Say THIS, not THAT - Systems Edition

The way we talk about systems can either build buy-in or trigger resistance. Whether you're rolling

out new tech, updating workflows, or standardising processes, the language you use matters. A lot.

This blog is for leaders, ops managers, and system champions who want to influence with intention

— and avoid common phrasing that accidentally fuels confusion, frustration, or disengagement.

🚩 Red Flags in Systems Communication

Below are common system rollout phrases... and how to reframe them using human-centred based

communication:

🔴 What Not to Say: “This is just how we do things now.”

❌ Sounds dismissive, gives no ownership

🟢 Say This Instead: ✅ “Here’s why we made the change — and how it will help us work

smarter together.”

🔴 What Not to Say: “Everyone needs to get on board, no questions.”

❌ Creates resistance, implies no room for input

🟢 Say This Instead: ✅ “We know it’s a shift. Let’s walk through it together — and explore what

it means for your role.”

🔴 What Not to Say: “It’s not that complicated.”

❌ Invalidates the learning curve and experience of others

🟢 Say This Instead: ✅ “I know it’s new — let’s break it down step by step so it’s manageable.”

🔴 What Not to Say: “We don’t have time to explain it all.”

❌ Signals overwhelm, erodes trust

🟢 Say This Instead: ✅ “Let’s start with the basics — we’ll build as we go, and support is

available anytime.”

·

🔴 What Not to Say: “Just follow the SOP.”

❌ Assumes the document is self-explanatory and up-to-date

🟢 Say This Instead: ✅ “This SOP is our guide — and if something doesn’t make sense, let’s

improve it together.”

✨ Clarity is a Leadership Skill

When systems change, people don’t just need instructions — they need connection. What’s in it for them? How will this improve their day-to-day? Language is your secret tool for better adoption, smoother transitions, and less drama.

🚀 Want to Strengthen Your Communication Toolkit?

We help you reframe resistance, lead with clarity, and build systems people actually use. Because it’s not just what you say — it’s how you say it that drives adoption.

Let’s co-create better system conversations together.