In our workplace, we may come across various situations while dealing with our colleagues or customer and we must be smart enough to handle these situations to avoid any problem. To deal with any difficult situation, choice of right words or phrases and the way you speak can help you a lot. So, today we will discuss five such difficult but common situations that everyone faces in his/ her workplace and how to tackle them to sound professional. We will also discuss the words that we should never say at the workplace.

Situation 1: Someone asks you a question and you don’t know the answer.

For Example, Some of your colleagues ask you, “Do you know, how to install antivirus in PC?”

Never say: I don’t know

Even this is the truth but never say this as it sounds unprofessional and little bit rude especially when you are dealing with a customer

To sound professional say:

·       I’m not sure, but I can find out

·       I’ll find out for you

·       Let me come back to you on that

·       When you say these words, it shows that you want to help them.

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Situation 2: Someone asks you if you can do something by a specific time

For example, Your Manager asks,” Can you finish this task by 2 pm?”

Never say: I’ll try

When you reply like this, you are not giving a clear idea that whether you can do it or not or will you finish the task on time or not.

To sound professional say:

Be honest while replying,

·       E.g. If you know you can complete the task you can say

o   I can get it done by 2 pm

o   Sure! I can have it done by 2 pm

·       E.g. If you need some time more, you can also reply like this.

o   I don’t think I can manage it by 2, but I can have it done by 4

o   I don’t think I can manage it by 2, but I can definitely have it done by 4.

o   I don’t think I can manage it by Thursday, but I can definitely have it done by Friday. Would that be OK?

So, Be sure while replying to these type of question.

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Situation 3: Someone is angry or disappointed about something

There may be many reasons when your boss or customer may get angry upon you.

For instance: You have submitted a wrong file to your boss.

Never say: Ok!

To sound professional, say:

·       I understand. Let’s see what we can do.

·       I’m sorry, I understand. Let’s see what we can do about this.

·       I understand that you came all this way and it’s not ready. Let’s see what we can do.

When you say these words, it shows that you are taking your responsibility and want to correct your mistake

Situation 4: You’re keeping somebody waiting.

For instance: One of your colleagues comes to you for group discussion and you are talking on the phone.

Never Do: Please don’t stop them through hand gestures.

To sound professional say:

·       I’ll be with you in a moment

·       Sorry to keep you waiting, I’ll be right there.

·       Sorry to keep you waiting, I’ll be there with you in just a minute.

This shows that you have seen the person and are interested in listening to them.

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Situation 5: When somebody asks you a question but you didn’t hear them.

For example, your colleagues ask you,” Can you find this file?” and you haven’t listened to the question

Never say: what?

To sound professional, say:

·       I’m sorry, I missed that.

·       I’m sorry, I missed that. Could you say it again, please?

·       Sorry, would you mind just repeating that?

·       Sorry, would you mind just repeating that for me? I missed it.

This shows that you care about their question and willing to answer.

You may please navigate to the other posts of our blog to enhance your knowledge and skills. Happy reading!

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