You may not consider your colleagues friends outside of work, but your relationships with them still matters.
The fact is that most of us spend a significant portion of our life at work, and the hours we put on the clock will go a whole lot more smoothly and be way more pleasant if we get along with the people we work with. You don’t have to like all your co-workers to get along with them, and part of that is down to the things you say. To keep the peace and encourage more calm while you do your job, leave these phrases out of your vocabulary.
1. “That’s not my job.”
While it’s important to set boundaries, outright refusing to help with something can come across as uncooperative. You can still offer to help even if it’s not your area of expertise — just be open about that and ask for some extra guidance if you need it. This way, it keeps the conversation open while highlighting your willingness to contribute. Being a team player creates a sense of goodwill and boosts your professional reputation.
2. “We’ve always done it this way.”
This can stifle creative thinking and make you seem resistant to change, both of which are no good. It sends the message that you’re unwilling to consider new ways of doing things, which can frustrate the people on your team. A better response is, “I see the value in our current process, but I’m open to hearing new ideas.” Staying adaptable benefits the team and demonstrates your commitment to continuous improvement, which is what it’s all about, right?
3. “That’s impossible.”
Jumping to negativity when faced with a challenge can make you seem defeatist or unwilling to problem-solve. It’s okay to admit something is tough and might not work out, but try to be positive and encouraging and give it a go because hey, you never know! Even if the task is daunting, showing a willingness to brainstorm builds trust in your ability to work together. Plus, a bit of positivity often inspires the same attitude in other people.
4. “I’ll get to it when I have time.”
Responding with this when someone asks a favour of you or for an update on a project can make them feel like their request isn’t a priority, even if that’s not your intention. Be a bit clearer by letting them know where you’re at. Something like, “I have a few pressing tasks at the minute, but I can start this by [specific time].” It shows respect for their needs while being transparent about your workload. Clear communication prevents misunderstandings and builds trust.
5. “That’s not how I would do it.”
Criticising someone’s way of doing things without offering constructive feedback (or a better way of doing them!) can come across as dismissive or patronising. Instead, acknowledge their approach and then suggest your own if you think you have a better one. Encouraging teamwork keeps morale up and avoids alienating your colleagues. You’re more likely to be successful if you keep things positive.
6. “I just don’t have time for this today.”
Even if you’re swamped, this can sound dismissive and rude. A more professional response is something along the lines of, “I’m under a tight deadline right now — can we come back to this later?” It communicates your priorities without shutting the door on the conversation. Being tactful in managing time-sensitive issues maintains professionalism while being honest about your workload.
7. “I don’t know why we’re doing this.”
It’s fine to be confused, but if you’re not even trying to get clarity, it can come across as cynical or disengaged. Ask whatever questions you have to get the full picture, instead of dismissing something wholesale just because you don’t get it. Trying to get more info shows curiosity and a willingness to learn, which are far more productive attitudes. Plus, showing genuine interest in team goals reinforces your commitment to shared success.
8. “That’s literally above my pay grade.”
Way to seem unwilling to take initiative or engage with more complicated projects or tasks. Sure, you definitely shouldn’t be working yourself into the ground or doing things that are a manager’s job, but in some cases, it’s better to ask for help but be willing to give things a go. Doing so shows ambition and helps build trust. And hey, your efforts might even open doors to new opportunities.
9. “I told you so, didn’t I?”
Even if you were right, pointing it out in this way can create tension or resentment. You can phrase things way more constructively by noting that the outcome wasn’t ideal and that you should use this experience to improve moving forward. By focusing on lessons learned, you keep the team dynamic positive. Working together always beats smugness in professional situations.
10. “That’s really completely unfair.”
While fairness is important, this can come across as overly emotional or unprofessional. Stay calm when addressing the issue, saying something like, “I’d like to discuss how this decision was made.” This way, you set the scene for a real conversation without sounding accusatory. Keeping discussions fact-based means issues are more likely to be dealt with constructively rather than emotionally.
11. “No one told me about this.”
This can sound defensive and blame-shifting, especially if a task or deadline has been missed. Sure, someone probably did drop the ball, but there’s no point in dwelling on that now. Instead, make it clear that you weren’t aware of what was happening and ask for details so that you can get caught up. It keeps the conversation solution-focused rather than confrontational. Not only that, but taking ownership of communication gaps shows maturity and dependability.
12. “That’s not how we did it at my old job at all.”
Comparing your current workplace to a previous one can make you seem stuck in the past or critical of your new team. Instead, offer suggestions without the comparison, saying, “Have we considered trying [idea]?” It keeps the focus on improvement and avoids unnecessary comparisons. It shows respect for your current team’s way of doing things while sharing what you’ve learned in the past.
13. “I don’t need help, okay?”
Refusing help outright can make you seem closed off or overly confident, even if you’re capable. Instead, you can make it clear that you’ve got it covered but will ask for help if you need it. It keeps the door open for collaboration while respecting your independence, and what more could your colleagues really ask for?
14. “It’s completely not my fault at all.”
Deflecting blame can make you seem unwilling to take accountability. A better approach is, “Here’s what happened, and here’s how I think we can fix it.” Taking ownership of your part in the situation shows professionalism and problem-solving skills. Not only that, but accountability demonstrates leadership qualities and builds trust with your team.
15. “I’m only just doing what I was told.”
While following instructions is important, this can come across as dismissive of responsibility. You can make it clear that you acted based on instructions you were given, but you can also stay open to changing things up if you realise there’s another way that might work better. It shows you’re adaptable and willing to work together, and that makes you a real team player.
