The word “but” is controversial. Some argue we should eliminate it entirely, while others say it’s a great way to add energy and dynamics to speech. Where’s the truth?
The truth, of course, lies somewhere in between. The word “but” works well in one context, yet spoils communication in another.
When to avoid the word “but”?
Above all, when giving feedback to someone. For example, if we say: “You did a good job, but…” – no matter what comes after the word “but,” the impression will be that the job wasn’t really that good. Because there’s a “but.” In feedback, the word “but” unfortunately has the power to cancel out whatever we said before.
So let’s avoid phrases like:
“You have a good presentation, but the slides need a lot more work.”
“You work well, but you need to pay more attention to preparing reports thoroughly and without mistakes.”
“Your talk was interesting, but the pace was too fast.”
“The project is polished, but the timeline is badly delayed.”
“You have great rapport with the client, but sometimes you agree to their terms too easily.”
“The task was completed, but the documentation is incomplete.”
“Your ideas are innovative, but not always suitable for implementation in our company.”
It will sound much better if in the above examples we replace “but” with “while, or other phrases that soften the effect of crossing out what came before:
“You have a good presentation, while the slides need a lot more work.”
“You work well; I just have one suggestion: you need to pay more attention to preparing reports thoroughly and without mistakes.”
“Your talk was interesting, and I think it would be even better if the pace were a little slower.”
“The project is polished, while the timeline is badly delayed.”
“You have great rapport with the client, and what could help you build even stronger relationships with them is being a bit more assertive and not agreeing to all their terms.”
“The task was completed, while the documentation is incomplete.”
“Your ideas are innovative, although not always suitable for implementation in our company.”
When is it worth using “but”?
But the word “but” is not pure evil we must banish from our vocabulary. In business communication it definitely has its place. When exactly? Above all, when telling a story, explaining something, presenting, and wanting to introduce a twist into the narrative. For example:
“Everything was going well as long as we had all the resources, but problems began once the supplies were completely depleted.”
In this sentence, the word “but” marks the turning point of the narrative. That’s exactly the role “but” plays in storytelling. It’s the simplest – in movie terms – plot twist we can use. Thanks to “but,” the story is not flat, linear, monotonous. It bends, it’s alive, it balances between one contrast and another. This makes the experience much more engaging for the audience. A few examples:
“Everything looks fine on the surface, but hidden problems are lurking here.”
“It seemed the client would accept the offer without objections, but at the last moment they changed their mind.”
“The team was convinced the project would succeed, but unexpected delays ruined the plan.”
“The product meets all technical requirements, but it doesn’t meet user needs.”
“The presentation was going smoothly, but one question from the audience completely changed its course.”
“The research results looked promising, but further tests painted a very different picture.”
“It seemed like the end of the story, but in reality it was just the beginning.”
The pattern goes like this: in the first part of the sentence we move in a certain direction, and the moment we say “but” we make a 90-degree turn and start going in a completely different direction. Such narrative shifts are basic craft for effective speakers. Hollywood screenwriters are masters of this: they constantly introduce plot twists the audience doesn’t expect. That creates tension, surprise, and an irresistible desire to keep watching. The same technique can be used in presentations.
It’s easy to tell whether a presentation is lively and full of twists, or monotonous with a flat narrative. Just count the words “and” and “but.” If the speech is full of “and,” it most likely means the presentation has many linear threads. The presenter simply adds more and more information, but the worst part is those threads don’t connect well. With “and,” they don’t interlock. They’re just a patchwork of points.
The word “but” introduces dynamics, contrast, a narrative twist – and that builds curiosity and engagement among the audience. So don’t eliminate this word. On the contrary, use it and benefit from its power.
Piotr Garlej
