When presenting a digital transformation proposal, many people focus solely on the technical solution but overlook one equally important factor: language. Leaders are under constant pressure to make critical decisions, so they don’t just hear what you say — they sense whether you’re collaborating or pushing an agenda. A few careless phrases can instantly shift the tone from curiosity to resistance, or worse, cause your proposal to be dismissed altogether simply due to poor wording.
Here are four common phrases to avoid when speaking to decision-makers — and more effective alternatives you should use instead:
1. “Must not…”
This phrase can come off as commanding or dismissive, making the listener feel restricted or invalidated. In corporate settings, especially when addressing executives, authoritarian language tends to create tension and resistance. Leaders might interpret this as a flat-out denial rather than a constructive, well-rounded evaluation.
A better approach is to say: “To minimize risks, we should…”. This alternative draws attention to the rationale behind the recommendation and invites the listener to consider a more thoughtful, risk-aware solution. It replaces rejection with reasoning, something that decision-makers appreciate, especially when evaluating operational risks.
2. “Have to…”
This sounds like an order, which can make your audience feel pressured to agree regardless of their understanding or comfort with the solution. In a business environment where decisions affect multiple dimensions — strategy, people, costs, and risks — this phrasing can backfire.
Instead, say: “We recommend…”. It sets a tone of collaboration and shows that your proposal is a well-thought-out option for the leader to consider. The word “recommend” signals partnership and encourages dialogue, reinforcing that the final decision lies with them, not you.
3. “Completely eliminate…”
Often used to stress decisiveness, this phrase can unintentionally dismiss past efforts. If current systems or processes were built by the very leaders you’re speaking to, this could trigger defensiveness.
Try using: “Gradually optimize…”. It still communicates a clear direction for change but in a way that feels more like enhancement than eradication. This choice of words respects the existing foundation while opening the door to better outcomes — something leaders are more likely to embrace.
4. “I guess…”
Saying this immediately calls into question the reliability of your insight. Even if your guess is based on solid experience, the phrase diminishes your credibility — especially in a business setting where every recommendation should be grounded in evidence and analysis.
Replace it with: “Based on the data from…”. This opening reassures your audience that your conclusion is informed by facts. It elevates your professionalism and builds trust, signaling that your proposal stems from real-world observations, not personal assumptions.
In conclusion, crafting the right solution is only half the battle — the other half lies in how you communicate it. Language is not just a tool for explanation but a strategic element that can either build trust or erode confidence. Seemingly minor phrases can drastically shift how your message is received. So before convincing others to change, make sure your words show that you understand and respect your audience.
3S Software Co., Ltd.
To successfully upgrade a business, businesses need an experienced and trusted partner. 3S will be a partner accompanying businesses on their path of development, helping businesses become more comprehensive and increase productivity at lower costs. Along with compliance with the Epicor Signature Project Implementation Methodology, it will help businesses increase production efficiency and improve profits at a very reasonable cost. 3S believes that it will always bring the most satisfaction to customers.
The 5 main solutions of 3S include:
Epicor ERP – Enterprise Resource Planning
Epicor MES – Manufacturing Execution System
BPM XSOL Solution – Business Modeling Solution
ECM DOCSTAR Solution – Digital Content Management Software
Epicor CADLINK solution – The solution allows transferring information from CAD drawings such as AutoCAD, Solidworks to Epicor ERP
More references: RADWELL RESTRUCTURING SYSTEMS TO BREAK THROUGH
