'I used these two words constantly until someone called me out. My career changed overnight.'

Soph Hirst has had quite the career. Google, YouTube, and Myspace just scrape the surface of her CV. Her accomplishments are due to a cocktail of hard work, ambition, and solid career advice.

In fact, Soph still remembers one of the most important pieces of advice she received early on in her career. One that changed her professional life forever.

"This amazing woman was like, 'you know, you use these two words quite a lot, and if you just cut them out, you'll notice that you sound a lot stronger,'" Soph explained on Mamamia's BIZ podcast, which she co-hosts with Michelle Battersby.

Those two powerful words Soph was told to eliminate?

"Just" and I "think".

"You just don't need to say that," said Soph's colleague. "So, instead of 'Just checking in' or 'Just following up', say 'Checking in' or 'Following up'. Cut the word 'Just'.

"Then 'I think' as well, instead of saying 'I think we should', just say 'we should'."

This simple change, according to the Workbaby founder, made her communication instantly more authoritative and confident.

Since that moment, Soph has learnt all the verbal habits that might be undermining our professional presence. And she's on a mission to teach others.

Watch: POV: You learnt how to email like a man. Post continues after video.

The email habits holding women back.

According to our BIZ hosts, our written communication often reveals gendered patterns that can subtly impact how we're perceived in the workplace.

"Women typically do use more indirect language and men will be more direct," Soph noted on the podcast. "For example, women can use more hedging language like 'just' or 'I think' or 'perhaps'."

Michelle Battersby, who's experienced both traditionally male-dominated corporate environments and female-led businesses, shared how she now approaches her emails: "I do comb through my own emails and remove words like 'just' because I've seen the research."

Simple swaps for stronger communication.

Beyond eliminating "just" and I "think," the BIZ team offered several practical phrase swaps that instantly elevate our professional presence:

1. Instead of "Sorry for the delay," try "Thanks for waiting".

2. Rather than "Sorry for missing that," use "Thanks for letting me know".

3. Ditch the passive-aggressive "Per my last email" for "Do you have any more questions on this?" or "Is there anything else I can help you with?".

The secret sauce isn't just removing words, though, it's about being intentional with our communication.

"The best communicators get out of their own head, and they think about the other person. What do they need to hear? What do they need to know now? What can they maybe know later?"

Listen to the full episode of BIZ here. Post continues below.

The exclamation mark dilemma.

One of the most common communication traps, particularly for women? Overusing exclamation marks to appear friendly or enthusiastic.

"We use them in the wrong places," Soph pointed out. "The way a lot of people use exclamation marks is to try and get someone excited about something that is not objectively exciting."

Her advice? "If something is objectively exciting, put an exclamation mark on it." Otherwise, consider whether we are using punctuation as a crutch to soften our message unnecessarily.

Structure matters as much as word choice.

The BIZ hosts also emphasised the importance of how we structure communications. Most of us don't read emails from top to bottom, we scan quickly for important information.

"People don't read emails, they scan, and that is a universal truth no matter what country, no matter what company you work for," said Soph.

Her solution? Use a technique called sign posting to help guide the reader through the email.

"Sometimes, if I'm emailing someone, I'll actually think, what are the questions that they might have? And I'll often use their questions as my subheaders and then put bullet points under that, even if I'm writing a really short email."

While changing habitual language patterns takes practice, the rewards can be significant. As noted on the podcast, these small adjustments aren't about changing who you are, but rather ensuring your expertise and confidence shine through in every interaction.

And that's advice worth taking, no "just" about it.

Soph Hirst is your favourite new internet career mentor 💖, BIZ podcast host and founder of Workbaby — helping Gen Z fast-track their careers without hating their lives.

The BIZ by Mamamia newsletter delivers honest advice from women who've actually done it. No fluff or corporate speak – just real talk about building your career and making money. Free in your inbox every Thursday. Sign up now.

Feature Image: Instagram/@sophworkbaby