English Communication in the Workplace

What time is...? / Can you confirm...?

Phrase Replacements

Better alternative to: May I know…

For now... / Until...

Phrase Replacements

Better alternative to: For the meantime...

As requested... / Here's what you asked for

Phrase Replacements

Better alternative to: As per...

Got it, thanks! / Understood, thank you

Phrase Replacements

Better alternative to: Noted with thanks

Just state the information directly

Phrase Replacements

Better alternative to: Kindly be advised that...

Do you have a moment...?

Phrase Replacements

Better alternative to: I'm so sorry to bother you, but..

Just state the information directly

Phrase Replacements

Better alternative to: Please be informed that...

Just state the information directly

Phrase Replacements

Better alternative to: I would like to inform you that…

Direct question (Have you...?)

Phrase Replacements

Better alternative to: Just wondering if...

I suggest... / We should...

Phrase Replacements

Better alternative to: I think maybe...

Could you...? / Can you...?

Phrase Replacements

Better alternative to: If it's not too much trouble...

As soon as possible / When you can

Phrase Replacements

Better alternative to: As soonest

I'll get back to you / I'll follow up

Phrase Replacements

Better alternative to: Revert back

Please handle this / Please [be specific]

Phrase Replacements

Better alternative to: Do the needful

Hi [Name], hope you're doing well!

Phrase Replacements

Better alternative to: I hope this email finds you well

1. Start with the main point

2. Remove filler words

3. Keep sentences under 15 words

Original (38 words):

"I just wanted to reach out and inform you that the client called this

morning and they mentioned that they need the proposal by Friday and they

also asked if we could include pricing options."

Simple version (14 words):

"Client called this morning. They need the proposal by Friday with pricing

options."

Three rules for simple communication

1. WEAK
   Delete: maybe, hopefully, I think, try, should

2. STRONG
   Choose words like: completed, sent, updated, confirmed

3. ACTIVE
   Frame it as "I did this," not "This was done"

4. FACTS, GUESS
   If you don't know, find out. Then state the fact.

5. COMMITMENTS
   Say "I will," not "Hopefully"

THE CONFIDENCE FORMULA

1. REMOVE ____ WORDS

2. USE _____ VERBS

3. USE _____ VOICE

4. STATE ______, DON'T ______

5. MAKE _____, NOT HOPES

1. COMPLETED (what's done)

- Use past tense verbs (Completed, Sent, Updated, Responded, Scheduled)

- Be specific, not vague

- Include numbers when possible

EXAMPLE: "Responded to 12 customer emails"

2. IN PROGRESS (what you're working on now)

- Use present continuous verbs (Working on, Creating, Updating)

- ALWAYS add a timeline

- Show progress percentage if applicable

EXAMPLE: "Creating presentation slides (will finish by 5 PM)"

3. BLOCKERS (what's stopping you, if anything)

- State the problem clearly

- Offer a solution or ask specific questions

- If no blockers, write "None"

EXAMPLE: "Need password for client's account. Can you send it by end of day?"

What is the PERFECT UPDATE FORMULA? (3 things the client wants to know)

Hi [Client Name],

Daily Update - [Date]

Completed:

✓ [Task 1]

✓ [Task 2]

✓ [Task 3]

In Progress:

✓ [Task with timeline]

Blockers:

✗ [Blocker with solution] or None

Let me know if you need anything else.

Thanks,

[Your Name]

DAILY UPDATE TEMPLATE

(what it looks like on email)

Hi [Client Name],

Weekly Update - Week of [Date]

Summary: [One sentence overview of the week]

Completed:

✓ [Task 1]

✓ [Task 2]

✓ [Task 3]

✓ [Task 4]

In Progress:

✓ [Current task with timeline or % complete]

Next Week:

• [Upcoming task 1]

• [Upcoming task 2]

• [Upcoming task 3]

Blockers:

✗ [Any blockers] or None

Let me know if you have any questions.

Thanks,

[Your Name]

WEEKLY UPDATE TEMPLATE

(what it looks like on email)

Hi [Client Name],

[Task name] completed.

What I completed: [Brief description]

Where it's located: [File location or link]

Next steps: [What to do next, if anything]

Let me know if you need any changes.

Thanks,

[Your Name]

TASK UPDATE TEMPLATE

(what it looks like on email)

Hi [Client Name],

Project: [Project name]

Current Status: [X]% complete

What's been completed:

✓ [Completed part 1]

✓ [Completed part 2]

Currently working on:

✓ [Current task]

Expected completion: [Date]

Blockers: [Any blockers] or None

I'll send another update when I reach [next milestone].

Thanks,

[Your Name]

PROGRESS UPDATE TEMPLATE

(what it looks like on email)

Before you ask, spend 5 minutes trying to find the answer yourself.

WHERE TO RESEARCH FIRST:

□ Previous emails or instructions

□ Google / YouTube for tutorials

□ The tool's help documentation

□ Past similar tasks you've completed

WHEN TO ASK INSTEAD:

□ Instructions are unclear or missing

□ The answer affects important decisions

□ You need specific access or permission

□ You've tried and are genuinely stuck

ASKING QUESTIONS PROFESSIONALLY

what is THE 5-MINUTE RULE?

(where to research first, when to ask instead)

THE FORMULA:

1. CONTEXT: What are you working on?

2. WHAT YOU TRIED: What have you done so far to find the answer?

3. SPECIFIC QUESTION: What, precisely, do you need to know?

4. WHY YOU NEED IT (Optional): How does this answer help you move forward?

Sample bad question: "How do I do this?"

Good question: "I'm trying to export this spreadsheet to PDF. I clicked File > Export but don't see a PDF option. Am I looking in the wrong place?"

ASKING QUESTIONS PROFESSIONALLY

THE FOUR-PART PERFECT QUESTION FORMULA?

THE FORMULA:

1. ______: What are you working on?

2. ______ ____ _____: What have you done so far to find the answer?

3. ______ _______: What, precisely, do you need to know?

4. ___ ____ ____ __ (Optional): How does this answer help you move forward?

RULE 1: Ask one question at a time

RULE 2: Be specific, not vague

Bad question: "Where is the file and when is the deadline and who should I send it to and what format should I use?"

Good question: "I'm preparing the Q3 report. Where is the sales data file you mentioned?" (Then ask other questions after this is answered)

ASKING QUESTIONS PROFESSIONALLY

ONE QUESTION AT A TIME + BE SPECIFIC

Bad clarification request: "I don't understand the instructions."

Good version: "I want to make sure I understand correctly. For the email campaign, should I send it to all subscribers or only active subscribers from the last 30 days?"

NEVER just say: "I don't understand."

ASKING QUESTIONS PROFESSIONALLY

ASKING FOR CLARIFICATION PROFESSIONALLY

THE STRUCTURE:

1. S___ what you understand

2. I____ ___ ____ ___ of confusion

3. O___ ____ ____ for clarification

THE STRUCTURE FOR "I'M STUCK" QUESTIONS:

1. GOAL: What you're trying to do

2. ACTION: What you tried

3. PROBLEM: What error you got

4. SUGGESTION: What you think might help

Sample Scenario: You're trying to upload a file to Dropbox, but you keep getting an error message that says "File too large." You've tried compressing the file but it's still too big.

Good version: "I'm trying to upload the video file to Dropbox for the client presentation. I compressed the file from 2GB to 1.5GB, but I'm still getting an error: 'File too large.' Should I split it into two parts, or would you prefer I use Google Drive instead?"

ASKING QUESTIONS PROFESSIONALLY

WHEN YOU'RE STUCK

THE STRUCTURE FOR "I'M STUCK" QUESTIONS:

1. _____: What you're trying to do

2. _____: What you tried

3. ______: What error you got

4. ______: What you think might help

A PERFECT ACCESS REQUEST INCLUDES:

1. Why you need it (the specific task)

2. What you need exactly (type of access + specific item)

3. When you need it by (clear, reasonable deadline)

Sample Scenario: You need edit access to a Google Sheet to update client information.

Good: "I'm updating the client database this afternoon. I need edit access to the 'Client Contact Sheet' in Google Sheets. Can you grant access by end of day?"

ASKING QUESTIONS PROFESSIONALLY

ASKING FOR ACCESS OR PERMISSION

A PERFECT ACCESS REQUEST INCLUDES:

1. ___ you need it (the specific task)

2. ____ you need exactly (type of access + specific item)

3. ____ you need it by (clear, reasonable deadline)

(3Ws)

THE SMART VA MINDSET:

1. Identify the problem

2. Suggest 2 viable solutions

3. Let the client choose

Sample Scenario: "The file is too big to email."

Good: "The file is 25MB, too large for email. Should I upload it to Google Drive and send you the link, or would you prefer Dropbox?"

ASKING QUESTIONS PROFESSIONALLY

SUGGESTING SOLUTIONS (LEVEL UP!)

THE SMART VA MINDSET:

1. _____ the problem

2. ____ __ ____ solutions

3. ___ __ ____ choose

ASKING QUESTIONS PROFESSIONALLY

QUESTION TEMPLATES