Life is not still. How to describe states & situations like a pro
In any professional environment, situations are rarely static; they are constantly in motion. This is the vocabulary we use to describe that motion—the process of change itself. It is the language that allows us to narrate the story of a project"s lifecycle, a market"s evolution, or a company's transformation over time. From a project management update to a strategic business analysis, the ability to describe the state of change with precision is a core communication skill. Before you can manage a situation, you must first be able to describe its trajectory. Is it improving, deteriorating, or staying the same? Is the change sudden or gradual? Is it a new beginning or the end of an era? The phrases in this category are the essential tools for answering these questions. In the fast-moving and data-driven work environments of 2025, where teams collaborate globally, the ability to communicate the objective state of change without ambiguity is more important than ever. It is the language of clarity and foresight, the bedrock upon which all effective planning, reporting, and strategic decision-making are built. It is the vocabulary that turns a series of disconnected snapshots into a coherent and understandable narrative of change.
Table of contents
List of categories
Change in physical/environmental state
Shifts in weather, physical health, or bodily condition.
Example phrases(326)
It is the vocabulary we use to describe the state of our physical bodies and the immediate environment around us. While this might seem like a purely personal and conversational category, it has several critical applications in the professional world, particularly in fields related to health, safety, and environmental responsibility. The most direct professional use of this language is in the field of workplace health and safety. An incident report for a worker who has been injured on the job will use precise, objective language to describe their physical state. A daily safety briefing on a construction site will begin with a report on the weather, using simple, clear phrases like ‘It is starting to rain, so all surfaces will be slippery.’ This is life-or-death communication. In the growing and increasingly important field of corporate environmental, social, and governance (ESG) reporting, this language is central. A company's formal ESG report for 2025 will use precise, scientific language to describe its impact on the environment, which may include data showing if a local ecosystem is ‘getting warmer’ as a result of its operations. Even in a standard office environment, this language is part of our daily professional lives. We use it to communicate about our own well-being. An email to your manager that says, ‘I am feeling sick today and will be working from home,’ is a common and professional use of this fundamental descriptive vocabulary Common examples include "a break in the clouds" and "I was soaked". It is the language that connects our abstract work to the concrete, physical realities of our bodies and our world.
Cyclical and recurrent events
Events or conditions that happen again, repeatedly, or come and go.
Example phrases(215)
In a world that often feels chaotic and random, the ability to identify and describe recurring events is a key part of analysis and planning. The phrases in this category are the vocabulary we use to talk about things that happen over and over again. This is the essential language of business and economic analysis. An economic forecast will be filled with this vocabulary, describing the ‘cyclical nature’ of the market. A retail sales report for a company in 2025 will analyze the predictable surge in sales that happens ‘every year’ before the holiday season. This language allows us to move beyond a single data point and to talk about the underlying rhythm of a system. In an operational context, this language is often used to describe persistent problems. An IT troubleshooting log might note that a certain server error is ‘a recurring theme.’ A project post-mortem might identify a communication breakdown that ‘happens again and again’ on large projects. This is a critical part of root cause analysis; identifying a pattern is the first step to breaking it. This vocabulary is also used to describe trends that are less predictable but still cyclical. A market research report might describe a certain fashion trend as something that ‘comes and goes,’ appearing every few years Common examples include "I have breakfast" and "I have classes". It is the vocabulary of repetition, the words we use to describe the predictable (and sometimes frustratingly predictable) cycles and patterns that govern so much of our professional lives.
Delay and lateness
Expressions indicating a hold-up, postponement, or receiving something after its intended time.
Example phrases(116)
In the real world, delays are an inevitable part of any complex project. The ability to communicate this state of being behind schedule with professionalism and transparency is a critical skill for managing expectations and maintaining trust. The short phrases in this category are the essential tools for that difficult communication. The most important rule when using this language is to be proactive. The moment you know a project is ‘behind schedule,’ you must communicate it. A well-written status update email to a client will not try to hide the problem. It will state it clearly and professionally: ‘I am writing to inform you that we are experiencing a slight delay in the development phase due to an unforeseen technical issue.’ This honesty is far more effective than letting the client discover the delay for themselves at the last minute. In our daily interactions, this language is a part of professional courtesy. A message on a team chat that says, ‘My apologies, I am running late for the call,’ shows respect for your colleagues' time. You will also see this language used in logistics and e-commerce Common examples include "due to administrative reasons" and "due to lack of response". An automated email from a company might inform you that ‘Your package has arrived late at our distribution center.’ It is the vocabulary of postponement and missed timelines, the necessary and honest words we use to communicate that things are taking longer than planned, which is the crucial first step in creating a new plan to get things back on track.
Duration and tenure
References to the long-term existence, history, or persistence of a state.
Example phrases(514)
In a world that is often obsessed with what is new and changing, there is also a need for a vocabulary that describes stability, history, and persistence. The phrases in this category are the tools we use to convey a sense of longevity and tradition. This is the language of brand legacy and corporate history. The "About Us" page on a company"s website is often built around this vocabulary. A family-owned business might proudly state, ‘We have been serving this community for a long time, ever since my great-grandfather opened the first shop.’ This language builds a sense of trust and reliability. A company celebrating a major anniversary in 2025 might send out a press release that talks about its ‘long-standing tradition of innovation.’ In the context of partnerships and contracts, this language is used to describe the strength of a relationship. A business proposal might refer to ‘our long-standing partnership with our key suppliers’ as a point of strength. This vocabulary is also used to describe a problem that is deeply ingrained and difficult to change. A consultant"s report might identify a cultural issue within a company by stating, ‘There has always been this way of doing things, and it is resistant to change.’ In all these contexts, these phrases serve to add a historical dimension to your writing Common examples include "I am on standby" and "All this while". They are the vocabulary of endurance, the words we use to talk about the states and situations that have stood the test of time, for better or for worse.
Event conclusion and ending
The final closing or termination of an event, season, or process.
Example phrases(498)
It is the vocabulary we use to describe the absolute and definitive end of an event, a project, an era, or a story. The phrases in this category are all about finality and closure, and they are used in a wide range of professional writing to mark a conclusive ending. The simplest and most direct of these is the phrase ‘it's over.’ In a project management context, the completion of a project is a major milestone that must be formally communicated. A project manager will send a final report and an email to all stakeholders with a clear statement: ‘As of today, the project is officially over. Thank you all for your hard work.’ This is the language of formal closure. This vocabulary is also used to describe more significant and historical endings. When a long-serving CEO retires or a foundational company policy is changed, an internal memo might describe the event as ‘the end of an era.’ This phrase elevates the moment, giving it a sense of historical weight. In the world of media and entertainment, this language is used to describe the lifecycle of a product Common examples include "I finished" and "I already answered". A press release might announce that a long-running television show is entering its ‘final season.’ It is the vocabulary that provides a clear and unambiguous signal that a process has not just paused, but has come to its complete and total conclusion, allowing everyone to officially move on to the next chapter.
Future and anticipation
Expressions focused on awaited events, impending situations, or forward-looking plans.
Example phrases(760)
In any strategic or forward-looking profession, the ability to talk about the future with clarity and intent is a core skill. The phrases in this category are the tools we use to build anticipation, manage expectations, and outline the road ahead. This is the essential vocabulary of marketing and product development. The entire industry of movie trailers and product announcements is built on two simple words: ‘coming soon.’ In a more corporate context, a company's internal roadmap for its 2025 product line will use this language to describe features that are planned but not yet in development. It is the language of the promise. These phrases are also used to communicate impending changes within an organization. A memo from leadership might state, ‘A major announcement regarding the new corporate structure is just around the corner.’ This language creates a sense of expectation and prepares employees for a significant shift. It allows you to signal that change is on the way without necessarily revealing all the details at once. In project management, this vocabulary is used to describe the sequence of future events. A project plan will be filled with statements like, ‘We expect to begin the user testing phase in the near future.’ This is not as precise as a specific date, but it provides a clear sense of the timeline and what the team should be preparing for Common examples include "I am likely to" and "For precaution". It is the vocabulary of looking forward, the words we use to build a bridge from the present moment to the events and changes that we are planning for and awaiting.
Initiation and freshness
Phrases indicating the start of a process, availability, or a new acquisition.
Example phrases(909)
It is the vocabulary we use to signal a fresh start, a new beginning, or the launch of something completely original. These phrases are filled with an inherent energy and optimism, and they are a critical part of professional communication, especially in contexts of innovation and growth. Think about the press release for a new tech startup in 2025. It will be built around this language, announcing that its new platform is now ‘open for business’ and that its revolutionary product is ‘available now’ for pre-order. These are not just statements of fact; they are formal declarations that mark the transition from a private project to a public entity. In a project management context, these phrases are used to create a sense of a new chapter. After a difficult project is finally completed, a manager might send an email to the team saying, ‘We now have a clean slate for Q3. Let’s take the lessons we learned and apply them to this brand new initiative.’ This is a powerful motivational tool that draws a line under the past and focuses the team on the future. Even on a smaller, more personal scale, this language is part of our daily work lives. An email from the IT department might inform you that ‘Your new laptop has arrived. You can pick it up this afternoon.’ The phrase ‘brand new’ carries with it a promise of better performance and a fresh start Common examples include "I am starting" and "Born into a humble background". It is the essential vocabulary of initiation, the words that clear away the old and formally announce the arrival of the new.
Loss of function/status
Phrases related to losing access, quality, popularity, or effectiveness.
Example phrases(291)
It is the vocabulary we use to describe the state where a product, a process, or even a reputation is no longer working as it should. This is a critical language for any professional involved in maintenance, quality assurance, or competitive analysis. The most common and literal use of this language is in maintenance and IT support. A sign on a broken photocopier will use the classic, direct phrase ‘out of order.’ An IT support ticket will describe a software problem by stating, ‘Users have lost access to the shared drive.’ This is the language of functional failure. This vocabulary is also used to describe a more gradual decline in quality or relevance. A customer feedback report might summarize a trend by saying, ‘Many long-term users feel that the product is not as good as it used to be.’ This is a crucial piece of market intelligence. In a strategic or competitive analysis report, you might use this language to describe a competitor"s weakening position. A report for a company in 2025 might note that a rival"s once-dominant marketing strategy has started to ‘lose its effectiveness.’ This is a sign of a potential opportunity Common examples include "board down" and "cannot be contacted". It is the vocabulary of things breaking, fading, or failing, the honest and necessary words we use to identify a problem, which is the first and most important step toward either fixing it or replacing it.
Negative progression
Focus on deterioration, decline, or moving towards a worse state.
Example phrases(391)
While we all prefer to deliver good news, an essential part of professional responsibility is the ability to communicate a negative trend with clarity, objectivity, and a sense of urgency. The phrases in this category are the vocabulary we use to describe a situation that is deteriorating over time. This is the language of honest and difficult analysis. An honest market analysis report for a legacy product in 2025 might have to include a blunt assessment: ‘The product's market share has been in a steady decline for the past three years.’ This is not an opinion; it is a statement of fact that must be confronted. The more figurative phrase ‘going downhill’ is often used in less formal internal communications, like an email between team members, to describe a project that is starting to run into serious problems. A project manager might write, ‘Ever since the lead developer left, the project has been going downhill.’ This signals a serious problem that needs to be addressed. The simplest of these, ‘getting worse,’ can be used in an incident report to describe a developing crisis. For example, ‘We attempted to fix the server issue, but the problem is getting worse.’ This is a clear call for escalation. This is the vocabulary of deterioration. It is not about creating panic, but about providing a clear-eyed and factual assessment of a negative trend, which is the necessary first step before any corrective action can be taken Common examples include "a bit crowded" and "a flawed understanding". It is the language of facing a difficult reality.
Obsoletion and cessation
Things that no longer exist, are no longer available, or have been stopped.
Example phrases(208)
In the lifecycle of any product, service, or technology, there is an inevitable final stage: cessation. The phrases in this category are the formal and informal vocabulary we use to describe things that have been stopped, removed, or have simply become a part of history. This is the essential language of product lifecycle management. When a company decides to stop supporting an older version of its software, it will send out a formal announcement to its customers. This email will use clear, unambiguous language, such as, ‘Please be advised that as of January 1, 2025, support for version 2.0 of our software has been discontinued.’ A similar phrase, ‘no longer available,’ is used on e-commerce websites and in product catalogs to indicate that an item is out of stock permanently. This language is also used to describe broader technological and cultural shifts. A business history article might describe the impact of smartphones by saying that the pager is now ‘a thing of the past.’ This phrase beautifully captures the idea of something that was once common but is now completely obsolete. In project management, this language is used to formally close out a failed or deprioritized initiative Common examples include "absent" and "a bygone era". A memo from leadership might state, ‘The development of Project X has been stopped, effective immediately.’ It is the vocabulary of finality, the words we use to draw a clear line and to formally announce that something has come to its complete and permanent end.
Past state and former identity
Explicit references to a former condition, identity, or previous state of being.
Example phrases(813)
This is the language of "then and now." To understand and appreciate a change, you must first have a clear picture of what came before. The phrases in this category are the essential narrative tools for creating that contrast between a past state and the present reality. This is the vocabulary of transformation, and it is used in a wide range of professional writing, from business case studies to historical analyses. The simplest and most common of these is the phrase ‘used to be.’ It is a powerful and versatile tool for setting a historical baseline. A report on urban renewal might state, ‘This vibrant technology hub used to be a collection of abandoned warehouses.’ This simple sentence creates a dramatic story of transformation. In the context of business, this language is central to any discussion of rebranding or strategic pivots. A company announcing a new name and mission in 2025 might start their press release by talking about ‘what was once a small, family-owned business’ and how it has evolved into a global corporation. This creates a compelling narrative of growth. We also use this language to talk about people and roles. An email might refer to ‘the previous owner of the company’ or ‘the former head of the department.’ These phrases are not just descriptive; they are about creating a timeline and showing a progression Common examples include "I almost tried" and "At his prime". It is the vocabulary that allows us to look back, to compare, and to tell a more complete story of how things have changed over time, which is essential for understanding the significance of the present moment.
Positive progression
Focus on improvement, recovery, or moving towards a better state.
Example phrases(732)
In any project or business endeavor, the ability to communicate that things are moving in the right direction is a critical skill for building confidence, maintaining morale, and managing stakeholder expectations. The short, optimistic phrases in this category are the essential tools for delivering that positive message. This is the core vocabulary of the project status update. A project manager"s most important job in their weekly email to the client is to provide a clear and honest assessment of progress. A sentence like, ‘I am pleased to report that we are making good progress on all the key deliverables for Phase 2,’ is a powerful trust-builder. It reassures the client that their investment is being well-managed. The phrase ‘coming along nicely’ is a slightly more informal but equally effective way to communicate the same positive trajectory in an internal team chat or email. This language is also central to the world of financial reporting and investor relations. A quarterly report to shareholders for a company in 2025 would be filled with this vocabulary, describing how ‘The company"s recovery from the previous downturn is getting better with each quarter.’ This is the language of recovery and growth. For a person or a system that has been through a difficult period, a simple statement like ‘on the mend’ is a hopeful and positive signal Common examples include "Get awarded" and "I got accepted". It is the essential, optimistic vocabulary of improvement, the words we use to narrate the story of a situation that is trending in the right direction.
Punctual and scheduled time
References to specific moments, dates, scheduling, or promptness.
Example phrases(260)
In the time-sensitive world of professional work, the ability to adhere to a schedule is a fundamental sign of reliability and competence. The short, positive phrases in this category are the vocabulary we use to describe the positive state of events happening exactly when they are supposed to. This is the core language of successful project management. A project manager's most welcome and reassuring email to a client or a senior stakeholder is the one that contains a simple, confident statement like, ‘I am pleased to report that the project is right on track to meet the 2025 launch date.’ This single sentence builds trust and reduces anxiety. A similar phrase, ‘as scheduled,’ is used in formal announcements and itineraries to confirm that a planned event is proceeding without any changes. An email to all attendees of a conference might say, ‘The keynote address will begin at 9 AM, as scheduled.’ This provides a clear and final confirmation. On a more personal level, these phrases are used to give positive feedback. A manager might praise a team by saying, ‘Thank you all for being right on time for our meetings this week. It has made a huge difference.’ It is the essential vocabulary of dependability Common examples include "I just gave" and "I went out for lunch". It is how we communicate that our plans are working, that our timelines are being met, and that we are in control of our commitments, which is the foundation of a professional and trustworthy reputation.
Rate of change (continuous)
Descriptions of an ongoing, ceaseless process of change, growth, or development.
Example phrases(522)
In the 21st century, particularly in fields like technology, finance, and media, the idea of a stable, unchanging state is a relic of the past. The phrases in this category are the essential vocabulary for describing a system that is in a state of constant, ceaseless motion. This is the core language of modern strategic analysis. A consultant's report on the state of the software industry in 2025 will inevitably use this vocabulary, stating that ‘The market for artificial intelligence tools is constantly changing, with new startups and technologies emerging every week.’ The phrase ‘always evolving’ is a staple of any discussion about digital platforms, from social media algorithms to cybersecurity threats. These are not just buzzwords; they are accurate descriptions of a fundamental reality. In the context of internal business processes, this language is often associated with a philosophy of continuous improvement. An organization that has adopted an agile methodology sees its products and its processes as ‘an ongoing process’ of refinement and adaptation. A memo to a development team might state, ‘Our goal is not to build a perfect, final product, but to create a system that is capable of continuous development.’ This is a mindset shift, and this is the language that describes it Common examples include "I am still working" and "I am coming". It is the vocabulary of a world without a finish line, the words we use to articulate the reality of a system that is never static, but is always in the process of becoming something new.
Rate of change (gradual)
Phrases indicating slow, steady, or step-by-step modification or progression.
Example phrases(164)
Not all change is a sudden revolution; in fact, the most profound and lasting transformations are often the result of a slow, deliberate, and steady process. The phrases in this category are the vocabulary we use to describe this kind of gradual evolution. It is the language of patience, persistence, and long-term strategy. You will find this vocabulary used extensively in any report that deals with long-term trends or cultural shifts. A company"s annual sustainability report for 2025, for example, will not claim to have solved climate change overnight. Instead, it will use this language to describe its progress: ‘We are seeing a gradual increase in our use of renewable energy, and we are confident that, slowly but surely, we will reach our goal of carbon neutrality.’ This language builds credibility because it is realistic. In project management, this vocabulary is used to describe a phased or iterative approach. A project plan might outline ‘a step-by-step process’ for rolling out a new software system, starting with a small pilot group and expanding over time. This shows a thoughtful and risk-averse approach Common examples include "a bit shorter" and "a bit taller". Even on a personal level, in a performance review, a manager might use this language to describe an employee"s development: ‘Over the past year, I have seen a steady improvement in her presentation skills.’ It is the essential vocabulary of patience, the words that allow us to describe and value the kind of progress that is not dramatic or instantaneous, but is solid, deliberate, and built to last.
Reversal and restoration
Returning to a previous state, operation, or physical location.
Example phrases(122)
It is the vocabulary we use to describe the act of undoing a change and returning to a previous, known state. This is a critical concept in many professional fields, from IT management to historic preservation, and these phrases are the tools for describing that process of reversal. The most common and emotionally resonant of these is the phrase ‘back to normal.’ After a period of crisis or disruption—a system outage, a corporate restructuring, or a global pandemic—a message from leadership that outlines the plan to get the company ‘back to normal’ is a powerful and reassuring communication. In the world of technology, this language is used constantly. After a new software update causes unexpected problems, the first communication from the IT department will often be, ‘We are working to roll back the update and return the system to its previous stable state.’ This is the language of recovery. You can also use these phrases to describe a change in policy or process. A company that tried a new, experimental workflow that did not succeed might announce in a memo, ‘After a three-month trial, we have decided to go back to the old way of managing our projects.’ In a more physical context, this language is central to the work of architects and conservationists Common examples include "I got released" and "a complete turnaround". A report on a historic building might detail the plan to have it ‘restored to its original condition.’ It is the vocabulary of returning to a baseline, the words that describe the comforting and often necessary act of undoing a change and going back to the way things were.
Stability and lack of change
Affirmations that a situation remains constant, flat, or without modification.
Example phrases(4705)
In a business world that is often characterized by constant change and disruption, the ability to describe a state of stability is just as important as the ability to describe a state of flux. The short, direct phrases in this category are the vocabulary we use to affirm that a situation is constant, predictable, and unchanging. This language is a cornerstone of financial and operational reporting. When a company's quarterly sales report shows that revenues are identical to the previous quarter, the analysis will use the phrase ‘sales have stayed flat.’ In the context of a volatile market, this lack of change can be a positive sign of stability. In project management, these phrases are used to provide reassurance. A status update email might say, ‘Regarding the budget, the forecast remains the same as last week.’ This tells stakeholders that there are no new financial risks to report. The phrase ‘business as usual’ is a powerful piece of communication, especially during a period of potential disruption, like a corporate merger or a leadership change. A memo to all staff that says, ‘Despite the ongoing transition, for all teams, it is business as usual,’ is a deliberate attempt to create a sense of calm and continuity. It is the vocabulary of consistency Common examples include "At the same pace" and "As large as". It is how you communicate that a system is in equilibrium, that the variables are not changing, and that the situation is, for the moment, stable and predictable.
Sudden and abrupt change
Immediate, unexpected, or sharp changes and events.
Example phrases(319)
In a world that is often unpredictable, the ability to describe a sudden and unexpected shift is a critical part of any honest business analysis or report. The phrases in this category are the narrative tools we use to capture the feeling of surprise and the reality of an abrupt change in circumstances. This is the vocabulary of the unexpected. Imagine you are writing a market analysis report. You might describe a stable market for years, and then write, ‘Then, all of a sudden, a new competitor entered the market with a disruptive technology.’ This phrase creates a dramatic turning point in the narrative. The phrase ‘out of nowhere’ serves a similar function, emphasizing the complete lack of warning. These are not just for negative surprises. An email to your team might celebrate a sudden success: ‘I have amazing news. We just got an email from the client, and just like that, they’ve approved the entire 2025 budget proposal, a month ahead of schedule!’ This conveys the joyful shock of the event. In an incident report for an IT system failure, this language is used to describe the moment of crisis. The report might state, ‘The system was operating normally until 3:15 PM, at which point the server failed in an instant.’ This pinpoints the abrupt nature of the event Common examples include "I almost missed" and "I was confirmed". It is the essential vocabulary for describing those moments when the script is thrown out, and the situation changes dramatically, forcing everyone to react to a new and unforeseen reality.
Time perception and speed
How quickly or slowly time is perceived to pass.
Example phrases(57)
While the calendar and the project plan operate on an objective, linear timeline, our human experience of that time is fluid and emotional. The short, evocative phrases in this category are the vocabulary we use to describe that personal perception of time"s speed. While this language is inherently subjective, it has a powerful place in certain types of professional writing, particularly in marketing, user experience design, and creative storytelling. The goal of many digital products in 2025 is to create an engaging experience where, for the user, ‘time flies.’ A user testimonial for a new video game or a social media app might include a line like, ‘I started using it, and before I knew it, two hours had flown by!’ This is the highest form of praise for an entertainment product. Conversely, a user experience research report might use this language to describe a frustrating process. A report might state, ‘During the checkout process, the long loading times made the user feel like the hours were dragging on.’ This subjective feedback is a powerful piece of data that can drive design improvements. In a more narrative business context, like a company history or a founder"s story, this language can be used to add emotional texture. A founder might write, ‘Those early startup days were so intense Common examples include "I barely noticed" and "a swift response". The years were over in a flash.’ It is the vocabulary that connects the objective passage of time to our human experience of it, a powerful tool for any writer who wants to create an emotional connection with their audience.
Transition and shift in focus
Moving attention, direction, or affiliation away from one thing to another.
Example phrases(250)
In a dynamic and competitive world, the ability to consciously change course is a sign of an agile and intelligent organization. The phrases in this category are the vocabulary we use to describe that deliberate act of moving from one focus to another. This is the core language of corporate strategy and business transformation. A major announcement from a CEO to the company or to the public will often be built around this vocabulary. The company"s 2025 annual report might contain a key section that announces ‘a major shift in focus’ away from traditional manufacturing and towards a new emphasis on software and services. This language signals a fundamental change in the company"s direction. In the world of project management, this vocabulary is used to describe a pivot. A team that has received negative feedback on its initial product concept might decide to change direction. The meeting minutes would capture this decision by stating, ‘The team has decided to shift its focus from feature A to feature B.’ In our own careers, we use this language to narrate our professional journeys. A personal update on a platform like LinkedIn might announce, ‘After ten years in marketing, I have decided to switch my career focus to data science.’ This is the vocabulary of adaptation and re-invention Common examples include "I have changed" and "a big change". It is how we describe a conscious and deliberate decision to stop moving in one direction and to start moving in another, a critical process for any person or organization that wants to remain relevant in a changing world.
Last updated: November 2025
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