Many people are in the habit of always saying yes to new tasks and responsibilities at work. Agreeability seems like a highly sought-after trait, but there are times when it can actually put you at a disadvantage. Sometimes saying yes is the right decision, but sometimes you do need to say no. The way you respond and phrase your answer will make a big difference in how your coworkers and supervisors perceive your attitude.
To your boss
When you need to decline a project given by your boss, take a few minutes to consider your workload. Write down projects that you’re currently working on and create a list to help you prioritize. It’s intimidating to push back against your supervisor when he or she is giving you a new project, but having other tasks fall through the cracks or running yourself ragged can lead to burnout and frustration.
Instead of giving a flat-out “no” as your response, try softening the answer by saying something like, “thanks for thinking of me for the new project, but these are the tasks I have on my plate.” If the new project is more pressing and your manager needs the skills and experience that you bring to the table, they might offload some of your other items to someone else on the team. If not, at least they know you are busily working on other tasks and can re-evaluate your role.
If your boss is recommending that you apply for another role within the company or is offloading other team members’ tasks to your to-do list, consider whether these tasks or opportunities appeal to you and align with your career goals. It’s always good to be a team player and step in to help when needed, but you may find that you’re drowning in work with the additional tasks. If you don’t speak up, your boss may never know that you’re overwhelmed. It also doesn’t make sense to accept a promotion or apply for another position if it doesn’t fit with your goals.
Before saying no, it’s also smart to determine how long it will take you to deliver high-quality work and how that timeline fits into your existing workload. You can also offer an alternative, such as taking on the project in the future when you complete other tasks or offering contributions in other ways that won’t take as much time or require you to lead the efforts.
Instead of shooting an email or text message to decline a task, pick up the phone or head into your supervisor’s office to speak in person. Simply saying no can be misconstrued over email, especially since you can’t include a tone that conveys your willingness to help out through this avenue. When you speak in person or by phone, you can have a better discussion about the topic.
To your coworkers
Whether your colleague is hitting you up to join a work sports team that you’re not interested in being part of or trying to offload some of their work to your plate, you can definitely say no. If you have time to help with a project, it probably makes sense to do so since this can help strengthen your bonds with team members and show your willingness to pitch in and help. But if you’re overloaded with other tasks, simply express that you aren’t able to take anything else on at the moment.
If you don’t want to participate because the project doesn’t appeal to your career goals or skill set, try to give an answer that’s closer to the truth. When you simply decline based on other tasks on your plate, your coworker might come back when things slow down. Offer an answer like, “That sounds exciting, but I don’t know much about the topic, so I’m afraid I wouldn’t be much help.” Avoid giving too many details, since this can come across as dishonest.
To your customers
Saying no to a client or customer is much more difficult because they typically help to keep your company in business. Before declining a project or ignoring your client’s direction on a task, make sure to listen to the entire pitch and think about the time it would take to handle the job. If you feel strongly that they are sharing ideas that just won’t work or are impossible for you, emphasize your willingness to address the issue, and handle it delicately.
When to say no at work
If you’re struggling to know when to say no at work or to overcome the guilt and fear that can come with saying it, you’re not alone in these feelings. Saying no can bring up worries that your boss will think you feel entitled or your coworkers will think you’re not a team player. However, there are certainly times when it is perfectly acceptable to decline new tasks or to take on other projects.
You can’t get your work done
When the project being assigned to you hinders your ability to accomplish your other work tasks, it’s best to discuss your concerns with your supervisor. They may not know exactly what other items you’re currently working on, so explaining the workload will help clarify any confusion. Saying no in this case helps show your commitment to the role for which you were hired.
In situations where more work is assigned to you but you’re not being paid more to take it on, declining can also show your confidence in your value to the organization. No one should work for free (unless they’re volunteering), so when you do other team members’ jobs without appropriate compensation, you might look too eager and not be as well-respected among your peers.
It doesn’t help you accomplish your goals
When you dream of working as a software developer, it probably doesn’t make sense to follow your manager’s advice of applying for a customer service role. Some supervisors see themselves as mentors for their employees and will try to coach them into roles that they feel the employees might be best suited for, but the ultimate decision is always in your hands. If you feel that your manager is pushing you down a path that you don’t want to travel, you can step in and politely decline.
You disagree with the project or decision
If you don’t understand why you are working on something, speak up and ask. Your manager should provide as much information as possible to make it clear what role you play in the task and the end goal.
When you disagree with the process of the task assigned, you should feel comfortable asking the person who assigned it to you about why they want it done a certain way. There could be aspects that you can’t immediately see or understand, so taking the time to talk it through can help ease your concerns. If you still feel frustrated or confused, take a step back and decide whether it’s best to decline the project altogether.
You have a better opportunity
Time is something that many people don’t have a lot of, so filling your plate with less-than-appealing priorities makes it harder to accept the tasks that you’re more interested in pursuing. It might sound cutthroat to decline one project to tackle another that sounds more exciting, but it’s a necessity in today’s busy world. This is especially true if you do freelance work or take on clients, since you’ll have to make decisions every time someone offers you a new project. Prioritizing and saying no can help keep your schedule free for the work you want to take.
You’re not the best fit
Taking on challenges that are outside of your comfort zone is a good way to learn and progress. But when you feel completely overwhelmed and inadequate to handle a task, it might be best to turn it down. No one is good at everything, but most people have skills and experiences that help them succeed at certain tasks. In situations where you’ve been assigned a task that is outside of your skill set, but someone on your team has those very skills, don’t waste time, energy, or resources by trying to handle it on your own.
You don’t want to become the person who always says no to new opportunities and advancements. After a while, people will stop coming to you with projects and you could suffer as a result. Finding the balance between saying yes and no will help you build confidence, establish your role, and prevent you from becoming overloaded with too much work.
