Many small business owners have the tendency to obsess over writing the perfect email to their clients or employees, even if that email is just a few sentences long. But while you probably care more about being inspiring or setting the right tone, it’s the details that could really make a difference in the way others perceive your message. Just a few words could have a big impact on the overall tone of your communication.

Here are a few common words you should consider avoiding or monitoring in your business communications:

• “Also.” Using the word “also” too frequently could make it seem like you’re asking too much of your employees or clients. Overuse of the word also makes you more likely to put together long, overwhelming lists of information that could be difficult for your message recipient to digest. This isn’t to say you can’t use “also” or other transition words at all — just be mindful of the way you’re using it and how it affects the tone of your message.
• “Probably.” The word “probably” only serves to add a slight degree of uncertainty to what you’re saying, which isn’t exactly reassuring for whoever you’re talking to. Don’t say you’ll “probably” be done with a task by the deadline. Always be direct with your communications and leave no room for questions or concern. With deadlines, for example, the best philosophy is to under-promise and over-deliver.
• “Try.” It might seem a bit trite to quote Yoda here, but in the business world it’s an apt slogan — “Do or do not; there is no try.” Again, “trying” adds a level of uncertainty and lack of confidence to your communication that doesn’t exactly inspire your clients or superiors. You don’t want people doubting your ability to follow through on a task because one word indicates you lack confidence.
• “I think..” Usually this phrase is unnecessary and doesn’t add anything to the message you’re trying to get across. If you say, for example, “I think we’re getting close to being done on this project,” the message would be far stronger if you just said “we’re getting close to being done on this project.”

The tone of your communications can have a big effect on the way others perceive you and your company. For more tips, contact the team at Viral Solutions today.

by Christine Kelly

CEO and Queen Bee | Viral Solutions LLC

Copyright 2015 Viral Solutions LLC