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How to Stop Over-Apologizing

Use these four alternatives instead.

Key points

  • Apologies, when warranted, are a sign of empathy in the workplace.
  • Research shows that women tend to say sorry more than men, which is partially the result of socialization.
  • Excessively saying sorry when not necessary is a bad habit that can undermine one's authority and hurt self-esteem.
Photo by Mikhail Nilov from Pexels
Over-apologizing can hurt you over time.
Source: Photo by Mikhail Nilov from Pexels

“Sorry, could you just look at this?”

“Sorry to bother you but…”

“I’m sorry, let me move that.”

Why We Over-apologize

Apologies, when warranted, are a sign of empathy in the workplace. But over-apologizing — or excessively saying sorry when you don’t need to — is a bad habit that can undermine your authority, and more importantly, it hurts your self-esteem.

Recently, there’s been a great deal of talk and controversy about women apologizing too often in the workplace. Research shows that women tend to say sorry more than men, which is partially the result of socialization. While young girls are raised to be polite, deferential, and studious, young boys are encouraged to be bold and more confident. As adults, women perceive themselves as making more mistakes than men, having more to be sorry for.

Many of the women I work with as an executive coach dislike their tendency to be over-apologetic. While they rightfully bristle at the thought of their language being policed, these women nevertheless realize that their habit of saying sorry too much stems from a lack of confidence. They recognize that excessive apologizing may reflect internal doubts they hold about their capabilities.

Frequently, they tell me that they can’t help but over-apologize. The habit has become so ingrained over the years that the words seem to come out automatically, mainly because they don’t know what else to say. These words act more like filler than anything else.

If this sounds like you and you find yourself falling into the habit of over-apologizing, what can you do?

Four Alternatives to Saying “I’m Sorry”

1. When someone bumps into you, or they're in your way.

When someone bumps into you, saying “excuse me” or “pardon me” is more appropriate than saying sorry. Don’t apologize for taking up space.

2. When you have a question.

Practice speaking up in meetings without apologizing first. Women especially often preface their ideas with qualifiers. You’re not interrupting or annoying if you have a question, so don’t assume you are.

3. When you're late for a meeting or to reply to an email.

“Thank you.”

These two words are often more powerful than an apology. Try replacing feelings of shame with gratitude. Saying “Thank you, let’s begin.” is a more substantial way to acknowledge that your colleagues waited for you, for example. Emailing someone back to thank them for their helpful reminder or patience also feels much better than profusely apologizing for not getting back to them sooner.

4. When someone makes an unreasonable request for your time.

Instead, say, “No, I’m not able to do that.” If people make unreasonable requests for your time, it’s wise to learn how to push back. Clearly stating your limits and being clear about expectations doesn’t make you difficult; it’s a sign of leadership.

You may be worried about saying “no” because you fear people dislike you or get upset. Typically, the opposite is true, and people will respect your self-awareness and honesty. If you feel bad about not being able to do it all, it may be time to adjust the exacting expectations you hold yourself to.

Remember, saying you’re sorry isn’t necessarily a sign of weakness. A well-placed apology can be very powerful. It’s essential to address the deeper reasons you may be relying on apologies as a verbal crutch. With effort, you can find clearer ways to express what you truly mean and feel more confident in your communication as a result.

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