I guess we will succeed”, form stronger Professional English lines with the word “Imagine”.

Not only does it sound more proficient and skilled, it makes you sound like a visionary too!

“I imagine this idea will work!”

“I imagine we will succeed in this project!”

5. Think About It: Consider

Another basic word you can replace is the word “Think”. Switch it with a more solid and more convincing professional English word: “Consider”.

“Let’s consider all possible outcomes for this project.”

“Will you consider changing the format of this report?”

6. Use this Word at Work: Elaborate

Sometimes in meetings and discussions, you’ll lose grasp on an idea or thought or what the other person is talking about. It happens to the best of us. But instead of being too direct and asking “What do you mean?”, compose what you will say in a more professional way, with the use of the word “Elaborate”.

It’s also a better way of saying “could you tell me more about this?” or “could you discuss this again”.

“Could you elaborate on this section please?”

“Do you mind elaborating on the second objective?”

“Would you like me to elaborate further on this last item here?”

7. The Professional English Version of the Word Happen: Arise

Don’t say the word “happen”. Instead, use the word “arise” to have your sentences and lines sound more professional.

“We have some unforeseen circumstances arise, I need to move this meeting.”

“Thankfully, no complications have arisen.”

8. Level-up Your Results: Use the Word “Ramification”

Wow, this is indeed a step up to the already professional English word “results”. “Ramification” takes it a notch higher and you will definitely catch the attention of those whom you are talking or communicating to.

Take note though, that the word “ramification” has a negative connotation. So be careful when you use it and make sure it helps you sound more professional AND clearer.

“If we modify the timeline now, the ramifications could be severe.”

“That missed step in processing has ramifications.”

9. Don’t Ask for Opinions, Ask for Perspectives

Or you can also use the word “prerogatives”. You can use both words when asking for feedback and inputs from your colleagues and workmates or your bosses. Or the other way around too, when you would like to share your own opinion, as well.

“What’s your perspective on this matter?”

“Is it alright if I express my prerogative on this item?”

10. You Can Also Use the Word: Consensus

Perspective and prerogative is more suited when you are dealing with individuals. But when you are asking for the opinion of a team or a group of people, the more professional English word to use is “consensus”.

“We’d like the team’s consensus on the new workshop schedule.”

“Before we implement this new process, let’s hear the group’s consensus.”

11. Don’t Say “Easy”, Say “Straightforward”

Straightforward means uncomplicated and simple. But there’s no need to make it sound that way, especially when you are at the workplace and are aspiring to sound more professional and proficient.

“This is a pretty straightforward task.”

“The instructions are very straightforward, you’ll have no problem following them.”

12. A Professional English Solution to the Common Filler “Like”

Let’s face it, “like” is a really overused and common filler. And if you can avoid using it in professional situations you’ll most definitely benefit from doing so.

It makes you sound unprofessional and unprepared. Instead of using “like”, use more solid and professional phrases such as “such as” or “for example” or “for instance”.

“Let’s modify the colors in this design. For instance, more green and blue.”

“I think we can add more diverse characters. For example, a different model in this section here.”

Alright! So you’re now equipped with a more professional English vocabulary you can arm yourself at work. Practice these words and perfect them, okay?

By the way, here’s a post that you can supplement with this lesson. It will give you more business english phrases that can take your skills to a more advanced level!

Enjoy! And see you on the next lesson post!

When people think of effective communication, they generally think about words. The written and spoken word is the most easily recognisable form of communication in the modern workplace. 

In fact, as the workplace continues to advance digitally, words are becoming one of the most important communication techniques for ambitious and future leaders. Why? Because the pace of the workplace is increasing; we have less time to absorb and understand the meaning of workplace communication and we’re under more pressure to deliver results.

Not only that, but in this age of digital transformation and collaboration, we have more channels through which to communicate. The rise of electronic mail and messaging has brought with it considerable opportunities for the efficient delivery of words, but also several challenges. 

Written communication lacks the subtle signals that make face-to-face communication so powerful – things like tone of voice, facial expression and body language. So it’s easy to get it wrong.

Communication techniques: the power of words in the workplace

Words used poorly can create failure, disconnection and disengagement. Think of every meeting or presentation you’ve ever been to that was heavily laden with corporate jargon and utterly meaningless because of it. Or situations that escalated unnecessarily because of unskilful use of words and misunderstandings. 

Words are extraordinarily powerful. Used skilfully, they can generate encouragement, purpose, even peace. But used negatively, they can be weapons of conflict, confusion and fear.

So, how can team and business leaders use words – and only words – to increase their influence, deliver the most impactful message and get better results? This is what we’re going to focus on today with some simple but effective communication techniques that harness the power of words.

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How to improve communication skills with the power of words

Learning how to communicate effectively is a skill that every ambitious and conscientious leader should learn. Here are 5 communication techniques that will help you to choose and deliver your words with energy and power.

1. Structure

Martin Luther King, and virtually any great orator you can think of, understood how sentence structure can be used to engage the audience, build emotion and inspire a following. He understood that there is a pleasing way for the ear to hear words, encouraging agreement with and trust in the communicator. 

A classic rhetorical device is to build emphasis by structuring important words or sentences that share similar length and rhythm in threes. It’s called the tricolon. Here’s an example:

“And when the night grows dark, when injustice weighs heavy on our hearts, when our best-laid plans seem beyond our reach, let us think of Madiba and the words that brought him comfort within the four walls of his cell…”
— Barack Obama, Memorial Service for Nelson Mandela, 10 December 2013

2. CPD

Paramedics use CPR to save people. Here at Colin James Method, we use CPD to save people’s presentations.

C is for Concept
P is for Principles
D is for Details 

Your concept should be very clear. Think of it as your headline. It’s the overarching message you want to communicate, so it needs to be easily understood. This concept is then broken down into 3-5 principles or key points – think of it as the chapters of your speech. Finally, you can flesh these out with details. Structuring your communication this way will ensure you keep to the point and make your case well.

3. Planning

As a leader, you should never be “winging it” when it comes to communicating with your team or superiors. One of the most powerful communication techniques I can share with you is to plan quickly for every communication.

Who are you going to be communicating with? What is their cultural background, professional experience, personality and passion? What do they need to hear in order to get the desired result? What sort of a communicator are they? All of these are really important questions to consider when planning and choosing your words.

4. Space

Don’t be afraid to give yourself plenty of space between communication and response. This is valuable time in which you can consider your words carefully. Use this space to notice the words that are in your own thoughts – are they positive or negative? How can you frame a response differently to get a better result? 

Space can also be used very effectively to pause for effect. Saying nothing has long been used as a powerful negotiation tactic, and it’s frequently used in theatrical and business presentations to allow the audience to reflect on a pertinent point or poignant moment.

5. Meaning

Every word you choose should have a role to play in effectively conveying your message. Buzzwords and corporate jargon are a no-no. They’re the fallback of lazy managers who don’t want to explain their meaning.

There are also subtle but important differences between speaking in the affirmative vs. the negative. For example, “you are” as opposed to “you are not”. Consider also how words can impact identity; for example, “I am angry” vs. “I feel angry”. The latter describes a temporary emotional state, while the former suggests a more permanent character trait.

These five simple communication techniques will ensure there’s more positive power in your words. Find out even more in our free influence training video. How will you use your words and communicate more effectively in 2020?

The Colin James Method® Facilitators train corporate executives to improve their professional communication skills with a proven methodology. Our highly trained Facilitators and Coaches are recognised for their experience in their fields and have worked with many individuals and organisations around the world to master the art of communication.

On December 8th, 1941, then President Franklin Roosevelt addressed the nation after the bombing of Pearl Harbor and asked Congress to declare war.

He began the address with one of the most famous and known lines from a speech to this day.

And one that serves as a powerful example of the importance of specific and strategic word choice:

Yesterday, December 7th, 1941—a date which will live in infamy—the United States of America was suddenly and deliberately attacked by naval and air forces of the Empire of Japan.

How One Word Changed it All

“….a date which will live in infamy…”

Six words very recognizable words.

Even for people not obsessed with history, the words sound familiar. 

And while legend goes that FDR dictated this entire speech to his secretary in one pass, he did make a few word choice edits after the initial dictation.

The most notable: To change “world history” to “infamy.”

What did this do?

It subtly changed a fairly neutral statement into a strong judgment call.

And set the tone for the rest of the speech, where he would make his case for war (to a nation already exhausted from years of war).

One word changed the context of the speech, and in turn helped focus listeners in the direction FDR wished, while they listened to the remainder of the speech.

No doubt FDR was a communications pro in every way.

From the platforms he communicated on, to how he delivered information, both he and Eleanor changed the way the President (and his wife, in this case) communicated with the American people. 

His use of word choice is one example of that.

Word Choice Matters to Communications Pros

Word choice matters to all professionals, and even more acutely to communications pros.

Our job is to consistently and specifically communicate with a target audience.

We do so in a variety of ways, including media relations, social media, email marketing, and of course, the content we write for both our own and influencer sites.

To communicate effectively we must be extremely aware of word choice at all times.

One word can, and will, change it all.

Things to Consider for Proper Word Choice

Here are five very important things to consider when evaluating proper word choice.

Definition 

Obvious? Yes, but so often we use words incorrectly.

We do this because popular culture does and we hear it so often we think it is correct.

As communications pros it’s not OK for us to be OK with using a word incorrectly.

We must set the tone for proper word use.

That means using a word based on its actual definition.

And if you say “utilize” incorrectly (which honestly unless you work in a lab you probably are) be scared. This one is a BIG peeve of mine. I’ll take you down. Fair warning.

Nuance

Beyond definition, some words take on certain nuances.

These nuances, whether correct and aligned with the actual definition and/or our actual intent or not, matter.

If a word makes our prospect feel or perceive our message a certain way—one we don’t intend—we shouldn’t use it.

Rhythm

The best sentences have a certain musical quality to them.

A word might be technically right, but it just doesn’t flow well with the sentence it’s used in.

Why do you think we are naturally drawn to poetry and writers like Shakespeare so much?

Depth

In most cases, we want our words to carry as much meaning as possible.

We have a limited amount of space and time to get our messages across.

We need to make sure we take full advantage of every opportunity we have with word choice that has depth.

To use the FDR example: “Infamy” as a word, has much more meaning and depth than “world history.”

History

One thing I hope all communicators are paying close attention to as we all learn how to be better allies for racial justice is how certain words or phrases bring with them a racial history many of us  don’t even realize.

Here’s a good list to start from Babbel (I know I use some of these).

How to Improve Your Vocabulary

The better your vocabulary, the better your ability to choose words effectively.

Additionally, the better your understanding of language, the better your word choice.

We should work constantly to improve both.

Here are a few ways to do so:

• Read great books: Reading amazingly well-written fiction and non-fiction will help your word choice. It’s hard to really understand how powerful well-chosen words and well-crafted sentences can be until we hear them used magnificently over and over and over again. Bonus points if you read books from authors of different races, cultures, and geographies.
• Listen to great speeches: Likewise, great speeches have some of the best use of specific and strategic vocabulary you’ll find anywhere. Make it a habit to listen to, and read the transcript of, really great speeches often.
• Make the thesaurus your BFF: The thesaurus is always an open tab on my computer. Don’t let your word choice become stale and non-evolving. Constantly be aware of the words you choose and look them up to see if there might be a better, more specific choices.
• Be aware of commonly misused words: There are many words that are often interchanged improperly. Here is a great list to get you started.
• Read what you write out loud: This will help you understand rhythm better and put together better sentences. It will also help you make sure what you write makes sense to those not in your head.
• Try to write with as few words as possible: Gini’s rolling her eyes at me right now because I definitely have the gift of loquaciousness. Writing with as few words as possible is something I work on constantly. And I’m getting better. I mean, look—this post is less than 1,000 words! That’s a miracle for me. Make it a game with yourself to see how few words you can use to communicate your message. What you’ll find is less is almost always more and people will understand what you want to say better if you do so in fewer words.

Need More Word Choice Tips?

This post will give some tactical tips to improve your word choice overall.

How to Improve Your Word Choice (And Why Every Communicator Should)

And this post will help you remove filler words.

Remove These Filler Words to Improve the Success of Your Content

And this post on why some filler words are necessary.

Filler Words and Their Role in Effective Communication

Words are one of the most powerful tools we have. Use them wisely.