6 Bad Communication Habits That Are Hurting Your Professional Image

Clear, confident communication is one of your biggest assets in the workplace, especially when English isn’t your first language. But even if your grammar is solid and you’ve been working in English for years, you might still be holding yourself back with small habits that weaken your message, especially in high-stakes situations.

In this post, we’ll uncover five subtle bad communication habits that can make you sound less confident and professional without you even noticing. The good news? Each one is easy to fix once you’re aware of it.

Let’s clean up the habits that are getting in your way.

1. Hedging: Overusing “Maybe” and “Just”

Hedging is the use of cautious or evasive language. Do you often start sentences with "I just wanted to say..." or "This might be a silly question, but..."? While intended to be polite, this habit significantly dilutes the power of your message.

Examples:

• “I just wanted to ask…”

• “Maybe we can consider…”

The problem about this communication habit:

These words act like a disclaimer, weakening your message before it even lands. While your intention is to be polite, your colleagues and managers may perceive a lack of conviction. This can cause them to question your expertise and leadership potential, creating a major roadblock to establishing your executive presence. Especially in global teams, where cultural communication norms differ, this softening can be misinterpreted as a lack of authority or certainty.

The solution:

Be direct, polite, and clear. Remove the unnecessary softening words to communicate with conviction.

• Before: "I just think we should consider another option."

• After: "I recommend we consider another option."

• Before: "Maybe we could try to finish this by Friday?"

• After: "I will have this finished by Friday," or "Can we commit to finishing this by Friday?"

🧠 Pro Tip: Before you hit send on an email, do a "Ctrl+F" search for words like just, maybe, perhaps, sort of, and I think. Challenge yourself to remove them. You’ll be surprised how much stronger your writing becomes.

2. Over-apologizing: Saying "Sorry" Too Often

Over-apologizing is the habit of constantly saying sorry for minor issues or for simply taking up professional space. It includes starting questions with "Sorry for the dumb question," or apologizing for a perceived imperfection, like your accent.

The problem about this communication habit:

Over-apologizing is often a symptom of imposter syndrome and can make you appear less confident and more junior than you are. It subtly communicates that you feel your contributions are an inconvenience or that you don't fully belong, which can diminish your authority over time.

The solution:

Replace "sorry" with "thank you." Swap apologies for gratitude. This reframes the interaction positively and shows confidence while still being polite.

• Instead of: "Sorry for the delay."

• Try: "Thank you for your patience."

• Instead of: "Sorry for the long email."

• Try: "I appreciate you taking the time to read this."

🧠 Pro Tip: Before you type or say "sorry," ask yourself: "Did I make a significant mistake that negatively impacted someone?" If the answer is no, rephrase your sentence to be more direct or to show gratitude.

3. Using Too Many Filler Words: “Uhm,” “Like,” “You Know,” “Basically,” “Kind of”

Filler words are the verbal placeholders we use while gathering our thoughts. While everyone uses them, an over-reliance on "ums," "ahs," "you knows," and "likes" can detract from your professional image, especially in high-stakes situations like presentations or client meetings.

Example:

• “So, like, we basically just kind of need to, you know, redo the dashboard, right?”

The problem about this communication habit:

While everyone uses fillers occasionally, a high frequency makes you sound nervous, unprepared, and less articulate. They dilute your message, distract your audience, and can seriously erode your credibility, making it seem like you are unsure of what you’re saying.

The solution:

Replace filler words with pauses. Instead of filling a gap with "um," take a deliberate, silent pause. A moment of silence makes you appear calm, collected, and thoughtful. It gives your words more weight.

• Record and analyze: Use your phone to record yourself during a practice presentation. Listening back is the fastest way to become aware of your specific filler-word crutches.

• Slow down: When you make a conscious effort to speak more slowly, your brain has more time to find the right words, reducing the urge to use fillers.

• Ask for a moment if needed: “Let me think about that for a second.”

4. Uptalk: Ending Statements with a Questioning Tone

"Uptalk" is the habit of making a firm statement sound like a question by letting your voice rise in pitch at the end. It's a common trap, often developed unintentionally to sound more collaborative or less aggressive, but it can become so automatic that you don't even realize you're doing it. The clearest sign of this habit is when you catch yourself using it on things you know for a fact (like when you introduce yourself - "My name is Anna? I work in the software engineering department?...").

Example:

• “We should try a different approach, maybe?” (spoken with a rising pitch at the end)

The problem about this communication habit:

When your voice goes up at the end, it signals uncertainty to your listener. It sounds like you're asking for permission or approval for your own statement. When used for your ideas, it makes your input sound weak and easy for others to dismiss. But when you use it to state your name or role, the damage is more severe: it can instantly undermine your authority and project a surprising lack of self-assurance, leaving your colleagues confused.

The solution:

If you know it or believe it, state it with conviction. Make a conscious effort to end your statements with a firm, downward intonation, like you're putting a period at the end of the sentence. This vocal cue signals confidence and finality.

• Instead of: "This is the main issue, I guess?"

• Say: "This appears to be the main issue."

• Instead of: "My name is Anna?"

• Say: "My name is Anna."

🧠 Pro tip: To feel the difference, practice with the facts. Record yourself on your phone saying these three things:

1. "My name is [Your Name]."

2. "My title is [Your Title]."

3. "I am confident about [a skill you have]."

First, say them with a rising "question" tone. Then, say them again with a confident, downward "statement" tone. Hearing the stark contrast will build the awareness you need to stop doing it in real-life conversations.

5. Speaking in Long, Winding Sentences

This is the tendency to pack too many ideas and clauses into a single sentence, often using passive voice and connecting words like “which,” “however,” and “in terms of,” until the original point is buried.

Example:

• “The project, which we started last quarter and that was then delayed due to some unforeseen circumstances that came up, should now, I think, be finalized, unless, of course, other further issues arise.”

The problem about this communication habit:

Your core message gets lost. Long, complex sentences are difficult for anyone to follow, especially in a fast-paced meeting or for listeners who are also non-native speakers. When your sentences are too long, people tune out and your brilliant point is missed entirely.

The solution:

Clear and concise always wins. Stick to one main idea per sentence and use active voice.

Here’s how you can break it down: “We started the project last quarter. It was delayed by unforeseen circumstances, but we are now on track to finalize it. Are there any other potential issues we should discuss?”

🧠 Pro tip: Read your emails aloud before sending. If you run out of breath while reading a sentence, it’s too long. Break it up.

6. Speaking Too Fast When Nervous

This is the habit of rushing through your ideas to “get it over with,” especially during important meetings or presentations. Your speech accelerates, pauses disappear, and words begin to blend together.

The problem about this communication habit:

Speed kills clarity. When you rush, your audience doesn't have time to process your points, and your key messages get lost. Beyond being hard to follow, speaking too quickly makes you seem nervous and lacking in confidence, even if the ideas you're sharing are brilliant.

The solution:

Intentionally control your pace and embrace the pause. A measured pace signals control and confidence.

• Pause between ideas. Treat the end of a sentence like a full stop, not a comma. Take a quiet breath before moving to your next point.

• Use breathing as natural punctuation. A calm breath recenters you and gives your audience a moment to absorb what you just said.

• Record yourself and listen. Are you speaking at a conversational pace, or do you sound rushed? Awareness is the first step to correction.

🧠 Remember: Pausing makes you sound more confident and in control. Silence is not awkward; it’s powerful.

The Bottom Line: Confidence Is a Skill Too

If you’ve ever felt like your ideas don’t sound as good when you say them out loud, you’re not alone. Many high-performing professionals, especially non-native English speakers, face this frustration.

Fixing these six small habits can make a massive difference in how others perceive you, and, more importantly, how confident you feel when speaking up. You don't need "perfect" English to be a powerful communicator. You just need to be aware of the habits that get in your way and intentionally practice the ones that build you up.

Want to Speak More Confidently at Work?

Talaera helps ambitious professionals speak up with clarity, confidence, and impact. From personalized 1:1 coaching to self-paced courses designed for global professionals like you, we’ve got your back.

Frequently Asked Questions (FAQ) about bad communication habits:

How can I practice using more confident language without sounding arrogant?

Focus on being clear and objective, not demanding. Use factual language like "I recommend..." or "My analysis shows..." instead of subjective phrases. Pair your directness with collaborative language: "I propose Option A. What are your thoughts on potential challenges?" This shows confidence while inviting teamwork.

Is it ever okay to use filler words?

Yes, in moderation. A few filler words in a casual conversation are natural. The problem is when they become excessive in professional settings like presentations or interviews. The goal is a significant reduction, not robotic perfection.

My manager is also a non-native English speaker and uses these habits. Should I still change mine?

Absolutely. Your communication skills are a core part of your personal professional brand. By communicating with clarity and confidence, you will stand out as an effective and reliable professional. Leading by example can even positively influence the communication culture of your team.

What's the best way to start practicing these changes?

Start in low-stakes situations, like Talaera's Speaking Club. Practice being more direct in casual team emails or internal meetings before trying it in a major presentation. Pick one habit to focus on each week. For example, this week, your only goal could be to replace "sorry" with "thank you."

Is being direct always better? What about cultural differences?

This is a great point. While many global businesses default to a direct communication style, context is key. The goal is to be adaptable and increase your cross-cultural skills. When in doubt, it's often best to be clear and direct but also polite and collaborative. For example, say "For the sake of clarity, I'd like to summarize the next steps..." to frame your directness as a helpful tool for the team.

Can I get honest feedback on my communication habits?

Ask a trusted colleague or your manager for specific feedback. Or, for exponential growth, work 1:1 with a business English coach. Don't ask, "How's my communication?" Be specific: "In our next team meeting, could you listen for whether I use filler words or hedge my statements? I'm trying to improve." This gives them something concrete to look for and makes it easier for them to provide useful feedback.

About the author

Paola Pascual, Talaera’s Head of Marketing, is an expert in communication and intercultural skills. She holds a Master’s in Organizational Psychology, multiple coaching certifications, and has lived and worked in six countries. Paola leads impactful initiatives, including monthly webinars, blogs, and the Talaera newsletter, to help professionals succeed in today’s global workplace. As the host of the Talaera Talks podcast, she has interviewed leaders from organizations like Slack, HubSpot, Salesforce, and LinkedIn, reaching over 200,000 listeners in over 200 countries.