Don’t Hide Behind The Keyboard! Bad Writing Habits To Avoid

Some leaders hide behind the keyboard.

They type what they don’t want to speak because the messages will upset some people and frustrate others.

So they follow bad writing habits when they send email or chat on communication apps.

Sometimes, they just dance around what’s negative, awkward and uncomfortable. Sometimes, they just don’t know that certain words — and lack of tone in a written message — rub people the wrong way.

Then the message comes across as too harsh or unclear. And it’s almost always misinterpreted.

“Some words set us up to be misunderstood,” says Jo Anne Preston, author of Lead the Way in Five Minutes a Day: Sparking High Performance in Yourself and Your Team. “Others shut people down, make them feel excluded, and even make them dislike us.”

Be Better Than Bad Writing

But good leaders can be better than any bad writing habits.

“The idea is to think intentionally about whether our words work for or against our employees’ needs,” says Preston. “A small shift in your … habits can make a big difference.”

The first step in making that shift: Know the words you shouldn’t use in writing — email, chat, social platforms, etc. — and understand why they’re a problem.

Here are the two major issues behind bad writing, why they’re problems and what to do instead:

1. Using Passive-Aggressive Language

We usually think of passive-aggressive behavior — indirectly expressing negative feelings instead of openly addressing them — in verbal and physical ways. For instance, a manager says “I guess if that’s what you want to do, go ahead.” But the manager’s tone and eye-rolling suggest they really want an employee to handle the situation differently.

“Assumptions, fear of failure, conflict-aversion and poor anger management are just some of the reasons people wage their personal vendettas via email,” says Susan Room, a professional voice and executive coach.

In writing, the words and their meaning come out differently.

In fact, a survey by TollFreeForwarding.com found these seven of the most passive-aggressive written phrases used in the workplace: 

• Please advise 
• Friendly reminder
• Make sure 
• Per our conversation  
• Future reference
• Going forward  
• Pay attention  

Why it’s an issue? Most come off as a nudge, slight or veiled insult. They’re directives given without emotion or, in some cases, context. So recipients feel the aggressive push behind the soft, stilted language.

Better: Have a real conversation.

“Talk with — not at or to — your colleague, using a warm, direct tone of voice,” says Room. “Offer specific examples of what they say and how it impacts you, remembering this is your opinion; others may disagree. Ask if they see your point of view.”

For instance, instead of an email that says, “Going forward, you’ll need to get my approval on …” schedule a meeting to talk. Say, “When you do X, it affects how we do Y and the result is Z, which is not ideal. Can we work together on a better way to handle this going forward?”

“When speaking, you can flex your voice to communicate in the clearest, most helpful way,” says Room. “However carefully crafted, your written words may not be received the way you intended.”

2. Using Words, Phrases That Frustrate

Beyond the passive-aggressive messages are messages tainted with words and phrases that tend to frustrate the recipients.

Why it’s an issue: The more people see words that frustrate, belittle or just annoy them, the more they’ll tune out the message and its sender.

Better: “When managing a variety of people, it can be difficult to consider your every word,” says Preston. “But being intentional about prioritizing openness and understanding can make you a well-respected leader.”

That being said, here are four words and phrases that put off people most in the workplace:

• Subordinate. This creates a major chasm between the boss and employees. It can make employees feel degraded. Instead, write “team” or “employees” to increase unity.
• LDI, ROI, HRSA, HIT (or any acronym). Problem is, people might not be familiar with your acronym. And when it’s in writing, they’ll be less likely to ask what it means. Instead, spell it out on the first mention, and follow that with its acronym in parenthesis. Use the acronym in the message after that.
• I/me. Too many mentions of what you think, expect or do put off readers. Instead, use “we” and “us” more.
• The girls. You guys (and similar groupings). For instance, “referring to a department made up of all women as ‘the girls’ will be offensive to most grown women,” says Preston. “You guys” — referring to a group of people — isn’t inclusive. Instead, write (and say) “team,” “everyone,” “folks,” or “y’all.”