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One of the hazards in business conversations is falling into the habit of stating ‘fact’ after ‘fact’ in an assertive manner when the statements are really just opinions. To be clear in your communication and avoid misunderstandings, learn to distinguish your facts from opinions and assertions.

When you talk, there are only a few ways in which you can say something: by asking questions, stating facts or giving opinions. If you want to communicate well in business, you need to recognize when it is appropriate to be gentle, when you should be forceful and when to be probing and challenging.

Often people state facts or offer opinions when really they should be trying to pry out information through soft questioning. So let’s be clear: a fact is something that is specific enough that you can prove it with evidence.

 Fact. “The economy grew by 10% year on year.”

 Opinion. “I am always right and you are always wrong.”

one minute wonder To add authority to your voice, pay attention to your tone. Questions, statements and commands all have their own intonation. Avoid making statements where your voice rises up at the end of the phrase as this will sound as if you are questioning or doubtful. Statements sound strong when using a voice that is level or falls at the end.

The first statement is a fact and can be backed up with evidence. The second statement, on the other hand, is not a fact; it is an opinion. It is important that you don’t get confused between facts and opinions, whether as a manager or an employee, or when you are selling or negotiating. If you give an opinion, it should always be made clear, usually by saying something like, “in my opinion…” or “in my way of thinking…” as a way to introduce the theme. This allows the opportunity for discussion and others to hold different views to your own.

The poorest form of communication is the overuse of assertions, as an assertion is an opinion pretending to be a fact. Because they are not prefaced by any sign that they are an opinion, the other person is encouraged to accept them as being true even if there is no hard evidence to support them.

Weak communicators use assertions in order to close down debate and discussion. They close off any room for the other person in the conversation to give their opinion. Managers who use assertions all the time soon find that they are surrounded by ‘yes people’ while never really finding out what is going on in their organizations.

Distinguish facts from your opinions in conversations by making it clear when it is ‘just your view’.