The Power of Words: Crafting a Positive Work Environment Through Thoughtful Communication

By Terre Short

How often do you stop and consider the impact your words have on those around you, particularly at work? It is typically more apparent when we hear words that affect us, either positively or negatively. When we receive accolades, and our mood elevates, or we hear a disparaging word, and we cringe. The language we use plays a crucial role in shaping our workplace culture, influencing our relationships with colleagues, and even affecting our own mindset and productivity. Let’s dive into why our word choices at work matter so much and how we can harness their power to create a more positive, inclusive, and supportive environment for everyone.

The Ripple Effect of Our Words

Think about the last time someone at work said something that made you feel great – maybe it was a compliment on a project you worked hard on, or a colleague expressing genuine interest in your ideas. Now, contrast that with a time when someone’s words left you feeling diminished or excluded. The difference in how these experiences impact our mood, motivation, and even our performance is stark.

Our words have a ripple effect that extends far beyond the moment they’re spoken. They can uplift and inspire, or they can undermine and limit. As I learned from my mentor, Quint Studer, “What you permit, you promote.” By allowing undermining or exclusionary language to persist in our workplace, we’re inadvertently endorsing a culture that doesn’t bring out the best in people.

Avoiding the “We/They” Trap

One common pitfall in workplace communication is the use of “we” versus “they” language, especially when referring to leadership or decision-makers. This kind of talk can create a divisive atmosphere and signal a lack of ownership or alignment with company goals. Instead of saying, “They decided to change the policy,” try, “Our company has updated the policy to…” This small shift in language promotes a sense of unity and shared purpose.

If at any time you are unable to support a decision with such words, seek to more fully understand the rationale and benefits.

Sparking Meaningful Dialogue

Good communication isn’t just about the words we choose; it’s also about how we engage others in conversation. Asking open-ended questions that start with “what” or “how” can open up dialogue and show that we value being interested more than being interesting. For example, instead of asking, “Did you have a good day?” try, “What was the best part of your day?” This invites a more thoughtful response and can lead to deeper, more meaningful exchanges.

You can find a list of key questions to try with your team here.

Eliminating Limiting Language

It’s surprising how often we use words that inadvertently limit ourselves or others. Phrases like “You don’t understand” or “That will never work here” can shut down creativity and collaboration before they even have a chance to flourish. Challenge yourself to eliminate these kinds of expressions from your vocabulary. Instead, try reframing your thoughts in a more constructive way. For instance, “Let’s explore this idea further and see how we might adapt it to our situation.”

The Power of Inclusion

As our workplaces become more and more diverse, we benefit from broader perspectives and diversity of thought, but only if we communicate in a way that empowers everyone to contribute. This begins with avoiding obviously offensive terms and includes actively choosing words that make everyone feel valued and respected. Consider the impact of phrases like “Hey guys” when addressing a mixed-gender group, or using industry jargon that might exclude newcomers. By being mindful of our word choices, we can create an environment where everyone feels they belong and are therefore eager to contribute.

Influence Through Words

If you want to be influential at work, your word choices can make all the difference. Dale Carnegie, a master of human relations, outlined nine premises for effectively influencing others. One key principle is to “Give people a fine reputation to live up to.” By using phrases like “You’re an expert at building relationships” or “You communicate very effectively,” you’re not just complimenting someone – you’re helping to shape their self-image in a positive way. (Carnegie, 2022)

Another powerful technique is to talk in terms of the other person’s interests. Instead of focusing on what you want, frame your ideas in terms of how they benefit others. This shift in perspective, reflected in your language, can dramatically increase your ability to persuade and influence.

Self-Evaluation: How Do Your Words Measure Up?

Now that we’ve explored the importance of our word choices, it’s time for a bit of self-reflection. Here’s a quick self-evaluation to help you assess how well you’re using uplifting, inclusive, and supportive language at work:

1. Uplifting Language:
   • Do you regularly offer specific, genuine praise to your colleagues?
   • When challenges arise, do you use language that focuses on solutions rather than problems?
   • How often do you use phrases that express confidence in your team’s abilities?
2. Inclusive Language:
   • Are you mindful of using gender-neutral terms when addressing groups?
   • Do you avoid using idioms or cultural references that might not be understood by everyone?
   • When discussing ideas, do you invite input from all team members, especially those who might be less vocal?
3. Supportive Language:
   • When a colleague makes a mistake, do your words focus on learning and improvement rather than blame?
   • Do you use “we” language to foster a sense of teamwork and shared responsibility?
   • How often do you ask questions that show genuine interest in your colleagues’ perspectives and experiences?

Rate yourself on a scale of 1-10 for each of these areas. Be honest – this is for your own growth and awareness. If you find you’re scoring lower than you’d like in any area, celebrate your self-awareness, then make a commitment to improvement.

Committing to Better Communication

Improving our word choices isn’t a one-time effort; it’s an ongoing process of awareness and adjustment. Here’s a simple exercise to help you get started:

1. Identify 2-3 phrases or words you commonly use that might be limiting or undermining. Write them down and then boldly cross them out.
2. Now, replace each of those with a more positive, inclusive, or supportive alternative.
3. Commit to catching yourself when you use the old phrases and consciously replacing them with your new alternatives.

Change doesn’t happen overnight. Be patient with yourself as you work on refining your communication style. The words we choose at work are far more than just a means of conveying information. They’re tools for building relationships, fostering inclusivity, and creating a culture of mutual respect and support. By being more mindful of our language, we can all contribute to a workplace where everyone feels valued, motivated, and empowered to do their best work. So, the next time you’re about to speak at work, pause for a moment and consider: Are my words uplifting, inclusive, and supportive? Your thoughtful choice could make all the difference in someone’s day – and in the long run, in the success of your entire organization.

References

Carnegie, D. (2022). How to Win Friends and Influence People, Updated Version. New York: Simon & Schuster.

Short, T (2020). The Words We Choose: Your Guide to How and Why Words Matter. Epigraph Publishing.

Terre Short is a best-selling author, executive leadership coach, dynamic speaker and learning experience creator who connects from her heart. Visit ThrivingLeaderCollaborative.com to learn more.

The Words We Choose: Your Guide to How and Why Words Matter is now available as an audiobook! Download it today! Learn on the go and uplevel your communication on your commute to work or use it as a habit stack to learn while cooking or cleaning.