5 Ways You Can Say It With Positive Language (Sarah Clements Expert Advice)

Have you ever considered how you ask a co-worker or customer to stop doing something? How do you ask an employee to change a behavior? Do you ask in a positive or negative way? For example, do you say, “Do not come to work late” or “Stop using Facebook”? Or do you say, “Please be here by 8 a.m.” or “Use your time wisely”?

Research shows “we actually comprehend a positive statement 30-40 percent faster than we do a negative sentence,” according to business consultants Sarah L. Simoneaux and Chris L. Stroud. Being mindful of our words can change the way our message is received by the listener.

Consider restating your message using positive language. “Positive communication is the ability to convey messages, even negative ones, in a positive manner,” according to Shine.com, an Indian jobs website. “Positive communication is an important part of your communication skills and has a great impact on your career.” Positive communication can change the way customers view service experiences, employees perceive performance evaluations — the list could go on.

The sentences below are written with a negative slant, but could be restated using positive language.

• Unfortunately, you are not eligible for the program.
  Positive: To be eligible for the program, you need to increase your savings.
• If you need something, please don’t hesitate to contact me.
  Positive: Please contact me if you have any questions.
• You cannot miss the deadline.
  Positive: The project deadline is June 30.
• If you don’t understand the information in the packet, please call me.
  Positive: Please call me if you have any questions about the information packet.
• We regret to inform you that your application was denied.
  Positive: Your credit score needs to be 700 for the application. Your credit score is 600.

“Using positive language tends to reduce conflict, improve communication, reduce defensiveness in others and helps portray the speaker/writer as credible and respectable,” explains Robert Bacal, a consultant on business performance management and customer service issues who has written a number of books on business communication. By simply using positive language, we can change the tone of the message from a negative or neutral interaction into a positive one.

Here are five ways you can put positive communication to use in your everyday transactions:

• When giving instructions or feedback, replace “not” or “no” with words that are positive.
• Focus on solutions instead of the problem.
• Simplify your message.
• Tell the reader what can be done instead of what cannot be done.
• Suggest changes or implementations.

Try to begin using some of these ideas in your communication. Review emails or letters you have sent and check out your word choices. Could you have removed some “noes” or “nots” from the message? The next time you write a message look for small ways you can adjust your language. Remember, positive language makes a difference.

Sarah J. Clements is an instructor in the Business Information Systems Department at the University of Arkansas at Little Rock. Her email is SJClements@UALR.edu.