Say It Better: 12 Communication Swaps That Build Clarity, Confidence, and Connection

Words shape how we're seen.

As a coach and facilitator, I’ve noticed how often bright, thoughtful people unintentionally dilute their message — not because they lack confidence, but because they want to sound polite, approachable, or humble. The good news? You don’t have to choose between connection and clarity.

Whether you're leading a team, advocating for yourself or navigating high-stakes conversations, these 12 practical communication swaps will help you speak with more confidence, presence, and emotional intelligence.

1. “I think…” → “I recommend…” or “I believe…”

Lead with conviction. “I think” softens your insight before it’s even heard.

Try: “I recommend we start with this approach…”

2. “Sorry to bother you…” → “Do you have a moment?”

Drop unnecessary apologies. Respect others’ time without minimizing your presence.

Try: “I’d like to get your input — do you have a few minutes?”

3. “This might be a silly question…” → “Here’s something I’ve been considering…”

There’s no need to qualify your curiosity. Your questions have value.

Try: “Here’s something I’ve been reflecting on — what’s your take?”

4. “I’m not sure if this makes sense, but…” → “Let me know if you’d like more detail.”

Trust your clarity. You don’t need to apologize for your ideas.

Try: “Here’s the idea — happy to expand if needed.”

5. “Does that make sense?” → “What questions do you have?”

This invites engagement without implying confusion.

Try: “What stands out to you or raises questions?”

6. “I just wanted to check in…” → “I’m following up on…”

“Just” minimizes your presence. Instead, lead with intention.

Try: “I’m reaching out to follow up on…”

7. “I’ll try to get that done by Friday.” → “I’ll have that to you by Friday.”

“Try” implies uncertainty. Offer a clear timeline or renegotiate if needed.

Try: “I’ll complete this by Friday. If anything shifts, I’ll keep you posted.”

8. “I’m no expert, but…” → “Here’s what I’ve observed.”

You don’t need to disclaim your insight. You bring value.

Try: “In my experience, this approach works well…”

9. “Can I be honest?” → “Here’s my perspective.”

This phrase can imply you weren’t honest before. Speak with clarity and care.

Try: “Here’s what I’m noticing…” or “Here’s where I’m coming from…”

10. “If you want…” → “Let’s consider…”

Be collaborative and clear.

Try: “Let’s consider starting with a pilot first.”

11. “I could be wrong, but…” → “One way to look at this is…”

Lead with your ideas — not disclaimers.

Try: “Another way to frame this might be…”

12. “I’m overwhelmed” → “I’m at capacity and would benefit from prioritization.”

As Melody Wilding writes in Managing Up, the way we communicate stress matters.

Try: “I want to deliver great work — can we revisit priorities so I can focus where it matters most?”

Confident communication doesn’t mean being harsh — it means being clear, intentional, and connected.

Small shifts in language can create big shifts in how you're received — and how you lead.

Which of these swaps are you ready to try this week?

Let me know in the comments, or share this post with a colleague who could use a confidence boost in their communication toolkit. And if you’d like support strengthening your voice and presence—whether in leadership or your personal relationships—I’d love to work with you.