What to Say Instead of "I Don't Know" at Work

It’s a familiar moment for any professional. You're in a meeting, all eyes turn to you for your thoughts on an unexpected topic, and your mind just... stops. You feel the pressure to say something brilliant right away, but the words aren't there, and the silence starts to feel very loud.

This experience is incredibly common, but it can make you feel unprepared. The good news is that the most respected leaders don't always have an instant answer. What they do have is a simple strategy for handling the unexpected. This guide will walk you through that strategy.

The Real Reason You Feel Judged: Understanding the "Spotlight Effect"

When you pause to think, it can feel like everyone is watching and scrutinizing your silence. There’s a psychological reason for this, and understanding it is the first step to overcoming the fear.

What is the "Spotlight Effect"?

It's a well-known bias called the "Spotlight Effect." In short, we all have a tendency to overestimate how much people are paying attention to our actions and mistakes. It feels like a bright spotlight is on you, but in reality, the light is much dimmer than you think.

How to Use This Insight

While you're worrying about your pause, your colleagues are most likely thinking about the last point made or what they want to say next. Knowing that the intense scrutiny you feel is mostly in your head gives you the freedom to take a breath and gather your thoughts without the fear of being judged.

From Panicked Silence to a Strategic Pause: A Powerful Mindset Shift

Not all silence is created equal. A panicked, deer-in-the-headlights pause can signal a lack of confidence. An intentional, controlled pause, however, does the exact opposite—it signals authority and thoughtfulness.

As leadership communication coaches often say, "A panicked silence fills a void with anxiety. A strategic pause fills a void with authority."

This is about shifting your mindset from a panicked reaction to a professional strategy. To do this effectively, you can use a simple mental model.

The PACT Method: A 4-Step Framework for Composure

When you're put on the spot, don't just search for an answer. Instead, follow a clear process. The PACT method gives you four simple steps to handle any question with grace.

P - Pause. 

Before you do anything, take one deliberate, silent breath. This simple action short-circuits the panic response and gives you a critical moment of separation between the question and your reaction.

A - Acknowledge. 

Validate the question and the person who asked it. This shows you were listening and that you respect their input. A simple phrase like, "That's a great question," or "I'm glad you brought that up," works perfectly.

C - Clarify. 

This is a power move. If you need more time, or if the question is ambiguous, ask a clarifying question. For example, "When you say 'next quarter's budget,' are you referring to marketing spend specifically, or the overall departmental budget?" This buys you significant time and makes you look more thoughtful.

T - Take Action. 

Now, deliver your strategic response. This is where you choose your tool. You can defer your answer, give your initial thoughts, or redirect the question.

Your Go-To Phrases: What To Say Instead of 'I don't Know'

The "Take Action" step of the PACT method is where you use one of the following phrases. They are your tools for managing the conversation. Take them as professional ways you can say instead of 'I don't know.'

What to Say When You're Asked for a Specific Fact or Number

When the question is about data you don't have at your fingertips, the goal is to show you're reliable and committed to accuracy.

• "I don't have that exact number in front of me, but I can get it to you right after this meeting."

• "That's an important question. I want to make sure I give you the correct data, so let me confirm that and follow up."

• "I'll need to check on that to give you the most current information. I'll get back to you by the end of the day."

What to Say When You Need Time to Think Strategically

When asked for an opinion on a complex topic, it's wise to give yourself a moment to think. This shows you're thoughtful rather than impulsive.

• "That's a significant point. I have some initial thoughts, but I'd like to consider the implications before giving a full response."

• "I appreciate you asking for my perspective on this. I'd like to give it the thought it deserves and circle back with you."

• "My immediate reaction is X, but I want to validate that before moving forward. Let me look into it."

How to Say "That's Not My Area" Professionally and Helpfully

If a question is outside your expertise, your value comes from being a helpful connector. You can guide the conversation to the right person.

• "That's a great question for [Name], as they're leading that part of the project. I'm happy to make an introduction."

• "From my perspective on the technical side, it looks good. But I think [Name] from marketing would have the best insight on customer impact."

• "To get you the most accurate answer, that's a question we should pose directly to the legal team."

It's Not Just What You Say, It's How You Say It

These phrases are most effective when your delivery is confident and controlled.

How to Deliver Your Response with a Calm, Authoritative Tone

Before you speak, take a quiet breath. Deliver your chosen phrase calmly, as if it's a standard and expected response. A measured pace makes you sound in control, whereas rushing can make you seem nervous.

Using a Downward Intonation to Sound Definitive

At the end of your sentence, let the pitch of your voice go down slightly. This signals finality and confidence. An upward inflection, on the other hand, can make a statement sound like a question, which projects uncertainty.

Common Traps to Avoid

As you practice, be mindful of these common mistakes that can undermine your authority:

• Apologizing. Avoid saying "I'm sorry, but I don't know." You have nothing to apologize for. Be confident in your strategic response.

• Making up an answer. The risk of being wrong is far greater than the cost of taking a moment to confirm the facts. Never guess when accuracy is important.

• Rambling. Don't just fill the silence with unstructured thoughts. A concise, strategic phrase is far more powerful than several minutes of unfocused rambling.

Your Action Plan: How to Practice These Phrases This Week

Knowing what to do is one thing; making it a habit is another. Here’s how to start.

Your Mission: Choose One "Buy Time" Phrase to Master

Don't try to memorize the whole list. Just choose one phrase from the "need time to think" category that feels natural to you. Keep it top of mind for your meetings this week.

Where to Practice: Using Low-Stakes Meetings to Build Confidence

Look for an opportunity to use your phrase in a regular, low-pressure team meeting. The goal is simply to practice using the words and owning the moment. This builds the muscle memory you'll need when the stakes are higher.

Frequently Asked Questions (FAQ)

Q. How long is too long for a pause in a meeting?

A. What feels like an eternity to you is often just 3-5 seconds for everyone else. A deliberate pause of this length after a question is perfectly acceptable and can even make you seem more thoughtful.

Q. Is it really okay to say "I'll get back to you"?

A. Yes, absolutely. It is a sign of a responsible and meticulous professional. It shows that you value accuracy over giving a rushed, potentially incorrect answer. The key is to always follow through on your promise to get back to them.

Q. What if I'm asked a question I genuinely don't understand?

A. This is the perfect time to use the "Clarify" step of the PACT method. It's completely acceptable and even wise to say, "I want to make sure I understand. Could you please rephrase the question?" or "Could you tell me a bit more about what you mean by that?"

True Confidence Isn't Knowing Everything, It's Having a Playbook

Ultimately, professional confidence isn't about having a perfect, instant answer for everything. It’s about having a trusted playbook for how to handle any question that comes your way. Stop fearing the unexpected question. Start seeing it as an opportunity to demonstrate your poise, thoughtfulness, and strategic approach.

But having a few phrases is just one tool. What if the real challenge is bigger?

For many high-performing professionals, the problem isn't just one awkward moment. It's a persistent, frustrating gap between their deep expertise and their ability to express it with impact in high-stakes meetings. It's knowing you're a top performer, but feeling like your career momentum is stalled because your communication doesn't reflect your true capabilities.

At Talaera, we specialize in closing that gap. We provide personalized communication coaching for ambitious professionals and teams who need to communicate with clarity and confidence in a global business environment. You don't need textbook English, you need help building the strategic communication skills that help you lead meetings, influence stakeholders, and build the executive presence you deserve.

If you’re ready to stop feeling like the "quiet person" in the room and start expressing your expert self authentically, we can help.

Explore Talaera's communication training programs and see how we help professionals like you reach their full potential.