Negative communication stirs the embers of intolerance, despair, and doubt. Like a fast-growing weed, it strangles any hope of connecting.

From simple misrepresentation to deep-seeded bias, negative business communication undermines credibility.

Negative Business Communication

What do you think of when you hear the term business communication? A white paper? Email marketing campaigns? Ads?

It is much more. Any time individuals speak, write, or post on social media, their words can track back to their business. That is the fallout from our online world.

Unacceptable

The baffling practice of individuals who spew hatred on public forums while representing their business is unacceptable on many levels. Hopefully, reporting and shining a spotlight on their actions has some impact.

However, even the reporting of racist and harassing comments results in blowback on the target of those comments.

One LinkedIn member received more attacks for reporting the owner of threatening and racist comments. Why? Because the offender lost his job when she called him out. Here’s a thought. You reap what you sow. Hopefully.

Negative is too soft a word for this type of “communication.” Unacceptable. Period.

The following exposes the unintentional side of negative language and pampers it with positive alternatives.

Unintentional

Language can be a tricky tool. Wax poetic and it becomes the language of love. Open the door to negative language, and it devours your intent.

Do you know a “glass half empty” person? Or those people so insecure, they wrestle with self-confidence? Both struggle with capturing the power of words. In business communication, negativity pulls the plug on that power.

Convert the Negative Naysayer into a Champion Crusader for better business communication.

3 Types of Negative Language

The slightest language twist can make a huge difference in a reader’s response, as illustrated in three types of off-putting communication.

Labeling

We love our labels. Understanding the demographics of customers helps in identifying preferences. But slapping a certain segment with the same label overlooks what makes each person unique.

Labels risk alienating the very person you want to attract.

Let’s use litter as an example.

• Do you know anyone who likes litter?
• I hope people who litter do not do it because they like to.

When I lived in San Diego, I frequently volunteered to remove litter from the beaches. How do you think readers would receive the flyer shown below?

Beach cleaning is a good cause, right? Several people may agree with the above sentiment. However, calling people who litter lazy is questionable strategy. It could result in even more litter. You know – just to tick off the do-gooders.

What if we put a more positive spin on our message?

You hope you persuade litterers to stop or at least make them think twice about littering. But people focus on the negative label, which draws attention away from your important message.

Accusing

Using “you” instead of “I” in business communications is a good tip. However, using “you” can backfire when it sounds like criticism.

Examples

An accusatory tone can be in-your-face blatant or more subtle.

• It’s your fault this happened.
• You left out information we need to complete the order.

One customer may pass right over negative words or phrases. Another may take offense. So, check your language and tone. It is a simple fix.

Edited Version

• It’s your fault this happened. Leave out any implied blame.
• You left out information we need to complete the order. Please provide the following information and we will expedite your order.

Weakening

Weak words are another way negative language sneaks into your communication. They paint a picture of doubt in the minds of your customers.

If you lack confidence in yourself or your product, why would your customer believe in your business?

Examples

• Well, it’s just an idea.
• I’m not sure if this will help but have you tried our new model?

Edited Version

• Well, it’s just an idea. I have an idea we can try for this problem.
• I’m not sure if this will help but have you tried our new model? Our new model could be an excellent choice for you.

Creating Alternative Words and Phrases

Do you want more ideas to weed out the Negative Naysayer? Download free copies of examples and alternative words.

• Alternatives to Negative Business Words/Phrases
  
• Positive, Persuasive Words for Business Writing
  

Does negative language creep into your business communication? What helps you find a better alternative? Please share your thoughts in Comments.

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Note: In 2015, SSB took a year-long alphabetic journey for better business communication. Each post contained an A-to-Z topic for creating better business communication. This ‘N’ post originally published on July 20, 2015 and this May 24, 2022, version updates it. The plan is to update each alphabetic post. Hopefully, it will not take a year to complete. 😊

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