Our Take
The advice is sound but treats symptoms, not causes: most workplace writing problems stem from avoiding difficult conversations face-to-face.
Why it matters
Poor written communication erodes team trust and productivity, especially in remote-first workplaces where email and chat carry more weight than ever.
Do this week
Managers: Replace your next passive-aggressive email with a 10-minute direct conversation before Friday so you can address issues without breeding resentment.
Two Communication Patterns Kill Employee Engagement
Research from executive coach Susan Room and leadership author Jo Anne Preston identifies two major workplace writing habits that frustrate employees and damage relationships.
The first is passive-aggressive language. A Preply survey found the 10 most irritating phrases in workplace communication: "per my last email," "correct me if I'm wrong," "as previously mentioned," "just a gentle reminder," "going forward," "thought I'd bring this to your attention," "I might be mistaken, but," "thanks in advance," "just to clarify," and "please advise."
The second involves specific word choices that alienate recipients. Four categories consistently frustrate employees: calling people "subordinates," overusing undefined acronyms like "LDI" or "HRSA," excessive use of "I" and "me" instead of "we," and non-inclusive terms like "the girls" or "you guys."
"Some words set us up to be misunderstood," Preston notes. "Others shut people down, make them feel excluded, and even make them dislike us."
Written Tone Shapes Workplace Relationships
These patterns matter because they reveal deeper management issues. Room explains that "assumptions, fear of failure, conflict-aversion and poor anger management" drive people to wage personal conflicts through email rather than direct conversation.
The result: recipients feel the aggressive intent behind softened language, creating resentment without resolving the original problem. When employees see words that "frustrate, belittle or just annoy them," they tune out both the message and the sender.
Unlike verbal communication, written messages lack vocal tone and body language cues that help convey intent. "However carefully crafted, your written words may not be received the way you intended," Room observes.
Replace Problem Phrases With Direct Conversation
The fix involves two steps: better word choices and strategic conversation timing.
For language improvements, replace "subordinate" with "team" or "employees." Spell out acronyms on first use. Switch from "I" language to "we" and "us." Use inclusive terms like "team," "everyone," or "folks."
More importantly, recognize when email isn't the right medium. Instead of writing "going forward, you'll need my approval," schedule a meeting to explain the reasoning: "When you do X, it affects how we do Y and the result is Z, which isn't ideal. Can we work together on a better approach?"
Room's guidance: "Talk with, not at or to, your colleague, using a warm, direct tone of voice. Offer specific examples and ask if they see your point of view." Voice communication allows managers to adjust tone in real-time, something written messages cannot provide.