Finding the right words can make all the difference when you’re trying to communicate a thoughtful message. “Best practice” is often used in professional settings, but its repeated use can make communication feel stiff or impersonal. Using a variety of alternative expressions not only helps make your message sound more natural but also shows that you care about making things resonate with the person you’re speaking to.
In this article, we’ll explore 20 warm and friendly ways to say “best practice,” so you can express yourself more authentically.
What Does “Best Practice” Mean?
Before we dive into the alternatives, it’s helpful to understand exactly what “best practice” means. In essence, it refers to the most effective, efficient, and proven method for achieving a goal or completing a task. It often signifies a way of doing things that has been widely accepted due to its success over time. Whether in business, healthcare, or any other field, “best practice” is a term used to describe the ideal approach to a problem. But, let’s face it – it can sometimes sound dry or distant. Let’s see how we can convey the same idea using more engaging and compassionate language.
Is It Professional/Polite to Say “Best Practice”?
Using “best practice” in the right context is absolutely professional. It carries a tone of authority and experience, making it suitable for expert discussions or formal business communications. However, if you’re aiming for a warmer, more approachable tone, it may be time to explore alternatives. The key is striking a balance—using “best practice” when it’s appropriate for clarity and credibility, but choosing something friendlier when you want to build rapport or sound less robotic. So, when can you use these alternatives? Let’s find out!
Pros and Cons of Saying “Best Practice”
Pros
- More Relatable & Warm – Alternatives like “guiding principle” make communication feel personal and inviting.
- Increases Engagement – Fresh wording like “success formula” keeps messages interesting.
- Shows Flexibility – Terms like “optimal approach” signal openness to other ideas.
- Softer & More Approachable – Phrases like “preferred method” sound less rigid than “best practice.”
Cons
- Less Authority – Some alternatives, like “suggested approach,” may not sound as strong.
- Potential Ambiguity – Words like “model practice” may not clearly indicate a proven method.
- Overuse Can Confuse – Too many variations may dilute the message and create inconsistency.
Synonyms For Best Practice
- Preferred Method
- Optimal Approach
- Proven Strategy
- Time-Tested Technique
- Standard Procedure
- Recommended Practice
- Effective Strategy
- Success Formula
- Preferred Technique
- Key Approach
- Industry Standard
- Guiding Principle
- Gold Standard
- Established Approach
- Strategic Approach
- Proven Methodology
- Effective Framework
- Recommended Approach
- Model Practice
- Ideal Method
1. Preferred Method
This is a fantastic, friendly alternative to “best practice”. It suggests that there’s a favored way to handle a task while remaining open to other options.
Scenario Example: Subject: Preferred Method for Client Onboarding
Hi [Name],
I wanted to share the preferred method for onboarding new clients at our company. This approach has proven to be effective and ensures a smooth transition for everyone involved.
Best,
[Your Name]
Best Use: Ideal for settings where you’re offering a suggestion that has worked well but don’t want to sound too rigid.
Additional Note: This is a softer term that opens the door for flexibility.
2. Optimal Approach
Using “optimal approach” sounds both professional and considerate, offering a solution that brings the best results without being overbearing.
Scenario Example: Subject: Optimal Approach for Project Management
Dear [Name],
After evaluating the options, we’ve decided that the optimal approach to managing this project is a blend of agile and waterfall techniques. It provides the flexibility we need while maintaining structure.
Sincerely,
[Your Name]
Best Use: Great for strategic or decision-making discussions where you want to suggest an ideal but not the only method.
Additional Note: It’s more formal than “preferred method” but still approachable.
3. Proven Strategy
This phrase speaks to the effectiveness of a certain method, implying that it has been tested and found successful over time.
Scenario Example: Subject: Proven Strategy for Team Collaboration
Hey [Name],
We’ve found that the proven strategy for enhancing team collaboration involves regular check-ins and transparent communication. I’d love to hear your thoughts on this approach.
Best,
[Your Name]
Best Use: Perfect when you want to showcase a solution that’s been tried and tested.
Additional Note: This works well when you want to highlight the success of a method.
4. Time-Tested Technique
This expression adds a bit of history to the approach, suggesting that the method has stood the test of time.
Scenario Example: Subject: Time-Tested Technique for Effective Marketing Campaigns
Hello [Name],
We’ve been using a time-tested technique for our marketing campaigns, which involves blending email marketing with social media outreach. It’s been incredibly successful.
Best regards,
[Your Name]
Best Use: Use it when you want to emphasize the reliability of a method.
Additional Note: It feels warm and nostalgic, like a trusted method passed down over time.
5. Standard Procedure
When something has become a standard way of doing things, “standard procedure” is an excellent phrase to convey this idea in a way that sounds professional without being cold.
Scenario Example: Subject: Standard Procedure for Handling Customer Complaints
Hi [Name],
I wanted to remind you about our standard procedure for addressing customer complaints. It’s important that we follow these steps to ensure consistency and customer satisfaction.
Best regards,
[Your Name]
Best Use: Perfect for operational contexts where consistency and reliability are key.
Additional Note: This one is a bit more formal but can still be used in casual settings with the right tone.
6. Recommended Practice
This alternative has a light, encouraging tone, suggesting a method that is advised but leaves room for other options.
Scenario Example: Subject: Recommended Practice for Time Management
Dear [Name],
Based on our experiences, we recommend the recommended practice of prioritizing tasks based on deadlines and importance. This will help keep things on track.
Best,
[Your Name]
Best Use: Ideal for friendly advice, especially when you’re offering a suggestion in a more casual tone.
Additional Note: This phrase is inviting and open to discussion.
7. Effective Strategy
“Effective strategy” is great when you want to highlight not just the method but its impact and results.
Scenario Example: Subject: Effective Strategy for Customer Retention
Hi [Name],
I believe the effective strategy for customer retention includes personalized follow-ups and loyalty programs. This has been shown to yield long-term results.
Best regards,
[Your Name]
Best Use: Use it when the success of a method is a focal point of your communication.
Additional Note: It’s straightforward, without being overly technical.
8. Success Formula
This one adds a bit of excitement to the message, suggesting that the method leads to successful outcomes.
Scenario Example: Subject: Success Formula for Streamlining Operations
Hello [Name],
After a lot of trial and error, we’ve finally found the success formula for streamlining operations: automated processes combined with regular training sessions for the team.
Best,
[Your Name]
Best Use: Perfect for when you want to make the method sound like a winning formula.
Additional Note: This one is fun and engaging, making it feel like there’s a secret to success.
9. Preferred Technique
This phrase is casual and approachable, suggesting the technique that works best without sounding overly formal.
Scenario Example: Subject: Preferred Technique for Managing Client Relationships
Hey [Name],
Our preferred technique for managing client relationships is always a mix of personal communication and timely follow-ups.
Cheers,
[Your Name]
Best Use: Use it in conversations where you want to express a go-to method.
Additional Note: It’s an easy-going alternative that feels relatable.
10. Key Approach
The term “key approach” highlights that a particular method is central to the success of a project or initiative.
Scenario Example: Subject: Key Approach for Team Building
Hi [Name],
The key approach we’ve found for team building is fostering open communication and collaborative problem-solving.
Best regards,
[Your Name]
Best Use: Great when you want to emphasize the importance of a particular method.
Additional Note: Feels both friendly and essential without sounding too rigid.
11. Industry Standard
“Industry standard” is a solid alternative when referring to widely accepted methods or guidelines in a specific field. It carries a sense of authority while remaining neutral and professional.
Scenario Example:
Subject: Industry Standard for Secure Data Storage
Hi [Name],
We recommend following the industry standard for secure data storage, which includes encryption and multi-factor authentication. This ensures compliance and protects sensitive information.
Best,
[Your Name]
Best Use: When referring to practices that are commonly accepted within a particular industry.
Additional Note: This phrase is especially useful in technical, regulatory, or compliance-related discussions.
12. Guiding Principle
A “guiding principle” suggests an overarching philosophy or value that directs actions and decisions rather than a rigid rule.
Scenario Example:
Subject: Our Guiding Principle for Customer Service
Dear [Name],
One of our guiding principles is putting the customer first in every interaction. This ensures that we build long-term relationships based on trust and satisfaction.
Best regards,
[Your Name]
Best Use: Best when discussing core values and long-term approaches rather than specific actions.
Additional Note: It’s a warm and thoughtful phrase, great for mission-driven messaging.
13. Gold Standard
The phrase “gold standard” conveys the idea of the highest and most respected level of practice in a field.
Scenario Example:
Subject: Gold Standard for Employee Training
Hey [Name],
We aim to implement the gold standard for employee training by combining hands-on learning with mentorship programs.
Best,
[Your Name]
Best Use: Ideal for highlighting excellence and the highest level of achievement.
Additional Note: It adds a bit of prestige and credibility to your message.
14. Established Approach
This alternative is excellent for discussing methods that have been in use for a long time and have consistently delivered good results.
Scenario Example:
Subject: Established Approach to Conflict Resolution
Hello [Name],
Our established approach to resolving conflicts involves mediation and open dialogue, ensuring a positive outcome for all parties.
Best regards,
[Your Name]
Best Use: Works well when you want to emphasize stability and reliability.
Additional Note: This phrase is great for reassuring people about a tried-and-true method.
15. Strategic Approach
Using “strategic approach” emphasizes that the method is well thought out and designed to achieve long-term success.
Scenario Example:
Subject: Strategic Approach for Business Growth
Hi [Name],
We’ve adopted a strategic approach that focuses on customer retention and brand awareness to drive long-term growth.
Best,
[Your Name]
Best Use: Great for business and leadership discussions.
Additional Note: It conveys a sense of foresight and careful planning.
16. Proven Methodology
This phrase highlights a structured way of doing things that has already demonstrated success.
Scenario Example:
Subject: Proven Methodology for Software Development
Dear [Name],
Our proven methodology combines Agile principles with structured testing to ensure high-quality software development.
Best,
[Your Name]
Best Use: Works well when discussing structured, repeatable processes.
Additional Note: This is a strong choice for technical and scientific fields.
17. Effective Framework
An “effective framework” suggests a structured yet flexible system that can be adapted to different situations.
Scenario Example:
Subject: Effective Framework for Content Marketing
Hi [Name],
We’ve developed an effective framework for content marketing that prioritizes audience engagement and data-driven decisions.
Best,
[Your Name]
Best Use: Best for discussions involving structured models or systems.
Additional Note: It sounds both professional and adaptable.
18. Recommended Approach
This alternative makes your suggestion sound thoughtful and encouraged rather than rigid.
Scenario Example:
Subject: Recommended Approach for Team Collaboration
Hey [Name],
Based on our experience, the recommended approach for seamless teamwork is to use project management tools combined with regular check-ins.
Best,
[Your Name]
Best Use: Ideal when giving advice without making it sound mandatory.
Additional Note: It feels friendly and non-imposing.
19. Model Practice
“Model practice” suggests that a method is not only effective but also serves as an example for others to follow.
Scenario Example:
Subject: Model Practice for Leadership Development
Hi [Name],
We’ve adopted a model practice for leadership training that emphasizes mentorship and real-world application.
Best regards,
[Your Name]
Best Use: Works well when setting an example or creating a benchmark.
Additional Note: This phrase is great for leadership and training contexts.
20. Ideal Method
The phrase “ideal method” conveys that a particular way of doing something is the most suitable for the situation.
Scenario Example:
Subject: Ideal Method for Handling Customer Complaints
Dear [Name],
The ideal method for handling customer complaints is to listen actively, empathize, and offer a timely resolution.
Best,
[Your Name]
Best Use: Perfect when suggesting a method that works best in specific circumstances.
Additional Note: It’s warm and encouraging while still carrying authority.
Conclusion
As we’ve explored, there are many ways to say “best practice” while keeping your language warm, engaging, and professional. Choosing the right alternative can make your communication feel more thoughtful and less rigid, helping you connect with your audience more effectively.
