Most workplace communication is written with good intentions. We add “please” to be polite and “ASAP” to emphasize urgency. Yet research suggests these common phrases can sometimes have the opposite effect, creating confusion, reducing clarity, and slowing productivity.

The Problem with “ASAP”

When a manager asks for something “ASAP,” what does that actually mean?

For one employee, it may mean within the hour. For another, it may mean before the end of the day. For someone already juggling multiple priorities, it may simply create stress without providing useful direction.

The challenge is that “ASAP” is subjective. Employees must interpret the request and decide how it fits among their other responsibilities. That extra mental processing can delay action and create unnecessary back-and-forth. Communication experts note that unclear expectations around timing are a frequent source of workplace inefficiency.

A more effective approach is to provide a specific deadline:

• “Please send this by 2:00 p.m. today.”
• “I need your feedback before tomorrow's leadership meeting.”
• “Can you complete this by Friday at noon?”

Clear deadlines remove guesswork and help employees prioritize effectively.

Can “Please” Slow Things Down?

Politeness remains an important part of healthy workplace culture. No one is suggesting that managers stop being respectful.

However, some communication researchers argue that adding extra words, qualifiers, and indirect language can sometimes obscure the action being requested. Busy employees often scan emails, chat messages, and meeting notes quickly. The more effort required to determine what action is needed, the more likely important requests are to be delayed or overlooked.

Consider the difference:

• “Could you please take a look at this when you have a chance?”
• “Please review the attached policy and send comments by Thursday at 3:00 p.m.”

Both are polite. The second is simply clearer.

Clarity Beats Urgency

Many workplace productivity issues stem from communication habits that leave room for interpretation.

Employees are often balancing competing requests from multiple stakeholders. When every task is labeled urgent, employees may struggle to distinguish true priorities from routine work. Over time, “ASAP” can lose its meaning and contribute to urgency fatigue.

Instead of signaling urgency with vague language, leaders should explain why something is important:

• “The executive team needs this information for today's meeting.”
• “We need this completed before the client presentation.”
• “This affects payroll processing, so it needs immediate attention.”

Context helps employees understand the business impact and make better decisions about where to focus their attention.

In a workplace where employees receive dozens, if not hundreds, of messages each day, small communication improvements can have a meaningful impact on productivity.

The next time you're tempted to write "Please send this ASAP," consider replacing it with a clear action, a specific deadline, and a brief explanation of why it matters. Employees will spend less time interpreting the request and more time completing it.

Sources: Harvard Business Review; HR Dive